ch11 - regrading · ch11 - regrading v20 version 1.0 page 1 of 32 requests for regrading and the...

CH11 - Regrading

v20 Version 1.0 of 32

Requests for regrading and the subsequent appointment process (assuming a successful

application for regrade) involve the same process steps as for a new starter. This guide

covers all steps required including request, transfer, commencement etc. This guide covers the following process steps:

A. Request a regrade .............................................................................................. 2

Searching for Post Number/Job title ......................................................................... 2

B. Approve or reject a staff request (APPROVER) ................................................. 11

Approving a Request ............................................................................................ 12

Rejecting a Request ............................................................................................. 12

C. Regrading ......................................................................................................... 13

D. Appoint transfer – within same department ..................................................... 14

Allocate funding (Cost Allocations) ......................................................................... 19

Source of Funds ................................................................................................... 20

E. Generate a new contract ................................................................................... 21

F. Update details (if relevant) ............................................................................... 24

G. Commence employee ........................................................................................ 24

H. Set up allowances (if required) ........................................................................ 25

I. Approve (or Reject) Salary / Allowances .......................................................... 28

J. Close post? ........................................................................................................ 32

Appendix: Lump sum payments to compensate staff operating at a higher

grade .................................................................................................................... 32

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A. Request a regrade

You should raise a staff request based on the existing post for a regrade.

To comply with the regrading procedure the staff request will need to be approved by

the Departmental Administrator unless otherwise agreed with the Reward Team, prior to

grading.

Before creating the request you will need to know the Post Number and Job Title that

you wish to base the request on by looking at the record of the person in their current

post: Searching for Post Number/Job title

Navigate to: Personnel > Maintenance > Personal Profile

1. Search for and open the employee record and go to Select Detail box >

Appointment Details. The Appointment Details window opens.

2. Click on . The Post Number and Job Title are shown in the Post

Details section:

1. Click Search Existing Posts.

2. Use the search criteria to locate the

existing post. E.g. Department.

Click .

3. Enter the relevant post number into the Post Number field and click .

Alternatively you can search for the post by title. Click on the LoV button in the Post

Title field.

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NOTE: When the results have been returned you can view the details of the

post(s) including the name of the employee who is currently appointed to that

post.

4. A new Staff Request window will open with fields pre-populated. Check that the

correct post is shown in the blue box at the top of the screen.

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5. Complete the remaining staff request fields as appropriate:

Field Name (* mandatory) Guidance

Manager Order No. This field is not currently in use.

Organisational Structure Data populated from existing post, cannot be changed.

Company Data populated from existing post, cannot be changed.

Division Data populated from existing post, cannot be changed.

Sub Division Data populated from existing post, cannot be changed.

Level 4 Data populated from existing post, cannot be changed.

Management Unit Data populated from existing post, cannot be changed.

Department Data populated from existing post, cannot be changed.

Pay Administered by * Data populated from existing post, cannot be changed

unless the field is empty, in which case select

Department or Division as appropriate for the post.

If the populated details in this field are incorrect you

will need to create a Staff Request for a New Post (see

QRG: RQ1a_Create Staff Request – New Post) –

you will need to quote the existing post number within

the Additional Information field and explain that the

original post had incorrect details within the Pay

Administered By field.

Cost Centre * Data populated from existing post, change if required.

Should be the default GL coding for the

department/division selected in the department field

above. Format will be AA00000000000 where AA is the

2 digit department code. The coding string includes

Activity followed by Source of Funds with no

punctuation separators.

Location *

Data populated from existing post, change if required.

This should be the normal work location for the post

and the default delivery address for payslips.

College Association Data populated from existing post, change if required.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/recruitingstaff/RQ1a_Create_Staff_Request_(New_Post)_v2.13.pdf

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Vacancy Type * Select the relevant Vacancy Type:

- Academic

- Professional and Management

- Research

- Support and Technical

Note: This is used to allocate where the advert for this

vacancy will appear on the University’s jobs and

vacancies web pages.

Position Type * This field is used to classify the staff request, and

advise the Reward Team of the urgency and nature of

the request.

Select one of the ‘Existing Post’ options (highlighted in

bold below):

- New Post – Apprenticeship

- New Post - Duplicate

- New Post - External Funding

- Regrading

- New Post - Internal Funding

- Existing Post – New Contract

- Replacement/refill

- Replacement/refill new grade

- New Post – Correction

Vacancy Reason This field is not in use.

Replacing Employee This field is not in use.

Job Title * Select the relevant job title, or closest match.

Note: The existing job title may have been created by

the migration process and may not be very accurate,

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select a more appropriate generic title if appropriate.’

Job Description * Enter the actual job title (even if the same as above)

as used on the job description and advert.

Category * Teaching only - where Sub Category below is AT.

Research only - where the contract indicates

research only or where the primary activity is research

and teaching responsibilities make up less than 16% of

contracted time.

Teaching and research - where research and

teaching responsibilities exist, and the teaching

element is more than 16% of contracted time.

Not teaching and/or research – example roles:

Vice-Chancellor, Pro-Vice-Chancellor, Proctor.

Not an ‘academic’ contract – individuals who do not

fall into the categories above and who have one of the

following Sub Category codes: DA, DP, FP, HP, IP,LP,

MP, IT, TS, DO, RM, MG

Not applicable/not required - individuals who do

not fall into the categories above and who have one of

the following Sub Category codes: DC, DS, FA, LA, MA,

MI, SB, SC, SE, SG, SH, SK, SL, SM, SO, SP, SR, SS

Note: This field is used for statutory reporting

and is especially important for HESA and REF

exercises. Full guidance notes can be found on the

Personnel Services website.

Sub Category * Data populated from existing post, change if required.

It is important that the correct staff classification

is selected. Full guidance notes can be found on the

Personnel Services website. This field must be

completed to prevent failure of interfaces to

other systems.

Pay Scale * Select proposed scale (pending confirmation from the

Reward Team) for regrades or replacement/refill at

new grade. Otherwise this should be as existing post.

Budgeted Select the checkbox if the Post is budgeted.

http://www.admin.ox.ac.uk/personnel/recruit/recruitproc/newstarter/staffclass/


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Request Date * Enter today’s date.

Planned Start Date * Always enter today’s date or a specific date if known.

Planned End Date * Enter the planned end date if applicable (e.g. if Fixed

term).

Contract Duration * Enter the contract duration if fixed term.

Employee

Status *

This will be populated from the existing post. Amend

as appropriate for this particular appointment. If a

permanent change in Post Type (contract terms) is

required, then a new post will need to be created.

Please restart your request and follow QRG RQ1a to

Create Staff Request (new post).

Sub Status * Select the relevant sub status e.g. Full Time, Part

Time, Term Time, Variable Hours.

Reporting To This field is not in use.

Hours * Enter the relevant weekly hours, e.g. 37.5 or 0 for

variable hours posts

Weeks Enter the number of weeks the employee works per

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(term-time employees

only)

year inclusive of holiday entitlement. E.g. if the

employee works 38 weeks per year and is entitled to 4

weeks holiday, enter 42 weeks.

NB: only applicable to term time employees who are

paid the same amount each month.

FTE * Enter the FTE, e.g. 1 for full time, 0.5 for half-time or

0 for variable hours posts.

If you require a new appointment to be created with

an FTE that exceeds that of the post to which it is

attached, you should indicate this in the “Additional

Information” field below.

Note: The existing FTE may have been created by the

migration process and therefore could be lower than

the approved head count for this post - update as

appropriate.’

Positions Required * Enter the number of positions required. Generally 1,

but can be more if all identical and to be advertised in

one vacancy.

Additional Information Enter any additional information as required, e.g.

reason for the vacancy; name of employee; line

manager etc depending on the type of staff request. If

the job description attached to the staff request is a

generic please quote its code (e.g. GEN-01) and

indicate if the generic duties have been altered.

Where off-system divisional approval was

required (and obtained) the protocol number

should be noted here. If multiple posts are required

this should be reiterated here.

If you require a new appointment to be created with

an FTE that exceeds that of the post to which it is

attached, you should indicate this here.

Note: This field is restricted to 2000 characters. If you

need to send more information please attach as a word

or text file.

Check you have completed all mandatory fields highlighted by * above.

6. Click . The system will confirm the request has been saved. Click .

The screen will refresh and additional sections will appear at the end of the request.

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7. Assign Cost Allocations: Specific cost allocations where known should be selected

or the defaults entered. Multiple lines should be completed for posts which will have

split funding allocations. The total must add up to 100%.

Field Name Guidance

Cost Centre Select the relevant GL code. Format will be AA999999999

where AA is the 2 digit department code. The coding string

includes Activity followed by Source of Funds with no

punctuation separators.

OR

Select or enter ‘CCPROJ’ if it is going to be funded by a project

or grant.

Refer to Recording Cost Allocations in CoreHR.

Project Either leave blank if a GL cost centre has been selected.

OR

Select the relevant Project Code (Task/Sub Task). Format will

be AAXXXXXX.XXXX.00 where AAXXXXXX is the Project Code

and XXXX.00 is the Project Task and Sub Task. Take care to

check the correct code has been selected.

Expense This field is not in use

Date From Enter start date of costing (should be the same as the planned

start date).

Date To Enter the planned end date if applicable.

Percentage Enter 100% unless the post is going to be split over several

cost centres.

8. Advertising Details: Select the advertiser(s) from the LoV as applicable.

If desired enter/select the funding details i.e. where the advertising is to be paid

from. NB: only the Advertiser details will appear on the advertising screen of the

vacancy.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/Recording_Cost_Allocations_in_CoreHR.pdf

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9. Staff Request Documents: Attach Job Description, Business Case, Organisation

Chart, etc., as applicable to the post/ type of request. Click on the / to browse

and locate existing documents. Upload each document individually. Click

.

10. Funding Details: Select the Funding

Source (external or internal funding).

Enter the Funding Source Detail (for

externally funded posts).

11. Assign Approver: Select the appropriate Approver for this request from the list.

Note: Divisional and Department Approvers are in the same list. Click .

12. Check your work and make any edits. Click , when you are ready to

submit the request for approval.

NOTE: You cannot edit a Staff Request after you submitted it, unless it is

subsequently ‘rejected with edit’ by your approver.

13. Close Staff Request window. Exit from CorePortal (Logout).

NOTE: Staff requests based on existing posts can take up to 2-3 working days

to be processed by the reward team and 10 working days for staff requests

based on a new post.

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NEXT STEPS:

If you are the Department Approver refer to QRG: RQ2_Approve Staff Request.

Otherwise, await email confirmation that the post has been setup.

You can check the status of the request at: CorePortal > Dashboards > Staff

Request Dashboard > Launch Staff Requests.

B. Approve or reject a staff request (APPROVER)

In order for a staff request to be submitted to the Reward Team for creation of a post

and appointment, the request must be approved – by a departmental approver, or

divisional approver (depending on protocol requirements). In accordance with the

Regrading procedure, requests for Grade 10 posts to be regraded must be approved at

a divisional level, whilst all other requests can be approved within the department.

If a staff request cannot be approved then the Approver must reject it. Depending on

the reason for the rejection the request can be:

Rejected with edits – in which case the requestor will be able to update the

staff request and resubmit once the rejection comments have been reviewed and

acted upon. E.g. where further detail needs to be added to the business case.

Note: It is not possible for Approvers to edit a staff request directly and then

approve it. Edits must be made by the requestor and resubmitted for

approval.

Rejected - the request and rejection comments can be viewed by the requestor,

but the request cannot be updated or resubmitted. E.g. where funds are not

available as hoped.

CorePortal > Dashboards > Staff Request Dashboard > Launch Staff Requests

1. All staff requests awaiting approval will be displayed in the My Approvals section.

2. Click My Outstanding. All staff requests

awaiting your approval will be displayed in

the main screen area.

3. Click the icon to the right of the

relevant staff request.

4. Check the details of the request carefully.

To view attached documents, click the

icon.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/recruitingstaff/RQ2_Approve_or_reject_staff_request.pdf

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Approving a Request

1. To approve the staff request click the button. The Approve Request screen

will open:

2. Enter Comments e.g. Approved by xxx approving body on x date on x date.

Protocol number xxxxx.

Note: The comments you add will be viewable by anyone who has security

access to view the staff requests for your department or division.

3. Click the button.

4. Close Staff Request window. Exit all windows back to the Personnel main screen.

Rejecting a Request

1. To reject the request click the button. The Reject Request screen will open:

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2. Enter Rejection Reason e.g. further detail needed in business case.

3. Enter Comments e.g. Request rejected by xxx approving body on x date.

Note: As above, the comments you add will be viewable by anyone who has

security access to view the staff requests for your department or division.

4. If relevant, check/tick the Allow Edit tick box [A] (to indicate that the request can

be amended and resubmitted (reject with edit) by the requestor.

5. Click the button.

6. Close Staff Request window. Exit all windows back to the Personnel main screen.

NEXT STEPS:

Approved staff requests are automatically passed to the Reward Team within CoreHR.

The approver will be notified when the new post/appointment has been set up.

C. Regrading

The regrading evaluation is undertaken off-system by the Reward Team. Where a

regrading is unsuccessful feedback will be provided to the department/division (as

appropriate) and the Reward Team will put the request on-hold for 30 days pending an

appeal. After 30 days the request will be rejected.

If the regrading application is rejected no further action in the system is required.

Where the regrading application is successful you will receive an email notification

containing the new post number, after which you should proceed through the following

stages:

A

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D. Appoint transfer – within same department


Employee Search window opens

Before you begin, identify and make a note of the Post Number and

Employee Number as you will need these during the process.

1. Click the button. The Applicants/Posts window opens.

2. Select the Posts tab and enter the new Post Number.

3. Click .The system displays the relevant Post.

4. Click the button (to the right) of the post. The New Appointment Search

window opens:

5. Use the Search criteria to locate the existing employee. Enter the employee’s Name.

6. Click .

7. Locate the relevant employee in the list. Click the button (to the right of the

employee record).

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8. The Appoint Existing Person window opens:

9. To view the current appointment, e.g. to check existing hours; click View

Appointment [A] to open the View current appointment window.

Note: If the Job Category field

contains TUPE or HYBRID do

not proceed – contact

Personnel Services for

guidance.

10. Click to close the appointment details.

11. Tick the Checkbox: Select Appointment [B] against the appointment they are

transferring from.

12. Ensure that Replace An Existing Appointment [C] is selected (this option is

selected by default).

13. Select Replacement Type: Appoint Person. Click .The Post

Details screen opens:

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14. Complete/check details as below:

Field Name (* mandatory) Description

Start Date * Enter the first of the month in which the regrading

application was received by the Reward team

regardless of the date you are processing the

appointment. See appendix regarding compensation

payments if applicable.

Target End Date * Enter if applicable e.g. for fixed term post.

Cost Centre * Should be the departmental default. Format will be

AA00000000000 where AA is the 2 digit department

code. The coding string includes Activity followed by

Source of Funds with no punctuation separators

Project Code Leave blank. You should not enter any information in

this field on the appointment.

Job Category Do not use.

Job Title * Check/select this from the generic list.

*

Click the button and enter the actual job title (case

sensitive).

Note: the actual job title will appear in the template

documents, such as the conditional offer/contract

letter.

Employee Status * Check/select relevant e.g. Permanent, Fixed term.

Sub Status * Select relevant, e.g. Full-Time, Part-Time.

Category * Check/update if necessary.

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Sub Category

*

Check/update if necessary. It is important that the

correct staff classification is selected. Full

guidance notes can be found on the Personnel Services

website.

Hours * Enter, e.g. 37.5

FTE Hours * Select the relevant hours e.g. 37.5 Note: when you

tab or click out of the hours field, the system will

automatically update the FTE%.

FTE * Check as expected and update Hours if necessary to

correct.

FTE% * Check as expected and update Hours if necessary to

correct.

Weeks

(term-time employees

only)

Enter the number of weeks the employee works per

year inclusive of holiday entitlement. E.g. if the

employee works 38 weeks per year and is entitled to 4

weeks holiday, enter 42 weeks.

NB: only applicable to term time employees who are

paid the same amount each month.

FTE Weeks Check this is as expected based on the value you have

entered in the Weeks field. Should be the same.

Action * Select Change in Grade.

Reason Code * Select Re-grading (Grade Increase)/ Grade

Decrease/ Ad Hominem as appropriate.

Comments Enter notes to re-iterate the type of appointment e.g.,

regrade and to note the date of effect for the pay

change, i.e. the date the enhanced duties

commenced.

NOTE: Payroll will use the date provided here to

calculate any back pay owed. See appendix.

15. Click .



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16. Complete/check the details as below:


Pay Group * Check pay group is correct. If it is not correct, contact

HRIS support.

Point * Check/update the salary scale point as required, taking

into account any incremental progression due.

Multiplier * Check as expected. If it is not, click Previous, and

correct Hours.

Increment Due Date Cannot be changed here. Date relates to existing

appointment.

Comments * Enter comments if required relevant to the increment

due date.

Salary

Comments *

Enter notes for the Approver/ Payroll, to re-iterate the

type of appointment e.g., regrade, and to note the

date of effect for the pay change, i.e. the date the

enhanced duties commenced, and any incremental

progression due during that period. For example:

‘Regrade to grade 6.4 with effect from 1 May 2012,

with automatic progression to 6.5 on 1 Oct 2012’.



17. Click . You are returned to the Appointment Details window.

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Note: For guidance on changing the increment due date for the new

appointment (if relevant) refer to QRG: CH17_Manage Changes Increment

Due Date.

Allocate funding (Cost Allocations)

1. Click button – Post

Appt Main window opens.

2. Go to Selection > Cost Allocation –

Cost Allocations window opens.

3. If there is already a cost allocation, click to update if required. Alternatively,

click button. The Add/Edit Cost Allocation window opens:

4. Complete details as below:


Start Date * Enter the start date for the new cost allocation.

End Date * Enter the end date if relevant.

% * Enter %, e.g. 100, 50.

Note: allocation may be split between more than one

Cost Centre, but the total allocation must add up to

100%, even where the FTE is less than 1.

Cost Centre * Select or enter the relevant GL code. Format will be

AA999999999 where AA is the 2 digit department

code. The coding string includes Activity followed by

Source of Funds with no punctuation separators.

OR

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH17_Manage_Changes__Increment_Due.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH17_Manage_Changes__Increment_Due.pdf

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Select or enter ‘CCPROJ’ if it is going to be funded by

a project or grant.

Note: You can type cost centre straight into the field,

but it must be in upper case. Cost centre search is

not case sensitive.

Name is displayed first in the search results but you

can scroll right to see the codes. Take care not to

select old R11 format codes.

Refer to Recording Cost Allocations in CoreHR.

Project Code * Either leave blank if a GL cost centre has been

selected.

OR

Select the relevant Project Code (Task/Sub Task).

Format will be AAXXXXXX.XXXX.00 where AAXXXXXX

is the Project Code and XXXX.00 is the Project Task

and Sub Task. Take care to check the correct code

has been selected.

Expense Do not use

NB: When you add a Project code and click on ok the screen jumps to an

‘Expense’ field . This field is not being used.

Use the scroll bar at the bottom of the screen to view the cost allocations you

have recorded.

5. Click then . You are returned to the Cost Allocations

window.

6. Click . You are returned to the Post Appointment Maintenance

window.

Source of Funds

Where the cost centre code does not reflect the source of funds,

additional information must be provided. This is important for HR

Information to be able to define the HESA source of funds.

E.g. where a suspense code is being used whilst awaiting a ‘true’ cost centre

to be set up, or where a GL code is being used to administer externally funded

appointments.

1. Go to Selection box > User Data. The User Maintenance window opens.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/Recording_Cost_Allocations_in_CoreHR.pdf

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2. Click to display User Defined Field List of Values.

3. Select Appt: Source of Funding.

4. Click .

5. Enter the Date From [A]. This should be the appointment start date.

6. Enter additional information as required into Comments field(s).

7. Click then . You are returned to the User Maintenance

window.

8. Click . You are returned to the Post Appointment Maintenance

window.

E. Generate a new contract

It is important that you select the correct contract template depending on the type of

post.

A

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Note: Currently academic contracts, departmental lecturer contracts, and

casual engagement letters are not generated through CoreHR.


1. Search for the relevant employee record and go to Select Detail box >

Appointment Details. The Appointment Details window opens.

2. If relevant, click into the Post Number to

ensure the correct appointment is highlighted.

3. Go to Tools > Letters. The Generate Letters

Module window opens:

4. Select Letter Group: Post Appointments

5. Select Letter Type: as applicable (see table below)

6. Options will default to ‘Perform Mail Merge’ and must not be changed

7. Ensure current record is selected and click .

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8. Choose ‘Open’ for prompts to appear

9. If you can’t see the prompt questions,

minimise all screens to find prompt box

Note: The template will be pre-populated with standard paragraphs in

accordance with the data selected in the Employee Status and Sub Status

fields. It is important that these have been completed accurately so the

contract letter is appropriately populated.

10. The Word document will open.

11. If the message below appears at the top of the page click on Enable Content

12. Save the document in a secure location and Exit to return to CoreHR.

13. Close the window in your browser.

14. The system displays a message: ‘Did the letter print successfully?’ Click .

NEXT STEPS:

Having generated the contract it must be signed by an appropriately authorised

signatory within your department before being sent to the individual. To track the

contract you should update the relevant part of the Appointment User Data once the

letter has been signed and returned by the individual. See QRG: PA0_Prepare

(Section H) for details.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/newstarter/PA0_Prepare.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/newstarter/PA0_Prepare.pdf

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F. Update details (if relevant)

Depending on the new grade there are a number of areas which may need to be

checked and/or updated. Refer to the relevant section in QRG: PANS0 Pre-arrival and

New Starter guide:

Pension arrangements Section H

Qualifications Section I

NHS contract details Section J

White book details Section F

G. Commence employee As a final stage before the change is communicated to payroll, it is necessary to

‘commence’ their appointment within Core Personnel.


1. Search for the employee record and go to Select Detail box > Appointment

Details.

2. Click into the Post Number to ensure the correct appointment is highlighted. Click

the button. The Post Appointment Maintenance window opens.

3. Go to Selection box > Commence Appointment.

4. Enter the effective date that you entered when appointing the employee into the

new post.

5. Click . Click then .

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6. Finally, go to Selection box > View Position History to check that the salary

details are all as expected.

Note: If the salary has not been set up correctly, the salary line will need to

be rejected by the department pay approver and re-entered. Refer to QRG:

CH5_Change: Pay for guidance.

H. Set up allowances (if required)

Where allowances (e.g. for callout, clothing, etc) are required they will need to be set

up and approved within the CoreHR system. Approvers should refer to Section I or

QRG: FD5_Approve/Reject Salary/Allowances for guidance on approving.

NOTE: Off-system approval for certain allowances (see the Allowance

Guide document for more details) must continue to be sought from

the Reward Team before they are set up in the CoreHR system.

NOTE: An Appointment must have a status of Commenced before

Allowances may be set up.


1. Search for the employee record and go to Select Detail box > Appointment

Details. The Appointment Details window opens.

2. If relevant, click into the Post Number to ensure the correct appointment is

highlighted. Click the button. The Post Appointment Maintenance

window opens.

The Add Salary and Allowance window opens:

3. Go to Selection > Amend Pay Rate.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH5_Manage_Changes__Pay_no_appnt_impact.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH5_Manage_Changes__Pay_no_appnt_impact.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/FD5_Approve_or_Reject_Salary_Allowances_v2.2.pdf

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4. To set up a new allowance, set the Effective Date [A] to the date the new

allowance is to be paid from.

5. Click the checkbox Allowances Only [B].

6. Click the button [C]. The Add Allowance window opens:

A B

C

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7. Complete the Allowance Details screen as below.

For fields marked ■ below - depending on the allowance selected either Scale

Point, Percentage or Value will be used. See the Allowance Guide for more

information.


Allowance * Select the relevant value from the list, e.g. Standby

and call out pay cash.

Start Date * Check the start date was entered correctly - effective

date entered earlier.

End Date * Enter the end date if required.

Note: if the end date is left blank, payment will be

paid continually.

Scale Point ■ If relevant, select Scale point, this will relate to a rate

table.

Percentage ■ If relevant, enter % to be applied.

Value ■ If relevant, enter the value of the allowance, e.g., 200

for a £200 per month allowance.

Press tab - the system will automatically calculate the

annualised value.

Note: Most allowances are paid in full, i.e. the amount

entered will not be prorated to take account of FTE,

ensure value entered takes account of FTE and salary

multiplier.

Cost Centre * Select or enter (case sensitive) the relevant GL code.

Format will be AA999999999 where AA is the 2 digit

department code. The coding string includes Activity

followed by Source of Funds with no punctuation

separators.

OR

Select or enter ‘CCPROJ’ if it is going to be funded by a

project or grant.

Note: Costing information needs to be specified here

ONLY if the funding for the allowance is from a

different cost allocation to the funding for this

appointment.

Project * Either leave blank if a GL cost centre has been

selected.

OR

Select the relevant Project Code (Task/Sub Task).

Format will be AAXXXXXX.0000 where AA is the 2 digit

department code and 0000 represents a sequence

number. The Project Task and Sub Task will be visible

in the Project Description field. Take care to check the

correct code has been selected.

Note: Costing information needs to be specified here

ONLY if the funding for the allowance is from a

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different cost allocation to the funding for this

appointment.

Expense Leave blank - this field is not used by the University.

Reason * Select the relevant reason code, e.g. Allowance

Awarded.

Comments* Enter comments as applicable.

Reference No longer in use. References entered previously will

still be displayed.

8. Click . The Add Allowances window closes. Multiple allowances can

be added at this time if required.

9. Click . The system will ask if you are sure you want to add this

salary amendment. Click .

10. The Maintain HR Salary Amendments window opens. If you have Salary Approval

access and it is appropriate to do so you can approve the salary and/or allowance

change straight away.

NEXT STEPS: Unless you were able to approve the allowance, the allowance will now

appear in your approver’s list for approval.

I. Approve (or Reject) Salary / Allowances

All salary and allowance additions and changes must be approved within your

department before they are actioned by payroll.

NOTE: When a Salary Approver logs onto CoreHR, a message displays to

indicate if there are any Salary

/Allowances awaiting approval.

Approve Salary Amendments? Click Yes.

This will take you directly to the Maintain

Approvals window (see 3 below).

Alternatively, navigate as below.

Personnel >Maintenance >Salary Administration >Maintain Salary Approvals

Maintain Approvals window.

1. The Maintain Approvals window defaults to My Approval Items [A].

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2. The list of items awaiting approval includes:

Salary Approvals and Allowances (if set up at the same time)

Allowances only (denoted by the tickbox Allowances Only [B])

3. Select the relevant employee entry and click the button [C] (or

reject).

The Approve Salary Amendments window opens:

A B C

C

A

B

b

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Note: The name of the employee and their personnel number are shown in

the header [A].

The Approve Salary Amendment window is divided into two sections:

Current Salary Allowances [B]. The Total Salary (including Allowances) field

for a new starter is normally zero.

New Salary/Allowances [C].

4. Check the New Salary/Allowances data is correct:


Effective date * Date new rate of pay expected to start from.

Pay scale * Grade.

Point * Point on grade.

Rate of Pay * FTE salary associated with the grade and point.

Multiplier * Value used to calculate the actual salary to be paid.

Normally relates to FTE, but may be adjusted to allow

for half-pay or no-pay situations.

Actual Pay * Actual salary once multiplier has been taken into

account.

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Reason * Reason for the change in salary.

Salary comments

*

Note for salary approver, including the date of

effect for the pay change, i.e. the date the

enhanced duties commenced.



Allowance * Name of allowance.

Allowance type * Variable value, Scaled or Variable Percentage as

appropriate for the specific allowance.

Scale point/percentage * Either scale or percentage depending on the

allowances type.

Value * Generally £s, but could be days or hours.

Annual Value * Value multiplied up to annual equivalent, assuming it

is continued for that long.

Start date * Start date for the allowance.

End date * End date for the allowance.

Reason * Reason for the change in allowances.

5. If required, click the button to see more details of the costings related to an

allowance.

6. Add any approval notes or reason for rejection in Comments [D].

7. Click . A message appears asking you if you are sure you want to

approve/ reject this salary amendment. Click . The Approve Salary

Amendments window closes.

Note: If you have rejected a change request it is important to make separate

contact with full details to notify the requestor of the reason for the rejection

as this will not be visible to them in CoreHR.

8. Exit all windows back to the Personnel main screen.

NEXT STEPS:

Approved salary/allowances are passed to the Payroll team, via a report, for

actioning.

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J. Close post?

Unless this was an ad hominem regrading or a multiple-appointment post, you should

contact the Reward Team to close the original post.

Appendix: Lump sum payments to compensate staff operating at

a higher grade

In the case of all successful regrading applications, the effective date of the regrading

will be the first of the month in which the regrading application was received by the

Reward team. The new contract should also be effective from this date. Departments

may, if they deem it appropriate, make a non-pensionable lump sum payment to

compensate staff for working at the higher grade. This lump sum can equate to the

value of the difference in salary for up to 12 months. This should be communicated to

Payroll via the salary comments and will show on your payroll costing report against the

pay element “regrading”.