Human Resources & Payroll

Service Description

The service enables Human Resources and Payroll business continuity and development by the provision of systems to support a range of business processes in the Employee lifecycle; from recruitment through to hiring, paying, developing, promoting, changing jobs, retirement/leaving.

Features

Human Resources

Recording and maintenance of HR master data:

  • Personal data – address data, work permits, equal ops data (challenge, ethnicity, nationality), communications data, responsibilities, memberships, employee benefit schemes, clinical status, HESA data, qualifications
  • Contract data – salary, type of contract, probation, fte, work patterns/hours, clinical status
  • Organisational data – position, job, cost centre, research centre/institute affiliation
  • HESA data – source of funding, academic function , cost centre and activity code, unit of assessment

Personnel Administration:

  • Create and maintain employee records (regular, casual, honorary, visiting, etc)
  • Manage terms and conditions
  • Manage contract renewals, changes, re-entrants
  • Manage salary reviews, promotions, increments, pay awards
  • Terminate employment (resignation, retirement, redundancy, etc)
  • Manage transfers, changing jobs, positions
  • Manage work permits/visas
  • Maintain responsibilities and memberships (paid and unpaid)
  • Manage probation
  • Clinical access and status
  • Disciplinary process
  • Occupational health
  • Criminal records checks
  • Staff communication (letters, email, documents)
  • Reporting and responding to employee queries

Absence Management:

  • Apply statutory regulations
  • Maintain and administer occupational schemes – sickness, maternity, other
  • Record Absence data (paid and unpaid)
  • Absence management (long term absences, attendance levels, terminate employment, etc)

Organisational Management:

  • Organisational structure/org unit maintenance (faculties, schools, sections, research centres and institutes)
  • Maintain jobs and positions, vacancies
  • Employee groups and sub groups
  • Pay scales
  • Staff assignment to org structure
  • Job evaluation/grading

Access and authorisations:

  • Role maintenance and allocation
  • User set up and access

Data feeds:

  • CAMA for user account management
  • Staff communication data
  • R-Impact/MyProfiles
  • MyProjects Costing
  • Smartcard
  • Email systems (includes bulk Mailing lists and workflow)
  • SDU Appraisals

Manager’s Desktop reporting and PDR management:

  • User set up and access
  • Display Personal data, contracts, Salary costs, Absence, research centre/institute affiliation
  • Reporting on staff training and development

Statutory reporting:

  • HESA, UCEA, National Office of Statistics, DLA Piper HR Benchmarking Company (performance indicators), REF, HMRC

Management information and statistics:

  • Absence, EB reports (staff numbers, severance, sickness), annual report, HR strategy planning
  • BW reporting/analysis – equal ops statistics, absence, retirement stats, salary costs and forecasting (see Business Planning and Reporting service for more information)

Training and Event Management:

  • Maintain training master data
    • Training catalogue(business event types/groups)
    • Maintain time schedules
    • Maintain cost items
    • Create and maintain training resources
    • Create company’s and external instructors
    • Schedule and publish event programmes
  • Training administration
    • Attendance booking and correspondence
    • Ad-hoc changes to training events
    • Ad-hoc attendee re-bookings, replacements
    • Daily training event preparation
    • Training event follow up
    • Appraise business events
    • Maintain coaching activities and tailored training
    • Weekly event preparation
    • Firmly booking of events and correspondence
    • Event and attendee cancellation, cancellation fees
    • Management of University Induction programme
    • Produce instructor schedules
    • Schedule On demand business events  
    • Monthly reporting and analyses (attendance, cancellation, resource & event reporting)

Payroll

Recording and maintenance of Payroll master data (bank details, NI, tax etc)

  • Earnings and deductions (e.g. loans, child care vouchers, sports centre, travel passes, overtime, fees and expenses, trade union memberships)
  • Salary sacrifice schemes
  • Pension membership and deductions
  • Calculation rules, calculation and reconciliation (includes pay awards and increments)
  • Salary payments (BACS and cheques)
  • Payroll forms (payslip, P60s, P45s)
  • Exception reporting
  • Post salary costs to Finance system
  • Access and authorisations
  • Recording Car parking data, permits and payments

Payroll Interfaces – HMRC (e-filing), BW, BACS, Pension providers.

Payroll cycle:

Start of Pay Period Activities

  • Start of period balancing totals
  • Exception reports
  • Apply pay awards
  • Apply increments

Pre Calculation preparation

  • Prepare reconciliation starting totals
  • Update trade union banding
  • Perform Payroll Input (Create and amend employee payroll records, create pensioner records, create fees /external examiners records, Input absence data against employees, Input additional payments (overtime, teaching & demonstrating, fees, expense payments), Input child care vouchers, foreign payment advance reclaims
  • Poll EDI to receive tax code changes/student loans) and update employee records

Payroll Calculation

  • Release payroll/lock master data
  • Check retroactive calculation exceptions
  • Run calculation part 1 – Multiple employees
  • Run full calculation, error correction
  • Run Pre DME test and error correction
  • Run BACS test
  • Produce wage type statements
  • Simulate Finance postings, correct errors & suspense account postings
  • Run balancing and exception, gross to net  reports
  • P38s and SSP exclusions
  • Run and check payroll reconciliations reports/update balancing spreadsheets
  • Run final checks, prepare checklist
  • Create payslip message and apply to employee records
  • Check Payroll Journal, payments breakdown
  • Run final pre DME report
  • Run BACS and Cheques process
  • Transmit file to BACS, print cheques
  • Post costs to FI/CO
  • Make payments to outside bodies
  • Produce payslips
  • Transmit New starter P45 & P46 files to HMRC
  • Access and authorisations
  • Recording Car parking data, permits and payments

Employee Documents

Employee document display, upload, scanning of the following types of documents

  • Absence
  • Awards
  • Casework
  • Clinical
  • Contracts
  • Eligibility
  • End of contract
  • Job History
  • Occupational Health
  • Payroll deductions
  • Payroll Payments
  • Pensions
  • Personal Details
  • Probation
  • Qualifications

Users

Core HR, Payroll and Document Management – HR and Finance staff (Payroll, Faculty accountants, Medical School Faculty Office)

Manager’s Desktop and management information – Schools/Services managers and admininstration staff

Training and event management – University training administrators

Car Parking – ESS staff

Salary Costs and Management information – Faculty, Schools and Services managers and admin staff, Finance staff

Service Hours

Systems are normally available and supported during core business hours 8.30 – 17.00hr Monday to Friday, excluding University closure periods. Certain systems are available, outside of the above hours but not normally supported.

The “at risk” period is 07:00-09:00 every Tuesday. Further planned maintenance times will be publicised in advance if there will be a disruption to the service.

Level of Service

All data is securely held and backed-up daily.

Support and Documentation

An introduction to the University’s business systems starts at http://www.ncl.ac.uk/itservice/adminsystems.

Training guides, frequently asked questions and information about training courses are available from http://www.ncl.ac.uk/itservice/sap-training/.  

Additional support is available via the IT Service Desk on 0191 208 5999 or https://nuservice.ncl.ac.uk 

All incidents relating to this service will be handled according to the Incident Management and Major Incident Management processes.

Request Process

Access to the core business systems:

  1.  http://www.ncl.ac.uk/itservice/sap/accesstosap/

To request changes to the system:

  1. A request form needs to be completed using the following link or at the relevant development group meeting: https://crypt.ncl.ac.uk/helpdesk/business-systems/NU-Change-Request-Template.pdf

Requests for any other aspect of the service should be made via the IT Service Desk on 0191 208 5999 or https://nuservice.ncl.ac.uk 

User Responsibility

Users are expected to comply with the regulations that are specified on the relevant User Registration form.

Make use of the documentation and the local support service before contacting the Service Desk for help.

Costs

N/A