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CH11 - Regrading
v20 Version 1.3 Page 1 of 28
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 .......................................................................................... 1
1. Searching for Post Number/Job title ............................................................... 2
2. Funding and documents ................................................................................ 7
B. Approve or reject a staff request ................................................................... 8
3. Approving a Request .................................................................................... 9
4. Rejecting a Request ................................................................................... 10
C. Regrading ..................................................................................................... 11
D. Appoint transfer – within same department ................................................ 11
5. Allocate funding (Cost Allocations) ............................................................... 16
6. Source of Funds ......................................................................................... 17
E. Generate a new contract .............................................................................. 19
F. Update details (if relevant) ......................................................................... 21
G. Commence employee .................................................................................. 21
7. Set up allowances (if required) .................................................................... 22
Approve (or Reject) Salary/Allowances ........................................................... 25
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:
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.
What’s changed?
Guidance added regarding
Work Group following the
implementation of
Self-service.
September 18
CH11 - Regrading
v20 Version 1.3 Page 2 of 28
Searching for Post Number/Job title
Navigate to: Personnel > Maintenance > Personal Profile
Enter search criteria e.g. Personnel No or Name. Remember to select the All
radio button when searching for a previous employee. Click and
open the relevant employee record. The Personal Profile Maintenance window
opens.
Go to Select Detail box > Appointment Details. The Appointment Details
window opens.
Click on . The view appointment details screen opens.
Make a note of the post number.
CorePortal >Dashboards >Staff Request Dashboard >Launch Staff Requests
Click Search Existing Posts.
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.
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.
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.
Complete the remaining staff request fields as appropriate:
Field Name (* mandatory) Guidance
Manager Order No. This field is not currently in use.
Organisational Structure
thru to 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: RQ1 Creating and approving a Staff
Request) – 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 cost centre for the
department/division selected in the department field
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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.
Field Name (* mandatory) Guidance
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 Regrading
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,
select a more appropriate generic title if appropriate.’
CH11 - Regrading
v20 Version 1.3 Page 5 of 28
Job Description * Enter the actual job title (even if the same as above)
as used on the job description and advert.
Note: This field must be completed. If the actual title
is not yet known please enter the Job title in this field.
Category * Teaching only - where Sub Category 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
HR Information team 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.
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Field Name (* mandatory) Guidance
Request Date * Enter today’s date.
Planned Start Date * Enter the first of the current month.
Planned End Date * Enter the planned end date if fixed term.
Contract Duration * Enter the contract duration if fixed term.
Employee status * Select the relevant employee status:
o Permanent
o Open Ended Externally Funded
o Fixed term
o Variable Hours Employee
o Self-Financing
Note: Open Ended Externally Funded can only be
given to Academic-Related staff.
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
(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 * Enter the FTE, e.g. 1 for full time, 0.5 for half-time or
0 for variable hours posts.
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 * 1 for regrading
Additional Information Enter any additional information as required. E.g.
regrade request for xxx and the date on which the
new duties commenced.
Check you have completed all mandatory fields highlighted by * above.
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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Funding and documents
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%.
Specifically:
Field Name Guidance
Cost Centre (For each line entered)
If the salary is being paid from a project, select or enter
‘CCPROJ’.
If the salary is being paid from a GL cost centre, select/enter
the relevant GL code in the format AA999999999 where AA is
the 2 digit department code. See row 1 in the example below.
Project (For each line entered)
If you have already entered a GL code, leave this field blank.
If the salary is being paid from a project, select the relevant
Project Code in the format AAXXXXXX.0000 where AA is the 2
digit department code. Take care to check the correct code has
been selected. See row 2 in the example below.
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.
Staff Request Documents: Attach Job Description, Business Case, Organisation
Chart, etc., as applicable to the post/ type of request. Click on to browse and
locate existing documents. Upload each document individually.
Click .
NOTE: Always ensure that you are using the current version of the job
description and other templates. The latest versions can be found on the
Personnel Services website under ‘Templates and Forms’.
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Funding Details: Select the Funding Source (external or internal funding). Enter the Funding Source Detail (for externally funded posts).
Assign Approver: Select the appropriate Approver for this request from the list.
Note: Divisional and Department Approvers are in the same list. Click .
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.
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.
NEXT STEPS: If you are the Department Approver refer to QRG: RQ1 Creating and
approving a 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
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.
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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
All staff requests awaiting approval will be displayed in the My Approvals
section.
Click My Outstanding. All staff requests awaiting
your approval will be displayed in the main screen.
Click the icon under ‘Actions’ to approve or reject the request.
Check the details of the request carefully. To view attached documents, click the
icon to the right of the attachment.
Approving a Request
To approve the staff request click the button. The Approve Request screen will open:
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Enter Comments eg ‘Approved by [enter approving body] on [enter date]. Protocol number [enter].
Note: The comments you add will be viewable by anyone who has security
access to view the staff requests for your department or division.
Click the button.
Close Staff Request window. Exit all windows back to the Personnel main screen.
Rejecting a Request
To reject the request click the button. The Reject Request screen will open:
Enter Rejection Reason e.g. further detail needed in business case.
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.
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v20 Version 1.3 Page 11 of 28
If you do not wish the staff request to be available to edit and resubmit, untick the Allow Edit tick box.
Click the button.
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:
D. Appoint transfer – within same department
Before you begin, identify and make a note of the Post Number and
Employee Number as you will need these during the process.
Navigate to: Personnel > Maintenance > Personal Profile
Employee Search window opens:
Click the button. The Applicants/Posts window opens.
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Select the Posts tab and enter the new Post Number.
Click .The system displays the relevant Post.
Click the button (to the right) of the post. The New Appointment Search
window opens:
Use the Search criteria to locate the existing employee. Enter the employee’s
Name.
Click .
Locate the relevant employee in the list. Click the button (to the right of
the employee record).
The Appoint Existing Person window opens:
To view the current appointment, e.g. to check existing hours; click View
Appointment [A] to open the View current appointment window.
Click to close the appointment details.
CH11 - Regrading
v20 Version 1.3 Page 13 of 28
Tick the Checkbox: Select Appointment [B] against the appointment they are
transferring from.
Ensure that Replace An Existing Appointment [C] is selected (this option is
selected by default).
Select Replacement Type: Appoint Person [D] and click . The Post Details
screen opens:
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.
NB: If the start date is later than the effective date
entered on the staff request you will need to update the
‘Current Post End Date’ field on the previous
appointment to the day before the new appointment
begins.
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
Work Group* Select Work Group for the individual. Leave as the
default if the relevant Work Group is not available.
New Work Groups can be requested by completing a
Service Request, accessible from the HRIS Service
Catalogue page.
Note: This field determines which Self-Service Work
Group the individual belongs to. A Self-Service
manager who has been granted access to that Work
Group can then view certain information about the
individual in the Self-Service portal.
Note: If at a later date you return to correct an error in
the Work Group field, or if you are returning to assign a
Work Group to a recent starter, follow the guidance in
QRG: IP6 Tracking Changes and Correcting
Records Section E. If however you return to record a
genuine change to the employee’s Work Group, or to
assign a Work Group to a starter who has had
subsequent appointment changes, follow the guidance
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in QRG: CH6 - Changes to appointment (no pay
impact).
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.
Job text * 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.
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 regrade and note the date of effect for the pay
change, i.e. the date the enhanced duties commenced.
CH11 - Regrading
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Check details are correct and update any of the following fields if required:
Field Name (* mandatory) Description
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 Update as required.
Comments * Enter comments if required relevant to the increment
due date.
Salary Comments * Enter notes for the Approver/ Payroll, eg regrade, and
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
2015, with automatic progression to 6.5 on 1 Oct
2015’.
NOTE: Payroll will use the date provided here to
calculate any back pay owed. See appendix.
Click . You are returned to the Appointment Details window.
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Allocate funding (Cost Allocations)
Click button – Post Appt Main window opens.
Go to Selection > Cost Allocation – Cost Allocations window opens.
If there is already a cost allocation, click to update if required.
Note: The Cost Allocation Start Date will be populated from the planned
start date, if that does not match the appointment start date Delete the
current entry then Add a new entry with the correct Start Date.
Complete details as below:
Field Name (* mandatory) Description
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 * (For each line entered)
If the salary is being paid from a project, select or
enter ‘CCPROJ’.
If the salary is being paid from a GL cost centre,
select/enter the relevant GL code in the format
AA999999999 where AA is the 2 digit department
code. See row 1 in the example below.
Project Code * (For each line entered)
If you have already entered a GL code, leave this field
blank.
If the salary is being paid from a project, select the
relevant Project Code in the format AAXXXXXX.0000
where AA is the 2 digit department code. Take care to
check the correct code has been selected. See row 2
in the example below.
Expense Do not use
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Notes:
You can type the cost centre straight in, but it must be in upper case.
Always use the search function when entering a project code(s)
When searching, the name/description is displayed in the first column in the
search results; scroll right to view the codes.
Examples
If you have entered a GL code in the cost allocation screen it should look like row 1.
If you have entered a project code in the cost allocation screen, it should look like row 2.
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.
Click then . You are returned to the Cost Allocations
window.
Click . You are returned to the Post Appointment Maintenance window.
Source of Funds
Where the costing information does not reflect the source of funds,
additional information must be provided to enable the HR Information
team 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.
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Go to Selection box > User Data. The User Maintenance window opens
Click to display User Defined Field List of Values.
Select Appt: Source of Funding
Click .
Complete details as below:
Field Name (* mandatory) Description
Date From* Enter the start date of the appointment.
Date To Leave blank
Comments 1 – 4 Enter details as applicable
Click then . You are returned to the User Maintenance
window.
Click . You are returned to the Post Appointment Maintenance window. Exit all windows back to the Personnel main screen.
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E. Generate a new contract
It is important that you select the correct contract template depending on the type of
post.
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. Click on the button. The Post Appointment Maintenance window
opens.
4. Go to Tools > Letters.
5. The Generate Letters Module window opens:
6. Select Letter Group: Post Appointments
7. Select Letter Type: relevant contract type
8. Options will default to ‘Perform Mail Merge’ and must not be changed
9. Ensure current record is selected and click .
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10. Choose ‘Open’ for prompts to appear
11. If you can’t see the prompt questions,
minimise all screens to find prompt box
12. The Word document will open.
13. If the message below appears at the top of the page click on Enable Content
14. Save the document in a secure location and Exit to return to CoreHR.
15. Close the window in your browser.
16. The system displays a message: ‘Did the letter print successfully?’ Click
17. If you receive the message below, select ‘No’.
If the document is saved as a .docx you will not see the above Security Warning
message when reopening a saved document.
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: PANS0 Pre-arrival
and New Starter guide for details.
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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.
Search for the employee record and go to Select Detail box > Appointment
Details.
Click into the Post Number to ensure the correct appointment is highlighted.
Click the button. The Post Appointment Maintenance window
opens.
Go to Selection box > Commence Appointment.
Enter the effective date that you entered when appointing the employee into the
new post.
Click . Click then .
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.
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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 F 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.
Navigate to: Personnel > Maintenance > Personal Profile
If already in the Post Appointment Maintenance window go to step 4, if not, enter search criteria e.g. Name (Surname followed by first initial) or Personnel No, click and open the relevant employee record. The Personal Profile Maintenance window opens:
Go to Select Detail box > Appointment Details. The Appointment Details window opens.
If relevant, click into the Post Number to
ensure the correct appointment is
highlighted. Click the
button. The Post Appointment Maintenance
window opens.
Go to Selection > Amend Pay Rate.
The Add Salary and Allowance window opens:
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To set up a new allowance, set the Effective Date [A] to the date the new allowance is to be paid from.
Click the checkbox Allowances Only [B]
Click the button [C]. The Add Allowance window opens:
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.
Field Name (* mandatory) Description
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.
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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 * If the salary is being paid from a project, select or
enter ‘CCPROJ’.
If the salary is being paid from a GL cost centre,
select/enter the relevant GL code in the format
AA999999999 where AA is the 2 digit department
code. See row 1 in the example below.
Project * If you have already entered a GL code, leave this
field blank.
If the salary is being paid from a project, select the
relevant Project Code in the format AAXXXXXX.0000
where AA is the 2 digit department code. Take care
to check the correct code has been selected. See
row 2 in the example below.
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 referring to the table
in Appendix A in QRG: CH4_New and changes to
permanent allowances.
Reference No longer in use. References entered previously will
still be displayed.
Click . The Add Allowances window closes. Multiple allowances
can be added at this time if required.
Click . The system will ask if you are sure you want to add this
salary amendment. Click .
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.
Exit all windows back to the Personnel main screen.
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NEXT STEPS: Unless you were able to approve the allowance, the allowance will now
appear in your approver’s list for approval.
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 on the link to go directly to the Maintain
Approvals window. Alternatively, navigate as below.
Personnel>Maintenance>Salary Administration> Maintain Salary Approvals
The Maintain Approvals window defaults to My Approval Items.
The list of items awaiting approval includes:
Salary Approvals and Allowances (if set up at the same time)
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Allowances only (indicated by the tick box Allowances Only)
Select the relevant employee entry and click the button (or reject).
The Approve Salary Amendments window opens:
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].
Check the New Salary/Allowances data is correct:
Field Name (* mandatory) Description
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.
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Actual Pay * Actual salary once multiplier has been taken into
account.
Reason * Reason for the change in salary.
Salary comments * Note for salary approver.
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.
If required, click the button to see more details of the costings related to an allowance.
Add any approval notes or reason for rejection in Comments [D].
Note: If you have rejected a salary or allowance 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.
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.
Exit all windows back to the Personnel main screen.
NEXT STEPS: For direct appoints only you should give your new starter a
Diversity & Equal Opportunities Staff Starter Survey Form. You should impress on
them the importance of providing this information.
You should also provide your new starter with a Pension Form. In the first few weeks
the new starter will probably undergo some induction training. Refer to QRG:
IP1_Record Induction for guidance.
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Useful Reports: To help track new appointments don’t forget to regularly
run:
PERDEP20 Monthly Personnel changes
HRINFO01_Data Quality Validation
If required, white book data can be extracted via:
PERDEP09_Academic Staff Listing (Whitebook)
Appendix: Lump sum payments to compensate staff operating at a higher grade
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”.