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User Guide - Essex Schools Infolink

1. 24 Click the _Printable Page button if you wish to print a copy of the review page or to save a copy of it 25 Click the Submit button You will then see the following message Your changes have been submitted for manager approval 26 Click HOI You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created an assignment change transaction and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works 77 ePayroll User Management Introduction Adding new users and modifying existing user details can normally be managed via ePayroll s Personal Information and Assignment Change menu items This of course will wholly rely on your school already having the requisite complement of user responsibilities to make and approve those changes If you are consequently unable to complete the process described here then you should contact the Corporate Service Centre and ask them to provide you with a copy of payroll s spreadsheet based request f
2. 1 Select Employee Bank Details from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Manage Employee Bank Details People in Hierarchy gt Manage Employee Bank Details People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reg Demo Bardfield 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee ei C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee li Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lied y J y y y y ploy gt teturn to People in Hierarchy A 3 From the list of names displayed click the appropriate Action icon 44 Note from this point you can select the _Cancel button at any time to abandon the edit 4 Click the Update icon 5 Amend the details as required TIP to change the Bank Name remove the current contents and then type the first 3 characters of the new bank name The system will then briefly show that it is loading items Sort Code Bank Name o A Bank Branch Loading before then displaying those that you can choose from Sort
3. button if you wish to print a copy of the review page or to save a copy of it 12 Click the LSubmit button You will then see the following message Ee Confirmation Your changes have been applied EN e e hb _ ae y F 13 Click Return to Overview Back then either click to search for another employee or the Home link at the top of the screen to return to the main menu and Worklist m Navigator y Favorites v Home Logout Preferences Approvals These changes do not require approval but are immediately updated onto the payroll system An item sent by SYSADMIN will however now appear in your Worklist confirming that you have successfully updated the personal detail changes 59 How to change an employee s home address 1 Select E Employee Personal Information from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Employee Personal Information People in Hierarchy gt Employee Personal Information People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee ha C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee ia
4. Back and then Back again to go back to step 6 and make any alterations 9 Optionally click the Printable Page pytton if you wish to print a copy of the review page or to save copy of it 10 Click the SUD button 11 A message at the top left hand corner of the screen will now display El Confirmation Your changes have been applied 66 12 Click 491 You will then be returned to the Main Menu and Worklist home page An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created a New Hire for that employee and that it has been approved REMEMBER at this stage you have only created a partial record You have NOT YET COMPLETED the overall process 13 Select Stage 2 from the New Hire 2 Stage Process menu 14 Confirm the employee s name NI Number and start date and click Continue Enter the details and click Continue NINumber O stat Date B example 17 Dec 2011 TIP It is essential to enter the employee s Last Name in the same case style as you did when entering details in Stage 1 else the system will not find a match e g if you entered Smith in Stage 1 then entries of smith or SMITH now would result in an error TIP ignore the First Name field and leave it blank PR 15 From the list of names displayed click the appropriate n Action icon Add 16 In the Bank Details section click 17 Enter the employee
5. C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee ry Return to People in Hierarchy 3 From the list of names displayed click the appropriate ig Action icon 4 Note from this point onwards Back 4 Cancel buttons are available to step back a stage or to cancel the edit altogether 5 Inthe MaM Address Section click the Update button Exceptionally the update button will not be shown but will be replaced py Mew Future Changes This indicates that a future dated change already exists In these cases the system will not allow you to make further updates until that time 6 Select the option that best reflects the change that you are making By default the system assumes that you are updating the employee s details because of a real change in their circumstances However if the details currently held were never correct to begin with or were incomplete then you should select the correct item Main Address Choose Option Employee Name Reginald Demo Employee Number 3020035216 Correct or amend this address Enter a new address if you have moved 7 Click Next 53 8 Enter the revised details or make corrections as appropriate By default the Effective Date field will show the current today s date but this can be changed should you wish to Effective Date 37 oyw 2011 OH Country United
6. In this way if the employee does not take up the appointment you can cancel the transaction simply by the Approver rejecting it If you had already approved the transaction you will need to contact the Corporate Service Centre requesting them to purge the record e Forms P45 P46 and NI Age Exemption cards should be forwarded to Essex Payroll by post We are not allowed to accept scanned or faxed copies e Where provided form PN16 should be forwarded to Essex Pensions by post 65 How to enter a New Appointment 1 Select Stage 1 from the New Hire 2 Stage Process menu 2 Enter the basic details requested on the following form Business Group Essex Schools a ASIA startDate Is TIP we recommend that you enter the employee s last name in proper case e g Smith and not smith or SMITH Note from this point onwards Back Cancel buttons are available to step back a stage or to cancel the New Hire altogether 3 Click Continue Next 4 Enter the employee s Person Details and click 5 The Extra Information details page is entirely optional Complete else Next ignore as you decide then click 6 Enter the employee s assignment details as appropriate Refer to 99 for specific guidance and tips on how to complete these fields 7 Click DCS and then click Sl again 8 On the review page that is now shown check that the entries you have made are correct If you detect an error select
7. Stage 1 o IJ Additional Assignment 2 Stage Process Stage 2 The New Hire and Additional Assignment processes are both split across 2 stages Stage 1 includes entering personal name address date of birth etc and assignment job hours grade etc details In Stage 2 bank details allowances and cost code information is then added lt is only after the completion of Stage 2 that the complete transaction is sent for approval The New Hire and Additional Assignment processes are identical with the exception that the Additional Assignment method does not require the submission of personal and home address information as these will already be held in the system against the existing employee record How do know whether to select New Hire or Additional Assignment Ultimately the system will provide appropriate advice where you have ventured into the wrong option by mistake and will do so at a very early stage in the process For Local Bank and Academy schools this is just a simple question as to whether the person is already employed by your organisation or not For Central Payment schools you additionally need to take into account whether the person is already engaged by another Central Payment school 64 Where you have selected the New Hire process incorrectly the following message will be displayed including reference to the employee s existing payroll number Error Employee already has an active assignment please use
8. any issues to the Corporate Service Centre e Your password should be at least 8 characters long and should contain letters and numbers The system does not allow adjacent duplicate characters e g password1 does not comply due to the double s e TIP use the Forgotten Password link if you have forgotten your password A new password link will be sent within a few minutes to your nominated email address For security reasons this link only remains usable for 4 hours If this time limit is exceeded you will need to re use the login assistance feature and start again e You will be required to change your password every 90 days 10 Worklist Approvals Management Introduction The principal purpose of the Worklist is to provide a trail of confirmation of items sent for approval requests for items to approve confirmation of items that have been approved The Worklist is primarily designed for users with a single responsibility i e either an Administrator or an Approver With this set up the items that appear on the Administrators Worklist will either be confirmation of the transactions that you ve sent for approval or confirmation of items that have been approved For Approvers the Worklist will only ever show transactions that you have been asked to approve For good reasons many schools will adopt a set up where users have joint Administrator and Approver normally Approver1 responsibilities In these cases
9. connection with elther of the other 2 processes where you need to make a special payment because of the employment ending such as a compromise redundancy annual leave or payment in lieu of notice Important Notes e After a Termination or End Assignment transaction has been approved by the school approver a notification is automatically routed to payroll s processing team who review the entries made and make any technical alterations as found necessary e Leaver transactions approved after the published submission deadline might not be automatically processed in time for the current month s payroll In these cases and where an overpayment may otherwise result you should contact the Corporate Service Centre and seek their advice e Where a special Termination Payment is required these details are best entered and approved prior to submitting the Termination or End Assignment transaction If you are consequently unable to enter the termination payment you should call or email the Corporate Service Centre to seek appropriate advice 55 e lf the employee being terminated is on maternity leave or on a gradual return to work programme please call or email the Corporate Service Centre to seek appropriate advice e You cannot alter the leaving date after the transaction has been approved When this is necessary you should call or email the Corporate Service Centre to seek appropriate advice How do know whether to pick Termination
10. correctly identified the right existing employee Add Assignment People Name Employee Number Assignment Number Assignment Status Department Name Action Details Reginald Demo 3020035216 3020035216 Active Assignment Bardfield Community Primary School SS Click the E Action icon to continue The remainder of the process is the same as for a New Hire with the exception that you are not asked to enter the employee s basic details home address etc as these will already be held At Step 13 when commencing data entry for Stage 2 items you should of course select Stage 2 from the Additional Assignment 2 Stage Process menu and not the New Hire version s79 Transfers Between 2 Central Payment Schools Introduction This facility is only available to Central Payment schools It should be used where an employee is transferring between 2 schools and avoids one school unnecessarily making their employee a leaver and the new school entering a new hire transaction Using this process also ensures that absence and other employment history is maintained within the Payroll system and seamlessly transfers PAYE details without the need for issuing and resubmitting P45 statements This is a two stage process that utilises the Assignment Change menu process e Stage 1 Current School moves the employee into the Transfer organisation as described in steps 1 to 16 below e Stage 2 New School retrieves the employee record from the Transfer
11. each segment e g 01 30 RBO5 0000 The separator or pipe symbol is on the keyboard between the shift key and the Z key 6 Optionally complete the Review Date and or Cost Allocation fields as required See TIPs above 7 Important Modify the Effective From date field by entering the date that the change is to apply from This will initially display the date that the element was last changed or originally effective from but that will rarely be the date you want the latest change to be from 8 Optionally if you know that the element is temporary and will definitely cease on a known future date then you can enter that information now By default the Pl Ongoing checkbox is ticked denoting that it is permanent but by clicking that box the system will provide an End Date field where you can specify the date on which the element should cease We recommend that you don t use this feature in temporary or fixed term contract cases as you would have to constantly update the element end dates as and when those contracts are extended as they frequently are Effective Date This Transaction Occurs Every Payroll Period Until The End Date Effective From 16 Dec 2011 E End Date Ongoing Effective Date This Transaction Occurs Every Payroll Period Until The End Date Effective From 16 Dec 2011 End Date BF L Ongoing 9 Click The item will now be shown on the screen with a status of lte Future and Ongoing Tr
12. organisation and places it into the new school s organisation as described in steps 17 onwards below It is anticipated that administrators at the 2 schools will discuss the arrangements between them before and during this transaction process Specific actions required by the employee s old and new employing schools administrators are e Old current School if an employee has a future dated change then call or email the Corporate Service Centre requesting advice and assistance before you start the transfer process e New School ensure any appropriate allowances are added or removed as appropriate using the Allowances and Deductions process How to transfer an assignment between schools 1 Select Assignment Change from the main menu 2 Search for the employee using the standard search technique fully described on page 9 74 Name demo Go Advanced Search My List Assignment Change People in Hierarchy gt Assignment Change People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lie TT Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardf
13. select Back to go back to step 5 Optionally not recommended click the Pntable Page button if you wish to print a copy of the review page or to save copy of it Click the 22 button The screen will now refresh and show the employee s updated absence record including the record you have just created A message at the top left hand corner of the screen will Eb Confirmation The changes have been submitted for approval display 12 To continue entering or updating absences for another employee scroll down to the bottom left hand corner of the screen and click Return to People in Hierarchy This allows you to start from step 2 rather than going back all the way back to the main menu step 1 Approvals For each absence you have created or updated an item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created an absence transaction and that it has been sent for manager approval For each absence you have created or updated an item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal 96 If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works How to delete an incorrect absence record Administrators can o
14. that the entries you have made are correct If you change your mind at this stage you can still select Dach land then Cancel to abandon the deletion request 10 Optionally click the Ptable Page button if you wish to print a copy of the review page or to save copy of it 11 Click the SUD button A message at the top left hand corner of the screen will now display E Confirmation Your changes have been submitted for manager approval 12 Click 918 You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created an element change an Individual Compensation Distribution change for that employee and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works D e Assignment Change Introduction The F Assignment Change menu item will be one of the most frequently used forms as it will typically be used to update employee hours per week full time grade spinal column point and increment settings This form can also be used to view a
15. the Add Additional Assignment process The Employee Number is Where you have selected the Additional Assignment process incorrectly the following message will be displayed ES Error Employee does not have an existing record for this Employer please use the New Hire process Add Assignment Search In both cases you will then need to click the Home link MIRES as shown at the top right hand corner of the screen This will return you to the home page and main menu Note that when the system is making these assessments and decisions it treats any existing employee who is leaving as if they had already left i e where a termination transaction has been submitted and approved but where the effective date has not yet passed Important Information e For technical reasons these processes are split across 2 separate stages After completion of Stage 1 a partial Incomplete record is held on the payroll system waiting for Stage 2 to be completed and approved e After completion of Stage 1 an entry will appear on the administrator s Worklist advising that the New Hire has been approved but this only confirms that Stage 1 is complete e The transaction will only be sent to an approver for approval after Stage 2 has been submitted Only at that point is the record updated so that payments can be generated e TIP for future dated appointments we recommend that you delay making the approval until the employee has commenced duties
16. 6 Click the Note from this point you can select the _Cancel button at any time to abandon the edit Add Bank Payment button Add the bank details as required In the Amount Type field select whether you want this account to be credited with a fixed sterling amount by selecting Monetary or a Percentage of net pay The value entered in the Amount field is then treated as p or as as appropriate Amount Type Percentage Bee Sort Code 089004 Click LAPPI Click mee On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 4 10 Click the _Printable Page button if you wish to print a copy of the review page or to save a copy of it 11 Click the Submit button You will then see the following message Your changes have been submitted for manager approval 12 Click 988 You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created a bank change transaction and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist 47 Refe
17. 6 Click 7 After the screen has refreshed select Terminate Process Assignment from the Proposed Status list box Current Status Active Assignment Proposed Status v DO NOT USE Terminate Assignment Terminate Process Assignment Terminate do not Process Assignment gg S de L E Serres 8 Click ext 59 9 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 7 10 Click the Printable Page button if you wish to print a copy of the review page or to save a copy of it 11 Click the Submit button You will then see the following message EL Confirmation Your changes have been submitted for manager approval 12 Click 988 You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created a Termination transaction and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works How to make a Termination Payment 1 Select Te
18. As such if you omitted adding a cost code for an employee during the New Hire or Additional Assignment process and now need to rectify that omission then you will need to submit details to the Corporate Service Centre using the retained function communication template form How to amend an employee s assignment costing 1 Select Assignment Costing from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Assignment Costing People in Hierarchy gt Assignment Costing People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee DS C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lig C Wendy Demo Bardfield 3015033241 2 Midday Assistant 32551Bardfield Community Primary School Bardfield Community Primary School Employee ud eturn to People in Hierarchy Note from this point onwards Back Cancel buttons are available to step back a stage or to cancel the edit altogether 3 From the list of names displayed click the appropriate i Action icon 41 4 In most cases you will be directed straight to step 5 but where the
19. Bank Details and then click 28 67 Sort Code Bank Name In A Bank Branch Loading before then displaying those that you can choose from Sort Code Bank Marne llo a Bank Branch Bank Name Lloyds Bank Plc Lloyds TSB Bank Guernsey Ltd 5 No spaces no Lloyds TSB Bank OM Ltd t digits Lloyds TSB Bank Jersey Ltd Lloyds TSB Bank Ple Lloyds TSB Private Banking Ltd OB TSB Scotland Fle Lloyds Wdt Ltd a 18 For Central Payment Schools the Scheels Assignment Costing area will already be automatically populated and you should proceed to step 20 For other schools in the ting area click the GER button TIP Although the system provides a search feature for each segment of the expenditure code it can be quite time consuming and a little clunky to operate such that entries are much more easily made by simply typing in the code Subjective 1 a Subjective 2 a Cost Centre 1 N Cost Centre 2 Q TIP Subjective 1 is the first 2 characters of the expenditure code Subjective 2 is the next 2 Cost Centre 1 is the middle 4 characters Cost Centre 2 is the last 4 characters 68 19 Click D EN 20 Click Vet 21 f you need to add any additional allowances typically non teaching Fringe or Teacher Responsibility then click the Add New Allowances Deductions button else proceed directly to step 30 22 Select a Type from the list box now shown This will normal
20. Code Bank Name jo Q Bank Branch Bank Name Lloyds Bank Ple Lloyds TSB Bank Guernsey Ltd 5 No spaces no Lloyds TSB Bank OM Ltd t digits Lloyds TSB Bank Jersey Ltd Lloyds TSB Bank Ple Lloyds TSB Private Banking Ltd Lloyds TSB Scotland Fle Lloyds dt Ltd a J 1 8 6 Click Apply 7 Click Continue 8 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 4 9 Click the button if you wish to print a copy of the review page or to save a copy of it 10 Click the Submit button You will then see the following message 45 Your changes have been submitted for manager approval 11 Click 98 You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created a bank change transaction and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works How to distribute net pay across 2 or more bank accounts Net pay can be distributed
21. Kingdom Address Line 1 Address Line 2 Address Line 3 Town County Post Code 9 Click Next 10 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 7 11 Click the Printable Page button if you wish to print a copy of the review page or to save a copy of it 12 Click the Submit button You will then see the following message Your changes have been applied 13 Click Return to Overview Back then elther click to search for another employee or the Home link at the top of the screen to return to the main menu and Worklist n Navigator v Favorites v Home Logout Preferences An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully updated the personal details 54 Leavers Introduction This section contains details of 3 transaction types covering the range of notifications you may need to make when an employee leaves your employment or ends one of their multiple assignments These are e ElTermination e End Assignment e Termination Payments Each of these is shown as separate Items on the main menu The lTermination menu item is used in all cases where the employee only has one assignment The End Assignment menu item is used where the employee has more than one assignment still remaining The ElTermination Payments menu item can optionally be used in
22. School Employee Note from this point onwards Back Cancel buttons are available to step back a stage or to cancel the edit altogether A 3 From the list of names displayed click the appropriate Action icon 4 From the list of elements currently applied to the employee click the appropriate d Update View icon The screen will then refresh and display the currently held details for the selected element The contents of this section are variable according to the element that you selected at step 4 These variations are fully described in the previous section How to add an allowance or deduction 5 Make the amendments as required making sure all mandatory fields as indicated with an asterisk are completed and that you supply an effective date for the changes to be made from See step 7 as later described TIP Each element can optionally be given a Review Date You can enter a date or pick one from the calendar control Shortly before the entered date comes around Payroll will provide you with a reminder Please note that the element will not be automatically ended on that date TIP All allowances are automatically costed to the employee s main cost code You should only make an entry in the Cost Allocation field in those exceptionally rare cases where you need to cost the payment to a different code 33 TIP Where you want to enter a Cost Allocation code you need to input the separator symbol between
23. across 2 or more bank accounts Payments into the additional account s can be specified as being a fixed sterling amount or expressed as a percentage of net pay Payments into the main account are always expressed as remaining pay i e whatever is left after the distribution to the other account s have been allocated Once created editing the details for each additional account is achieved using the same techniques described earlier To add a new additional set of bank details 1 Select Employee Bank Details from the main menu 2 Search for the employee using the standard search technique fully described on page Name demo Go Advanced Search My List Manage Employee Bank Details People in Hierarchy gt Manage Employee Bank Details People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reg Demo Bardfield 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lic C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee id C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee e Return to People in Hierarchy En 3 From the list of names displayed click the appropriate gt Action icon 4
24. ansactions Effective End Date Type Option Value Units Occurrences Status Update View Delete Discontinue 01 DEC 2011 Ongoing Allowance Recurring Fringe Allowance Non Teaching GBP Recurring 4 Updated P 01 NOV 2011 Ongoing Allowance Recurring Salary Spinal GBP Recurring y Processed E i TIP Transactions with status of Awaiting Approval and Suspended can not be updated or deleted 10 Repeat from step 4 for each other element that you wish to add 34 11 Click WE On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 4 and then select the appropriate d Update View icon to make any alterations Prin 12 Optionally click the table Page button if you wish to print a copy of the review page or to save copy of it 13 Click the SUD button A message at the top left hand corner of the screen will now display E Confirmation Your changes have been submitted for manager approval 14 Click You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created an element change an Individual Compensation Distribution change for that employee and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking th
25. ayroll will also provide details in the form of an emailed letter where an employee s full pay or half pay entitlement is about to expire Important Notes e Where an employee has more than 1 assignment absence data is shared between each of those assignments and only needs to be entered once This equally applies where an employee works for 2 or more separate Central Payment schools and you may find that the absence has already been entered by the other school e Absences for any given employee must be entered AND approved in ascending start date order Exceptionally if you need to add a new absence period that begins earlier than the most recently recorded absence then you will need to submit details to the Corporate Service Centre using the retained function communication template form A copy of this form along with additional guidance material can be found on the Essex Schools InfoLink e A closed sickness absence record cannot be amended through ePayroll If you need to make changes to a closed absence you will need to submit details to Payroll using the retained 91 function communication template form A copy of this form along with additional guidance material can be found on the Essex Schools InfoLink e Absence transactions will be sent to a school approver for approval The payroll system is not updated until approval has been given e An open absence end date not currently held cannot be edited until the originating t
26. can have as many separate elements as necessary with each one being independent of the others Important Notes e Not all elements used by payroll are included in the list box for you to pick from but are limited to the most frequently used If you need to add or amend an element that is not available for you pick from then you should submit details to the Corporate Service Centre using the retained function communication template form A copy of this form along with additional guidance material can be found on the Essex Schools InfoLink e As described in more detail later on some allowances require you to supply a p value Where this is required you should pay particular attention to the prompt provided which will indicate whether you need to enter the full time equivalent FTE or actual amount to pay and whether the value should be the annual or monthly amount The prompts are very precise and very clear but incorrect payments will result if you enter a value on the wrong basis 28 How to add a new allowance or deduction 1 Select Allowances and Deductions from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Allowances and Deductions People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretake
27. cnnanonccnness 17 DATAENRY GUIDANGE GE 17 FOREIGN LANGUAGE ASSISTANTS INSTRUCTORS AND SCHOOLS OWN RATE EMPLOYEES 20 ABSENCE S EE 21 TSM Me BOG A a PO o O ee ee Oe Ee ee oe ee 21 IMPORTANTNOTES e o a EE EEE E 21 DATA ENTRY APPROVAL TECHNIQUES ccccccccccecceceuceeesceseeseeueeueuueueeaueeeeeueeaeuaeuaeeaneeegs 22 HOW TO ADD A NEW ABSENCE RECORD cccccecceccecceeccecceccecsucceccuceeceesauesceteeseuececeueseeseeeess 23 HOW TO CLOSE OR DELETE AN OPEN ABSENCE nnt 25 HOW TO DELETE AN INCORRECT ABSENCE BECORD 27 ALLOWANCES amp DEDUCTION Sua 28 INTRODUCTION os do 28 IMPORTANT NOTE EE 28 HOW TO ADD A NEW ALLOWANCE OR D DUCTION narra nanonnenanonos 29 HOW TO CHANGE AN EXISTING ALLOWANCE OR DEDUCTION occcccccccnccnccncnncnncnonanenononenenanocnnos ER HOW TO DELETE AN EXISTING ALLOWANCE OR DEDUCTION 35 ASSIGNMENT CHANGE o 38 INTRODUC HON WEEN 38 IMPORTANT NOTES EE 38 PENSION SCHEME RULES oi li ec 38 HOW TO EDIT AN EMPLOYEE S ASSIGNMENT DETAILS 39 ASSIGNMENT COSTING A ae ae UN een IrTS Dette en Tee ae EN One 41 ss A EE 41 IMPORTANT NOTES EEN 41 HOW TO AMEND AN EMPLOYEE S ASSIGNMENT COSTING c ocococococnnonnnococonononnnnnnnnnnnnnnnnnnnnnnnnnnns 41 EMPLOYEE BANK DEA Susa di ads 44 IMPORTAN TINO TES dde do A4 HOW TO CHANGE AN EMPLOYEE S BANK DETAILS A4 HOW TO DISTRIBUTE NET PAY ACROSS 2 OR MORE BANK ACCOUNTS 46 HOW TO DELETE A SECONDARY BANK ACCOUNT cccececececcececececcccacacececeacaceceaeacseeneceacseen
28. demo Go Advanced Search My List End Assignment People in Hierarchy gt End Assignment People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lie TT Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee 3 C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee i Return to People in Hierarch Note from this point onwards Back Jo Cancel buttons are available to step back a stage or to cancel the edit altogether FE 3 From the list of names displayed click the appropriate Action icon 4 In most cases you will be directed straight to step 5 but where the system detects that the employee has some other outstanding transaction awaiting approval then you may now see a display similar to the example Start shown below In these cases simply click the button Selected Acha eee Select Action Start Select Action End Assignment Subject Assianment Change for Wendy Demo Bardfield forwarded to School Approver 1 19928 5 Use one of the calendar controls else type in the required Termination Date
29. e Submission Deadlines page As with all published deadlines we would ask as much as you can of course to work with those deadlines and not to them making last minute entries the exception rather than the norm There are no right and wrong approaches but the following notes should help you decide which method is best for you Monthly updating Probably best suited to schools with low volume absences First check whether you had any open absences carried forward from the previous month Where the employee has since returned to work update these by entering an end date and then approve each of those updates 29 Before you start entering new absences check whether any employee has 2 or more separate absence periods to enter and deal with those employees first 1 e to make sure that they are entered in ascending date order Approve the first absence period before creating the second absence period this makes finding the first absence on your Worklist and approving it a lot easier Move onto the remaining employees As each will only have one absence they can be added in any order you wish After completing the data entry select each one in turn off your Worklist to approve them Finally open in turn each Absence related item on your Worklist sent from Close Notification SYSADMIN and close the notifications using the button Daily Weekly update This method helps keep your absence records bang up to date and minimises
30. e of PAYE regulations but are likely to have basic internet browser skills and a good understanding of Local Government Green Book and Teacher conditions of service Separation of duties process ePayroll is primarily designed to help schools enforce a strict separation of duties and we recommend that this option is adopted wherever possible Mindful of the way many schools prefer to operate ePayroll provides a flexible approach that enables the formal approval or sign off activity to lie outside of the system This allows the Administrator who proposed the transaction to also make the approval This method has been agreed with and approved by ECC s Internal Audit team Control of the adopted method rests entirely at the discretion of each school New users can be added and responsibility levels for existing users modified as desired full details on how are included in this guide under the heading ePayroll User Management Printable page feature Whilst a full audit trail of approved changes is maintained within the Oracle payroll system our recommendation is that you always use this feature in further support of your own audit trail This is particularly relevant if you are a user with joint Administrator and Approver responsibilities where Auditors will undoubtedly be seeking evidence of physical signatures in lieu of the electronic audit trail Clicking the Printable Page button will open a new window on your PC From the File d
31. e reasons why you are unlikely to read this guide from cover to cover we would recommend that you do at least take time out to familiarise yourself with the General Concepts and Worklist Management sections to ensure that there are no misunderstandings How to use these guidelines A set of guidelines are provided for each transaction type As far as possible we have made each section self contained and that avoids constantly referring you back and forth to other sections of the document In this way and whilst the document is primarily designed for soft copy reference you could print hard copies for specific transaction types rather than the entire document To minimise the size of the document we have however included a single reference section called Hints amp Tips for New Appointments and Assignment Changes rather than repeating those details in each of those sections In need of further advice In the event that this guide does not address your query or leaves you unsure as to what action you need to make you should contact payrolls Corporate Service Centre Email schools servicecentre essex gov uk Telephone 033301 35859 Post Payroll E1 County Hall Market Road Chelmsford Essex CM1 1QH General Concepts amp Features Real time links with Payroll ePayroll is a web based application that sits over the top of the core Oracle Payroll System providing an intuitive interface for remote administrators that does not rely on
32. ePayrol User Guide Full User Guide for School Administrators amp Approvers Corporate Operations Version 2 1 July 2015 NVECOMETO EPA RO EEN 5 INTRODUCTION o a do 5 UPDATING THESE GUIDELINES EEN 5 ESSENTIAL READING ur a E EE EE EE 6 HOW TOUSE THESE GUIDELINES 00 is 6 IN NEED OF FURTHER ADVICE sta 6 GENERAL CONCEPTS Sc FEATURES eegene 7 REALTIME INKS WITH PA BOL EE a 7 FORM BASED TRANSACTIONS E 7 USER TYPES AND RESPONSIBILITIES a et 7 SEPARATION OF DUTIES PROCESS AAA 8 PRINTABLE PAGE FEATURE cateo 8 APPROVALS PROCESS e e dle dee al ee at aia 8 EMPLOYEE NAME SEARCH itv ii ic 9 EES EE 9 DAVE FOR LATER FEATURE rd 9 PAYROLLDEADONES 1 e le a 10 LOGGING ON AND GETTING STARTED de nene 10 WORKLIST amp APPROVALS MANAGEMENT 11 INTRODUCTION EE 11 HOW TOAPPROVE A TRANSACTION enee eege Ee 11 HOW TO REJECT AN APPROVAL REQUEST ocoocccccnconcnnccnanoncnnconconconconnonncnnnnnnnnnnnn nano ncnnnancanananos 12 HOW TO REQUEST MORE INFORMATION BEFORE MAKING AN APPROVAL 00ceeseeeseeeeseeeues 12 HOW TO RETURN AN APPROVAL REQUEST FOR COBRBECTION 13 HOW TO MAINTAIN YOUR WORKLIST cccccccsccseecceseesececeececeueuseeueeueuueuueueeaususueeueeaueeeueneeags 15 RETRIEVING A MISSING APPROVAL BEOUEST nenene 15 HINTS amp TIPS FOR NEW APPOINTMENTS AND ASSIGNMENT UHANGES 16 INTRODUCTION EE 16 TYPE AHEAD SEARCH FEATURE EE 16 INVALID GRADE WARNING MESSAGE 00occcoccnoccnccnncnnncnncnnnannronanoncnnnronconnrnnro nano ncnnarnn
33. eated A message at the top left hand corner of the screen will Le Confirmation The changes have been submitted for approval display 24 15 To continue entering or updating absences for another employee scroll down to the bottom left hand corner of the screen and click Return to People in Hierarchy This allows you to start from step 2 rather than going back all the way back to the main menu step 1 Approvals For each absence you have created an item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created an absence transaction and that it has been sent for manager approval For each absence you have created an item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works How to close or delete an open absence 1 Select Absences from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Absence People in Hierarchy gt Absence People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Acti
34. el the deletion altogether 3 From the list of names displayed click the appropriate Action icon 4 From the list of elements currently applied to the employee click the appropriate Delete Discontinue icon The screen will then refresh and display a message similar to the following example Et Confirmation You have chosen to delete or discontinue this transaction Provide the details below Type Allowance Recurring Option Teacher and Learning Responsibility 04 Value 5 000 00GBP Delete this transaction 2 This transaction will be discontinued as of this date 16 Dec 2011 TIP The di Amend the effective date as appropriate noting that the discontinue date entered will be the last day that the item will be paid deducted up to It will initially display today s current date 6 Click YSS to confirm that you wish to continue else No lo cancel Discontinued The item will now be shown on the screen with a status of Effective End Date Type Option Value Units Occurrences Status Update View Delete Discontinue 16 DEC 2011 Ongoing Allowance Recurring Teacher and Learning Responsibility 04 5 000 00 GBP Recurring w Discontinued va i WM 01 SEP 2003 Ongoing Allowance Recurring Salary Spinal GBP Recurring y Processed E TIP Transactions with status of Awaiting Approval and Suspended can not be updated or deleted 8 Click Next 36 9 On the review page that is now shown check
35. eld must include the annual leave element Note also that a full year is 52 14 weeks and not 52 0 Entries greater than 52 14 will result in incorrect payments being made For most employees the entry will be Salary Spinal i e their salary is automatically calculated based on the grade point that you ve supplied Salary Annual should only be selected where you wish to pay at an off scale or schools own rate In these cases also refer to the Allowances Deductions section and follow those instructions on how to add edit or delete a Salary Annual element 2492 Foreign Language Assistants Instructors and Schools Own Rate employees Instructors Foreign Language Schools Own Rates Assistants Position Instructor Foreign Language As appropriate Assistant Grade As appropriate Teachers Foreign Teachers Misc or Language Assistants NJC Misc as appropriate OR Teachers Foreign Language Assistants Fringe As appropriate 163 non Fringe or n a 164 Fringe Hours O zero Standard 12 As appropriate Chinese 18 Frequency Year Teachers Week Week Year Teachers Support Week Support Contract Type Teachers Teacher Foreign Language As appropriate LGPS Support Assistants Pension Scheme Teachers Teacher LGPS As appropriate LGPS Support Salary Basis Salary Spinal Salary Spinal Salary Annual Other See notes below none Add a Salary Annual allowance on the allowance screen The p value yo
36. em to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works How to delete an existing allowance or deduction You are most likely to use this process where an allowance is no longer applicable possibly connected to an assignment change that you have also made or are about to make from the same effective date 1 Select Allowances and Deductions from the main menu 2 Search for the employee using the standard search technique fully described on page 9 35 Name demo _ E Go Advanced Search My List Allowances and Deductions People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee E TT Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee ES C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee 3 Return to People in Hierarchy Note from this point onwards Back Jo ET buttons are available to step back a stage or to canc
37. ew item will now be shown on the screen with a status of a Future and Ongoing Transactions Effective End Date Type Option Value Units Occurrences Status Update View Delete Discontinue 16 DEC 2011 Ongoing Allowance Recurring Teacher and Learning Responsibility 04 5 000 00 GBP Recurring 4 New P i 01 SEP 2003 Ongoing Allowance Recurring Salary Spinal GBP Recurring y Processed 2 i TIP Transactions with status of Awaiting Approval and Suspended can not be updated or deleted 12 Repeat from step 4 for each other element that you wish to add 13 Click Iet On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 4 and then select the appropriate d Update View icon to make any alterations 14 Optionally click the Printable Page button if you wish to print a copy of the review page or to save copy of it 15 Click the ue button A message at the top left hand corner of the screen will now display Your changes have been submitted for manager approval 16 Click 918 You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created an element change an Individual Compensation Distribution change for that employee and that it has been sent for manager approval An item showing your name as the sender will now ap
38. f the period that the employee s payroll record will remain open for making subsequent payments for late notified expense and overtime claims and other similar adjustments 8 Click Det 9 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 7 10 Click the _ Printable Page button if you wish to print a copy of the review page or to save a copy of it 11 Click the Submit button You will then see the following message EL Confirmation Your changes have been submitted for manager approval 12 Click OD You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created a Termination transaction and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works How to enter an End Assignment transaction 1 Select End Assignment from the main menu 2 Search for the employee using the standard search technique fully described on page 9 58 Name
39. f you detect an error select Back to go back to make any necessary alterations 31 Optionally click the Pntable Page button if you wish to print a copy of the review page or to save copy of it 32 Click the SUD button A message at the top left hand corner of the screen will now display El Confirmation Your changes have been submitted for manager approval 33 Click 278 You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created a New Appointment for that employee and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works How to enter an Additional Assignment The process for adding an Additional Assignment is principally the same as for a New Hire but you work from the Additional Assignment 2 Stage Process menu instead of the New Hire menu After providing the employee s basic details on the following form Business Group Essex Schools 79 Continue and then click the system asks you to confirm that you have
40. field 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee la C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lig Return to People in Hierarchy Note from this point onwards Back Jo Cancel buttons are available to step back a stage or to cancel the edit altogether 3 From the list of names displayed click the appropriate n Action icon 4 In most cases you will be directed straight to step 5 but where the system detects that the employee has some other outstanding transaction awaiting approval then you may now see a display similar to the example shown below In these cases simply click the 277 button Select Action Start Select Action Termination Subject 19928 5 Use one of the calendar controls else type in the required Termination Date 6 Click 7 The screen will refresh and the main body of it display something similar to the following Termination Date 17 Dec 2011 Last Standard Process Date 31 Dec 2011 Final Process Date 31 Mar 2012 Check that the Termination Date is correct and select a Reason from the list box that best describes why the employee is leaving 57 TIP Last Standard Process Date is the month end date of the month in which the employee is leaving TIP Final Process Date is the month end date o
41. i C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee El Return to People in Hierarchy EA 3 From the list of names displayed click the appropriate Action icon 4 Note from this point onwards Back Cancel buttons are available to step back a stage or to cancel the edit altogether BO Update 5 In the section click the button Exceptionally the update button will not be shown but will be replaced by Mew Future Changes This indicates that a future dated change already exists In these cases the system will not allow you to make further updates until that time 6 Select the option that best reflects the change that you are making By default the system assumes that you are updating the employee s details because of a real change in their circumstances However if the details currently held were never correct to begin with or were incomplete then you should select the correct item Basic Details Choose Option Employee Name Reginald Demo Employee Number 3020035216 Select the type of change you want to make Correct or complete the current details Enter new information because of a real change to the current details e g because of a change in marital status 7 Click Next 8 Amend the details as advised by your employee Employee Name Reginald Demo Employee Number 3020035716 Effec
42. ield Community Primary School Bardfield Community Primary School Employee lig Return to People in Hierarchy Note from this point onwards Back or Cancel buttons are available to step back a stage or to cancel the edit altogether CN 3 From the list of names displayed click the appropriate AcHon icon 4 In most cases you will be directed straight to step 5 but where the system detects that the employee has some other outstanding transaction awaiting approval then you may now see a display similar to the example Start shown below In these cases simply click the button Selected Action Select Action Start Select Action Change Job Actions Awaiting Your Attention Subject Sent Leave of Absence for forwarded to School Approver 1 19928 27 Nov 2011 7 Clear the contents of the Organisation field and replace with a value of Transfer 8 The employee s Position field will now be blank Update it to Transfer Transfer TIP Steps 7 and 8 are most easily achieved by typing in the letters TRA and then letting the system find and offer the items for you to pick from This technique is fully described in Hints amp Tips For New Appointments and Assignment Changes earlier in this guide 9 Click Ne 75 10 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 7 11 Click the Printable Page butt
43. ified to 3 decimal places Local Government Green Book Conditions is set up to operate on the basis that a full time working week is 37 hours If you enter a value greater than 37 then they will receive more than the full time 18 Frequency Contract Type Pay Location Pension Scheme Weeks per year Salary Basis Essential Guidance equivalent pay e g 38 hours will pay 38 37ths of the annual salary for their salary point If you have an employee who you need to set up for more than 37 hours per week you should contact the Corporate Service Centre for advice The input screen shows an essential tip which must be observed For Teachers the value must always be Year for Support Staff the value must always be Week These values default automatically according to the type of employee and are unlikely to require alteration This field primarily determines the absence scheme rules that should be applied to the employee This field determines where the employee s pay advice will be sent You must normally select W for Workplace For Supply Teachers in Central Payment schools you should select H for Home Address but this should not be selected for any other employees Please refer to the Pension Scheme Rules described in the Assignment Change section of this guide Applies to Support Staff only Where left blank the system will calculate pay based on 52 14 weeks As the tip on the input screen explains this fi
44. imary School Employee lic C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee iig Return to People in Hierarchy Note from this point onwards Back 4 Cancel buttons are available to step back a stage or to cancel the edit altogether A 3 From the list of names displayed click the appropriate Action icon 4 In most cases you will be directed straight to step 5 but where the system detects that the employee has some other outstanding transaction awaiting approval then you may now see a display similar to the example Start shown below In these cases simply click the button Selected Action Select Action Start Select Action Change Job Actions Awaiting Your Attention Subject Sent Leave or Absence for forwarded to School Approver 1 19928 27 Nov 2011 39 5 Use one of the calendar controls else type in the required Effective Date 5 Click 7 Amend the field or fields as appropriate See Hints amp Tips For New Appointments and Assignment Changes earlier in this guide for specific guidance regarding some of the fields included on this form 8 Click V 9 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 7 10 Click the _Primtable Page button if you wish to print a copy of the review page or to
45. isplayed click the appropriate Action icon 4 Click the D Delete icon for the appropriate bank account 5 Click Lontinue 6 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 4 7 Click the Printable Page button if you wish to print a copy of the review page or to save a copy of it 8 Click the Submit button You will then see the following message Confirmation Your changes have been submitted for manager approval 9 Click DZ You will then be returned to the Main Menu and Worklist home page 48 Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created a bank change transaction and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works 49 Employee Personal Information Introduction The FEmployee Personal Information menu item can be used to review and update an employee s personal details such as name home address marital status and ethnic origin Optionally ePay
46. l List From Type Subject Sent Due SYSADMIN HR ent ef a Ginn Peter HR 1 Click on the subject item that you ve been asked to approve 2 Check the detail that is now shown on the review page display 3 Click Approve You will then be returned to the home page The approval request line has been removed from your Worklist and if you are the Administrator the entry from SYSADMIN has changed to indicate that the request has been approved Worklist Full List From Tvpesubiect Sent Due SYSADMINHR Assianment Change for Nathalie Demo Andrews has been approved These changes are 19 Dec 2011 effective from 19 DEC 2011 How to reject an approval request 1 Click on the subject item that you ve been asked to approve 2 Check the detail that is now shown on the review page display 3 Click ESES You will then be returned to the home page The approval request line has been removed from your Worklist and if you are the Administrator you will now have an extra line from SYSADMIN advising you that the request has been rejected How to request more information before making an approval This feature is only suitable for schools operating a strict separation of duties where the joint Administrator amp Approver 1 responsibility is not being used 1 Click on the subject item that you ve been asked to approve 2 Click Request Information 12 3 Enter the details that you want confirmed in the I
47. le visit In practice this will probably be limited to new appointments where the volume of data that needs to be entered is obviously greater as is the time needed to complete the transaction After selecting Save for Later the system will provide a confirmation message and the item will appear in your Worklist as an item that needs to be completed When you are ready to do so you can select the item from your Worklist The system will then ask you to confirm whether you want to continue with the saved transaction Update or abandon it Delete Continue this saved for later action using the links below Update Action Delete Action Return to Worklist You are then normally directed back to the screen where you previously left off but you may sometimes first be asked to confirm the effective date of the transaction Payroll deadlines All entries impacting a payroll run must be submitted and approved before the payroll deadline Please therefore enter and submit information as soon as possible as this will allow the approver time to check and approve your entry Payroll deadlines are published on the Essex Schools InfoLink Logging on and getting started Login to ePayroll e Your user name is your nominated email address e Your initial password will be emailed to your nominated email account e When you log in to ePayroll for the first time you will be asked to reset your password You should immediately report
48. ly be Allowance Recurring 23 The screen will then refresh and display an Option list box Select the option choose the element that you require The screen will then refresh and display a section The contents of this section are variable according to the element that you selected at step 23 There are 3 commonly used variations examples of which are shown below In Example 1 the system prompts you to enter the appropriate amount Carefully take note of whether the system is asking for the full time equivalent or actual amount to pay and whether that should be the annual or monthly figure In Example 2 the system prompts you to use the A icon in order to pick from a preset list of available items e g Outer or Inner Fringe In Example 3 the allowance has a fixed pre set value and you do not need to provide any additional information Example 1 An allowance that requires you to specify a value Select a Type Type Allowance Recurring Y Option Teacher and Learning Responsibility 04 Details Currency GBP unless otherwise noted FTE Annual Amount Range 4226 to 5069 Review Date ES Cost Allocation 69 Example 2 An allowance that requires you to pick from a table of options Select a Type 20 Type Allowance Recurring v Option Fringe Allowance Non Teaching Y Detalls Currency GBP unless otherwise noted Fringe Area a Review Date En Cost Allocati
49. ms e g Outer or Inner Fringe In Example 3 the allowance has a fixed pre set value and you do not need to provide any additional information 99 Example 1 An allowance that requires you to specify a value Teacher and Learning Responsibility 04 v Option Currency GBP unless otherwise noted FTE Annual Amount Range 4226 to 5069 Review Dote C otan a Subjective 1iSubjectiva 2 Cost Centre t Cost Centre 2 Example 2 An allowance that requires you to pick from a table of options Type Allowance Recurring Ki Option Fringe Allowance Non Teaching Currency GBP unless otherwise noted Fringe Area Tee Subjective 1 Subjective 2 Cost Centre 1 Cost Centre 2 Example 3 An allowance with a fixed value that does not require any other data to be added Type Allowance Recurring Y Option First Aid Allowance v Currency GBP unless otherwise noted review pate cost location dC Subjective 1 Subjective 2 Cost Centre 1 Cost Centre 2 7 Complete all mandatory fields as indicated with an asterisk 30 TIP Each element can optionally be given a Review Date You can enter a date or pick one from the calendar control Shortly before the entered date comes around Payroll will provide you with a reminder Please note that the element will not be automatically ended on that date TIP All allowances are automatically costed to the employee s main cos
50. n employee is transferring between 2 Central Payment schools This 247 process is fully described in this guide in the section titled Transfers Between 2 Central Payment Schools _ Grade The choice of Grade directly alters the Grade Point and Ceiling Point values that you can then select from See also the Type Ahead Search tip that helps make data entry easier Ceiling Point You can optionally specify a maximum grade point for the employee that varies to the standard maximum for their Grade Left blank the ceiling will automatically assumed as being the standard maximum for the grade Grade Point This is the Grade Point that the employee is currently on TIP By clicking the Me Detalls jink you can view the FTE salary scales for the current grade Grade Name NJIC Band 4 Mid Capped A Ceiling Point Grade Point 26 Q More Details Auto Increment Flag No After viewing the details click S24 TO Assignment return to the employee s record Grade Steps Grade Point Grade Step Grade Rate Step Value Units 26 1 NIC 22221 wi 27 NJC 22959 28 E MIC 23 06 29 NIC 24643 3 i NIC 29473 Auto Increment Flag Provides you with direct control as to whether the employee should receive an increment at the next incremental date Hours Per Week Teacher The system interprets entries in this field as Hours Per Week for FTE Support Staff and as an FTE for Teachers Entries for each are in decimal format and can be spec
51. n of this document for full details of how the approvals process works SAG Employee Bank Details Important Notes e DONOT use the process described here for adding bank details for a new appointment you MUST always use the New Hire Part 2 or Additional Assignment Part 2 menu items for that purpose e Bank details are separately held against each assignment that an employee has If an employee has more than 1 assignment then amendments would need to be entered and approved for each one e Please ensure that all the information entered is checked thoroughly as errors may result in delays in the crediting of the employee s salary payment e This transaction type needs to be approved before payroll is updated If you make an enquiry on an employee s bank details after a change has been entered but before they have been approved then only the old details will be displayed e For LBA and Academy schools that allow employees to be paid by cheque you will need to email the Corporate Service Centre if you want to amend their payment to cheque The template form for this and details of information that you need to quote in the email can be found on the Essex Schools InfoLink e Exceptionally an employee s pay may be distributed to more than one bank account If you need to add or amend 2 or more sets of bank details for an employee then each change must be submitted for approval separately How to change an employee s bank details
52. nd and or amend the employee s position pension scheme details and review date Important Notes e Occasionally the system may advise you that a future dated transaction is already held awaiting processing at the appropriate time In these cases when the transactions are approved by the school s approver they are not immediately updated on the payroll system but are sent to the payroll processing team for their intervention In order to ensure that these changes are processed quickly and accurately the school Approver should add appropriate instructions in the comments box when approving the transaction These instructions are then relayed to the payroll processing team and avoids them having to refer it back again for clarification The instructions should specify what action is now required for that future dated change i e whether the earlier dated transaction replaces it or is in addition to it e Before entering any changes for an employee who is on maternity leave or a gradual return to work programme please call or email the Corporate Service Centre to seek appropriate advice to ensure that the integrity of those complex payment schemes are not compromised Pension Scheme Rules e You must only ever alter pension scheme entries on receipt of the appropriate written authority to do so This will either be form PN16 for Local Government Pension Scheme employees or a confirmation letter from the Teachers Pension Agency for teaching
53. nformation Requested box Request More Information From Workflow Participant Ginn Peter Any User All Employees and Users Information Requested The sort code for that Bank name doesn t look right Please check 4 Click Submit You will then be returned to the home page where the approval request line has been removed from your Worklist A new entry will appear on the Administrator s Worklist with the narrative More Information Requested The Administrator can then click on that Worklist item and send a response back but they cannot edit the details The Administrator s options therefore are then a to provide the details requested by the Approver and ask that the approval now be made OR b to ask that the Approver rejects the approval request How to return an approval request for correction This feature is only suitable for schools operating a strict separation of duties where the joint Administrator amp Approver 1 responsibility is not being used 1 Click on the subject item that you ve been asked top approve 2 Scroll down to the bottom of the review page now shown and click on the E Return For Correction link 3 Select the user that you want to return the item back to there will normally only be one to choose from and enter the details that require alteration s13 Return For Correction Select A Person Select Person Name f Ginn Peter Response Note Hours per week should be 35 no
54. nly delete unclosed absences and only those that have been approved Approvers can effectively delete an unclosed absence by rejecting the approval request This can be achieved by selecting the approval request from the Worklist Reject and then clicking the button To delete a closed absence you will need to submit details to the Corporate Service Centre using the retained function communication template form A copy of this form along with additional guidance material can be found on the Essex Schools InfoLink 97 Allowances amp Deductions Introduction In payroll allowances and deductions are known as elements The Allowances and Deductions menu item can be used to e view the details of an existing element e add a new element e edit an existing element e delete an existing element Outer Fringe Inner Fringe and Teacher Learning Responsibility are among the more commonly used allowances and whilst most people would not describe Basic Pay as an allowance as such the payment of 1 12 of an employee s basic annual salary each month is also controlled by the presence of an element This will normally be an element called Salary Spinal and is automatically created by the system when you add new employees during the new hire process ePayroll allows you to determine when and if these elements are applicable active by specifying effective dates for when they start and optionally when they change or cease An employee
55. of your employees will either be Support staff where the grade always starts with NJC or Teaching staff where the grade always starts with TEA For Position there are a total of 24 items that can be obtained simply by typing the first 3 characters from the following list Clerk To School Governor Learning Support Assistant Teacher Deputy Headteacher Teaching Assistant Exam Invigilator Maintenance Staff Technician Foreign Lanquage Assistant Midday Assistant Visiting Music Teacher Invalid Grade Warning Message TIP After entering or amending a Grade the system may display the following warning message Warning Grade Name The grade is not a valid grade This warning can always be ignored After adding or updating the employee s Grade Point the warning message will go away Data Entry Guidance Essential Guidance Position As shown above there are 24 generic position titles are available to select from For Central Payment schools this automatically controls the employee s cost code See also the Type Ahead Search tip that helps make data entry easier Organisation Name In most cases the default value of your school name will be what s required and won t need to be amended Central Payment schools also have the option of selecting Supply where the employee is in the Supply Teaching pool of employees Central Payment schools also have the option of selecting Transfer which can be used as a temporary staging area where a
56. on C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee oe C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lid C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee ti Return to People in Hierarchy En 3 From the list of names displayed click the appropriate Action icon Note from this point you can select the _Cancel button at any time to abandon the edit As an employee can only ever have 1 open absence at a time it will always be displayed on the first history display line and will be the only record that can be edited 25 Create Absence Duration Start Date End Date Absence Type Absence Category Days Approval Status Supporting Documents Details Update Confirm Delete 13 Nov 2011 Sickness Sickness Approved E g E 20 Jun 2011 20 Jun 2011 Sickness Sickness 1 Approved E 06 Oct 2010 06 Oct 2010 Sickness Sickness 1 Approved El 4 Click the d Update icon or the P Delete icon as appropriate 5 6 10 11 For deletions go straight to step 7 Use one of the calendar controls else type in the Last Day of Absence Click LMext On the review page that is now shown check that the entries you have made are correct If you detect an error
57. on SCH Subjective 1 Subjective 2 Cost Centre 1 Cost Centre 2 Example 3 An allowance with a fixed value that does not require any other data to be added OO Currency GBP unless otherwise noted Review Date Cost Allocation SC Subjective 1 Subjective 21Cost Centre 1 Cost Centre 2 24 Complete all mandatory fields as indicated with an asterisk TIP Each element can optionally be given a Review Date You can enter a date or pick one from the calendar control Shortly before the entered date comes around Payroll will provide you with a reminder Please note that the element will not be automatically ended on that date TIP All allowances are automatically costed to the employee s main cost code You should only make an entry in the Cost Allocation field in those exceptionally rare cases where you need to cost the payment to a different code 70 TIP Where you want to enter a Cost Allocation code you need to input the separator symbol between each segment e g 01 30 RBO5 0000 The separator or pipe symbol is on the keyboard between the shift key and the Z key 25 Optionally complete the Review Date and or Cost Allocation fields as required See TIPs above 26 Optionally but unlikely modify the Effective From date as required It will initially display the employee s start date which would normally be the date required 27 Optionally if you know that the element is tempora
58. on if you wish to print a copy of the review page or to save a copy of it 12 Click the Submit button You will then see the following message El Confirmation Your changes have been submitted for manager approval 13 Click 988 You will then be returned to the Main Menu and Worklist home page 14 Select and approve the transaction from your Worklist 15 Contact the new school and confirm that the assignment record is now available for them to retrieve All the remaining steps are the responsibility of the new school 16 Select Assignment Change from the main menu 17 Search for the employee using the standard search technique fully described on page 9 Note from this point onwards Back Cancel buttons are available to step back a stage or to cancel the edit altogether ES 18 From the list of names displayed click the appropriate Action icon The Organisation for the employee will be Transfer 19 Use one of the calendar controls else type in the required Effective Date 20 Click 21 Clear the contents of the Organisation field it will say Transfer and replace with your school s organisation Update the employee s Position Grade Grade Point Hours and all other assignment details as required Next 22 Click 76 23 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 21
59. on is necessary Joint Admin amp Approver Clear all notifications relating to a given transaction shortly after you ve approved it After it s been approved you will normally find that the only Worklist item left to be cleared is the final approval confirmation message Removing an item from your Worklist is achieved by selecting the item from the Worklist and then clicking the 988 Netfication ink The system will not let you close a notification where you still have an outstanding action to perform so there is no risk of accidentally removing an incomplete transaction ltems that have been closed or archived can be viewed by selecting the Full List button at the top right hand corner of the Worklist Retrieving a missing approval request ePayroll s transaction and approval process relies on each school having all 3 user responsibility tyoes covered at all times Occasionally because of illness or termination a school may find that an item has been sent to an Approver group Approver 1 or Approver 2 which no user is currently authorised to access After you have made the necessary alterations to your school s user accounts see section titled ePayroll User Management for details you should contact the Corporate Service Centre and to ask them to retrieve the missing items and to redirect them as you require 15 Hints amp Tips for New Appointments and Assignment Changes Introduction The New Hire Addi
60. or End Assignment In most cases the enquiries you make on the employee when using the standard search technique fully described on page 9 will confirm whether the employee has multiple assignments For Central Payment schools the enquiry will only display the assignments that the employee has at your school but not those at other Central Payment schools and it is therefore possible that you might select the wrong option However in the event that you do pick the wrong option the system will confirm such by displaying one of the following error messages and directing you to use the alternative process Error This is the employees only assignment Please use the termination process End Assignment Effective Date Options S Error This Employee has Multiple Assignments Please use the End Assignment process Termination Effective Date Options How to enter a Termination transaction 1 Select Termination from the main menu 2 Search for the employee using the standard search technique fully described on page 9 56 Name demo Go Advanced Search My List Termination People in Hierarchy gt Termination People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action E Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lied E Wendy Demo Bard
61. orm instead How to create a new user Stage 1 Select Employee Personal Information from the main menu and use the techniques described in the Employee Personal Information section of this document to update the employee s email address Stage 2 Select Assignment Change from the main menu and use the techniques described in the Assignment Change section of the document to update the ePayroll Approver and ePayroll Administrator fields as required Approval Level Approver 1 ePayroll Administrator Yes The morning following the approval of the Assignment Change the new user will receive an automated email confirming that their account has been set up and advise them of their temporary password How to modify a user s ePayroll User ID Select _ Employee Personal Information from the main menu and use the techniques described in the Employee Personal Information section of this document to update the employee s email address The new ID will become effective at the beginning of the following day 78 How to change or delete user responsibilities Select Assignment Change from the main menu and use the techniques described in the Assignment Change section of the document to update the ePayroll Approver and ePayroll Administrator fields as required Approval Level Approver 1 ePayroll Administrator Yes To delete either of the settings simply select the blank item from the pick list The morning following
62. pear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works 990 How to change an existing allowance or deduction You are most likely to use this process where you want to update the amount to pay for an allowance that does not have a fixed full time equivalent base value for all employees e g Teacher Learning Responsibility You may also be using this process to add modify the Review Date for an element or to modify the cost code allocation 1 Select Allowances and Deductions from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Allowances and Deductions People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee TT Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee C Wendy Demo Bardfield 3015033241 2 Midday Assistanti3255 Bardfield Community Primary School Bardfield Community Primary
63. ppropriate d Update View icon to make any alterations 12 Optionally click the Printable Page button if you wish to print a copy of the review page or to save copy of it 13 Click the ue button A message at the top left hand corner of the screen will now display Your changes have been submitted for manager approval 14 Click You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created an element change an Individual Compensation Distribution change for that employee and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal 62 If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works e New Appointments amp Additional Assignments Introduction ePayroll provides separate processes to distinguish between those cases where you are adding a new employee and those where you are adding an additional assignment for an existing employee These options are accessed via the following menu list BO ePayroll School New Appointment Essex Schools gt B New Hire 2 Stage Process
64. r 3255 Bardfield Community Primary School Bardfield Community Primary Schoo Employee ig C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee no C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee i gt Return to People in Hierarchy Note from this point onwards Back 4 Cancel buttons are available to step back a stage or to cancel the edit altogether EA 3 From the list of names displayed click the appropriate Action icon 4 Click the Add New Allowances Deductions button e Select a Type from the list box now shown This will normally be Allowance Recurring 6 The screen will then refresh and display an Option list box Select the option choose the element that you require The screen will then refresh and display a Delak section The contents of this section are variable according to the element that you selected at step 6 There are 3 commonly used variations examples of which are shown below In Example 1 the system prompts you to enter the appropriate amount Carefully take note of whether the system is asking for the full time equivalent or actual amount to pay and whether that should be the annual or monthly figure In Example 2 the system prompts you to use the A icon in order to pick from a preset list of available ite
65. r to the Worklist and Approvals Management section of this document for full details of how the approvals process works How to delete a secondary bank account Multiple bank account records can be deleted as required but at least 1 entry must remain the system will not allow you to delete all bank account records Where the deletion s that you make result in only 1 entry remaining then that entry will automatically be amended to an All Remaining Pay type even if it was previously held as a fixed p Monetary type or as a percentage of net pay type 1 Select Employee Bank Details from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Manage Employee Bank Details People in Hierarchy gt Manage Employee Bank Details People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reg Demo Bardfield 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee P C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee li C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee la Return to People in Hierarchy A 3 From the list of names d
66. ransaction to create the absence has been approved e tis essential that absence records are closed when the employee returns to work The impact of not doing so and how quickly that happens will of course be dependent on the employee s length of service and previous absences but at some point the system will otherwise reduce salary to half pay or nil pay as appropriate e Absences reported via ePayroll are limited to sickness absence and accident at work absences Unpaid leave should be reported on the additional hours spreadsheet monthly return e Gradual Return to Work GRIW cases are not included within ePayroll When the employee goes onto a GRIW programme initially leave the long term absence record open leave the end date empty and submit form SR2 to Payroll On receipt of the SR2 Payroll will review the long term absence and close it for you Form SR2 can be found and downloaded from the Essex Schools InfoLink Data Entry amp Approval Techniques The frequency at which absence records are updated in ePayroll will vary from to school to school largely dependent upon volume and the resources available to manage the process Another leading factor will be whether the administrator responsible for creating the absence entries is also the approver or whether the school has instilled a strict separation of duties All schools need to be mindful of the payroll deadline dates These are published on the Essex Schools InfoLink on th
67. rmination Payments from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Termination Payments People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lid C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee EN C Wendy Demo Bardfield 3015033241 2 Midday Assistant 22531 Bardfield Community Primary School Bardfield Community Primary School Employee Ge Return to People in Hierarchy 60 Note from this point onwards Back Cancel buttons are available to step back a stage or to cancel the edit altogether EA 3 From the list of names displayed click the appropriate Action icon 4 Click the Add New Allowances Deductions button 5 Select a Type from the list box now shown The only option available will be Terminations 6 The screen will then refresh and display an Option list box Select the option choose the element that you require The screen will then refresh and display a section The contents of this section are variable according to the element that you selected at step 6 will normally require
68. roll can also be used to manage employee telephone details and emergency contacts These are not further detailed in this guide but the concepts for maintaining them are the same as shown below Important Notes e Changes made via this menu item do not require manager approval and are immediately updated onto the payroll system e The Email Address field is designed to store the address of ePayroll users only and should not be used to generally record details for all employees e lf you are making enquiries only and do not intend to make changes then simply follow the guidance shown below as if you were making a change but ultimately click the _Cancel button rather than submitting the change How to change an employee s basic personal details 1 Select Employee Personal Information from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Employee Personal Information People in Hierarchy gt Employee Personal Information People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee ei C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee l
69. rop down menu in this window simply select the Print option to direct it to your local printer You could also use the Save As option to save an electronic copy if you wish Approvals process Most transactions are subject to a two stage submission and approval process Once approved transactions are normally stored straight away on the payroll database and the changes made will similarly be reflected on ePayroll In a small number of cases Payroll will need to supplement the entries you have submitted before payroll is finally updated and this will result in a short delay before the change is finally reflected on ePayroll These will typically be for end assignment transactions and for assignment changes where the date effective of the change is prior to the last change made known as an Insert In all such cases the system will provide an appropriate message advising you that the transaction has been routed through to Payroll for their action Employee Name Search With the exception of the New Hire and Additional Assignments the selection of all other menu items then provides you with a means to search and select the employee you wish to view and or update From the list of names displayed you then simply click the appropriate E Action icon to continue Please note that the name search field only requires the employee s last name surname Other combinations will not provide the expected results e g a search entry of John Smi
70. ry and will definitely cease on a known future date then you can enter that information now By default the I Ongoing checkbox is ticked denoting that it is permanent but by clicking that box the system will provide an End Date field where you can specify the date on which the element should cease We recommend that you don t use this feature in temporary or fixed term contract cases as you would have to constantly update the element end dates as and when those contracts are extended as they frequently are Effective Date This Transaction Occurs Every Payroll Period Until The End Date Effective From 16 Dec 2011 E End Date Ongoing Effective Date This Transaction Occurs Every Payroll Period Until The End Date Effective From 16 Dec 2011 E End Date Es ongoing 28 Click The new item will now be shown on the screen with a status of 54 New Future and Ongoing Transactions Effective End Date Type Option Value Units Occurrences Status Update View Delete Discontinue 01 DEC 2011 Ongoing Allowance Recurring Fringe Allowance Non Teaching GBP Recurring 4 New P H 01 DEC 2011 Ongoing Allowance Recurring Salary Spinal GBP Recurring y Processed E i TIP Transactions with status of Awaiting Approval and Suspended can not be updated or deleted 29 Repeat from step 21 for each other element that you wish to add Next 30 Click 71 On the review page that is now shown check that the entries you have made are correct I
71. save a copy of it 11 Click the Submit button You will then see the following El Confirmation Your changes have been submitted for manager approval message 12 Click pone You will then be returned to the Main Menu and Worklist home page Approvals An item sent by SYSADMIN will now appear in your Worklist confirming that you have successfully created an assignment change transaction and that it has been sent for manager approval An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal If you have joint Administrator and Approver responsibility then both of these entries will be shown in your Worklist Refer to the Worklist and Approvals Management section of this document for full details of how the approvals process works 40 Assignment Costing Introduction This form controls the expenditure code that will be used when creating journal file entries for your employees For Central Payment schools employee costing is automatically derived based on the employee s Position and cannot be over ridden For other schools this form can be used to allocate costs according to each of your individual requirements and chart of account structures However you can only apply costing codes that have been previously established as valid within the main payroll system Important Notes This form can only be used to modify an existing expenditure code
72. ss 48 EMPLOYEE PERSONAL INFORMATION 50 INTRODUCTION o eb 50 IMPOPTANTINO TES el e 50 HOW TO CHANGE AN EMPLOYEE S BASIC PERSONAL DETAILS 50 HOW TO CHANGE AN EMPLOYEE S HOME ADDRESS 53 ERA TE EEE EE E EEE A O e 55 IRZ EDIE SIN DI WEEN 55 HEEN ee EE ed E e 55 HOW DO KNOW WHETHER TO PICK TERMINATION OR END ASGIOGNMENT 56 HOW TO ENTER A TERMINATION TRANSACTION 56 HOW TO ENTER AN END ASSIGNMENT TRANSACTION cecececececececececccecccccececencacaeneavavenaeaeas 58 HOW TO MAKE A TERMINATION PAYMENT 0ocococococoncnnononononnononononnnnnnnnnnnnn nn nnnn nn nnnnnnnnnnnnnnnnnnns 60 NEW APPOINTMENTS amp ADDITIONAL ASSIGNMENTS nr ono nor nro nono nrnrnrananannnnnss 64 Wb tegen EE EE 64 HOW DO KNOW WHETHER TO SELECT NEW HIRE OR ADDITIONAL ASGIONMENTd 64 IMPORTANT INFORMATION REENEN 65 HOW TO ENTER A NEW APPROINTMENT annn unnnnt 66 HOW TO ENTER AN ADDITIONAL AGSGIONMENT 12 TRANSFERS BETWEEN 2 CENTRAL PAYMENT SCHOOL 74 INTRODUCTION tie danos 14 HOW TO TRANSFER AN ASSIGNMENT BETWEEN SCHOOL 14 EPAYROWMUUSERIVIANAGEMENG EE 78 Nada 02 8 071 91 e sect EE e 78 HOW TO CREATE A NEW Ri RE 78 HOW TO MODIFY A USER S EPAYROLL UeEpiiD 78 HOW TO CHANGE OR DELETE USER RESPONSIBILITIES 2 cccccccecececcccacecececcccecsceceauaeeceueaees 19 Welcome to ePayroll Introduction This document is designed to be an all inclusive guide that jointly provides e an overview of how the ePayroll process works e complete step by step ins
73. staff Once actioned form PN16 should be forwarded to the Pensions Team at County Hall e Change from Relief to Contract in these cases the employee must be brought into the Local Government Pension Scheme LGPS 38 e Change from Contract to Relief in these cases the employee must be removed from the LGPS This is achieved by selecting None from the options provided for the Pension Scheme field e Fixed terms contracts extending beyond 3 months should be opted into the Local Government Pension Scheme LGPS How to edit an employee s assignment details Whilst this section only describes the basic operation of the Assignment Details form a list of specific hints amp tips is included in the guide under the heading Hints amp Tips For New Appointments and Assignment Changes 1 Select Assignment Change from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Assignment Change People in Hierarchy gt Assignment Change People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee lic C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Pr
74. system detects that the employee has some other outstanding transaction awaiting approval then you may now see a display similar to the example Start shown below In these cases simply click the button Select Action Start Select Action Assignment Costing Actions Awaiting Your Attention Subject Leave of Absence for forwaraed to School Approver 1 19928 5 Use one of the calendar controls else type in the required Effective Date 6 Click 7 Overtype or re enter the amended code as required TIP Although the system provides a search feature for expenditure codes it can be quite time consuming and a little clunky to operate such that entries are much more easily made by simply typing in the code see also NOTE below NOTE Expenditure code entries require the separator symbol between each segment e g 01 30 RBO5 0000 The separator or pipe symbol is on the keyboard between the shift key and the Z key 8 Click the Submit button A message at the top left hand corner of the screen will now display 1D Information Changes to cost allocations have to be approved A notification has been sent to the approver 9 Click You will then be returned to the Main Menu and Worklist home page 42 Approvals An item showing your name as the sender will now appear in the Approver s Worklist asking them to approve your proposal Refer to the Worklist and Approvals Management sectio
75. t 32 5 4 Click Submit The following confirmation message will now be shown Lb Contirmation You have successfully returned this action for correction and notified the selected recipient 5 Click 2 You will then be returned to the home page where the approval request line has been removed from your Worklist A new entry will appear on the Administrator s Worklist containing the narrative Returned For Correction After selecting the item from their Worklist the review page is shown from where the Administrator s options are either E Continue Action a to scroll down to the bottom of the page and click This will allow the Administrator to make appropriate amendments and to resubmit the transaction OR b click Pete to cancel the transaction 14 How to maintain your worklist lt is a good idea to keep your Worklist up to date and clear of items that you have already dealt with This will particularly be the case for users with joint Administrator and Approver responsibility but is a good practice for all user types Our recommendation is that you clear your Worklist of items on the following basis User type Administrator Only Leave each transaction that you ve created on your Worklist until you receive confirmation from the Approver that they have accepted your proposed change Approver Only When you approve a change request the item is automatically removed from your Worklist so no additional acti
76. t code You should only make an entry in the Cost Allocation field in those exceptionally rare cases where you need to cost the payment to a different code TIP Where you want to enter a Cost Allocation code you need to input the separator symbol between each segment e g 01 30 RBO5 0000 The separator or pipe symbol is on the keyboard between the shift key and the Z key 8 Optionally complete the Review Date and or Cost Allocation fields as required See TIPs above 9 Modify the Effective From date as required It will initially display today s current date 10 Optionally if you Know that the element is temporary and will definitely cease on a known future date then you can enter that information now By default the Pl Ongoing checkbox is ticked denoting that it is permanent but by clicking that box the system will provide an End Date field where you can specify the date on which the element should cease We recommend that you don t use this feature in temporary or fixed term contract cases as you would have to constantly update the element end dates as and when those contracts are extended as they frequently are Effective Date This Transaction Occurs Every Payroll Period Until The End Date Effective From 16 Dec 2011 Ei End Date Ongoing Effective Date This Transaction Occurs Every Payroll Period Until The End Date Effective From 116 Dec 2011 E End Date C Ongoing 11 Click 21 The n
77. te Action icon 93 Note from this point you can select the _Cancel button at any time to abandon the edit 4 Click Create Absence 5 In the Absence Type field use the drop down menu to select Sickness or exceptionally Accident at Work 6 Inthe Absence Reason field use the drop down menu to select the best fit reason for absence If none are close enough then select Others 7 Use one of the calendar controls or type in the First Day of Absence Absence Status Confirmed Absence Type Sickness Absence Category Sickness Absence Reason Others wi Duration First Day of Absence EI example 27 Now 2011 Last Day of Absence El example 27 Now 2011 TIP First Day of Absence is required 8 If you already know the last day of absence then complete this now else leave it blank 9 Inthe Planned Absence field use the drop down menu to identify Yes or No planned leave e g prior notice of an out patient appointment surgery etc 10 Click Test 11 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 6 12 Optionally not recommended click the Printable Page button if you wish to print a copy of the review page or to save copy of it 13 Click the 200 button 14 The screen will now refresh and show the employee s updated absence record including the record you have just cr
78. th will not return the desired results The search field is not case sensitive e g entries of Smith SMITH smith or SMith all work equally well TIP you do not need to enter the full last name e g a search entry of s will return all employees whose last name begins with an S and a search entry of sm would return a slightly modified set of records This method may not be entirely suitable for Central Payment schools as the records that the system displays will include all central payment school Supply Teachers You can however get around this by sorting the records displayed on the Organisation school name column Viewing data read only ePayroll is primarily designed as a means to submit and approve updated information to payroll As ePayroll does not provide read only versions of each input form if you only want to view currently held information you will often need to follow the prompts shown on the screen as if you were intending to make changes but then use the cancel option instead of submitting it for approval Save for later feature The vast majority of transactions that you ll prepare and submit can be completed very quickly with experience a simple change of hours can be performed in a single minute Despite the ease of completion provided by ePayroll most transaction types offer a Save for Later option which you can use to should you find that you are unable to complete the transaction in a sing
79. the Worklist will display all 3 message types which might initially appear confusing to an inexperienced ePayroll user Each transaction created by an Administrator that requires an approval will appear on the Worklist for each relevant approver for your school Relevant will normally mean each user at your school with Approver 1 responsibility The exception to this is where the transaction relates to an employee who has ePayroll Approver 1 responsibility and in these cases the approval request will automatically be sent to your school s Approver 2 users Where a school has more than 1 Approver 1 then the approval request will appear on each of those user s Worklist The approval can be made by any Approver 1 on a first come first served basis and will be cleared from the Worklist of all other Approver 1 users automatically These same principles equally apply to transactions requiring Approver 2 action How to approve a transaction Approval requests will be displayed in your Worklist on the home page of ePayroll The wording will vary according to the transaction type starter leaver bank change etc that an approval is being sought for but they will always display the name of the user who submitted the transaction The example shown below is for a user who has joint Administrator and Approver 1 responsibility If you only have Approver responsibility then the entry sent from SYSADMIN would not be shown siTe Workdist Ful
80. the approval of the Assignment Change the new user will receive an automated email confirming that their account has been set up and advise them of their temporary password 79 ePayroll Complete User Guide Full User Guide for School Administrators Approvers Corporate Operations Version 2 1 July 2015
81. the likelihood of having to enter a large volume of data on or around each month s deadline date The principles are exactly the same as described for monthly updating above but you are likely to experience a higher volume of approval activity especially if you update on a daily basis This will arise because you are more likely to be creating open ended unclosed absences to begin with and then closing them at a later date As each transaction requires separate approvals a higher percentage of absences will require 2 approvals rather than 1 How to add a new absence record 1 Select FlAbsences from the main menu 2 Search for the employee using the standard search technique fully described on page 9 Name demo Go Advanced Search My List Absence People in Hierarchy gt Absence People Select Person Add To My List Select All Select None Select Name Assignment Number Position Organization Person Type Action C Reginald Demo 3020035216 Caretaker 3255 Bardfield Community Primary School Bardfield Community Primary School Employee ti C Wendy Demo Bardfield 3015033241 Teaching Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee Le C Wendy Demo Bardfield 3015033241 2 Midday Assistant 3255 Bardfield Community Primary School Bardfield Community Primary School Employee tic Return to People in Hierarchy EA 3 From the list of names displayed click the appropria
82. them having any detailed payroll system knowledge Links are real time providing remote users with direct access to the up to date payroll information relating to their employees ePayroll can be accessed from any PC or similar device and is not restricted to just schools based equipment Form based transactions A separate form is provided for each transaction type starter leaver bank change etc with each being accessed via a simple intuitive menu Most of the forms can be jointly used to interrogate the data that is currently held as well as for editing or updating the data In this way editing details can be completed very quickly as you invariably only need to enter the items that require changing without having to re supply those items that remain unaltered User types and responsibilities 3 individual user types are available to school users User Type Responsibility Administrator Access to all forms Ability to read all information held and to submit updates Approver 1 Ability to approve all transactions submitted by an Administrator with the exception of any transaction that relates to the Approver Approver 2 Transactions relating to an employee who is also an ePayroll Approver 1 are automatically directed to an Approver 2 Users can have mixed responsibilities allowing them to be an Administrator as well as one of the two Approver types Users do not require any detailed Payroll system experience or knowledg
83. tional Assignment and Assignment Change forms all share a virtually identical input form controlling key payroll data items that directly impact on employees pay The aims of this section of the guide are to e provide specific instructions for key fields e give hints amp tips for simplifying and speeding up data entry e provide completion guidance for less common employee types like Foreign Language Assistants Type Ahead Search Feature TIP to change Grade Name or Position where the magnifying glass A option is otherwise available remove the current contents of the field and then type the first 3 characters of the new value The system will then briefly show that it is loading items Grade Name nie a Ceiling Point Loading Auto Increment Flag Yes before going on to display those that you can then choose from Grade Name njd a Ceiling Point Grade Name Valid Grades for Position Auto Increment Flag NIC Band 1 Mid Capped No HK Band 1 No NIC Band 2 Mid Capped No Sin NIC Band 3 Ho NIC Band 3 Mid Capped No NIC Band 3 No Veek Teacher FTE bes nd 4 Mid Capped Ho Frequency NIC Band 4 No NIC Miscellaneous No NIC Nursery Assistant Grade 1 No wi Contract Type A J 1 18 2 r 16 This method does rely on a degree of system knowledge but with experience is a trick that saves time and is a lot less clunky than launching a new window with the a ICON For Grade most
84. tive Date 2 Movw 2011 Title Mr w First Mame Reginald Middle Mame Id GIS 3 53 CH Last Name Preferred Marne Previous Last Name Employee Number MI Number Date of Birth Marital Status Email Address Adjusted Service Date Nationality Gender Ethnic Origin Reason for change Reason for change comment 3020035216 WB7609123A 01 Jul 1950 0i Mow 2011 Male ka 4 White British Mame change Hame change 541 TIP if changing the employee s last name then enter their previous last name in the field shown This will often prove useful when responding to enquiries from mortgage companies solicitors and other similar organisations TIP for the Reason for Change field rather than using the feature remove the current contents from the field then type in the characters nam The system will then briefly display that it is loading items Reason for change nam A Loading Reason for change comment before displaying those that you can then choose from Reason for change nam a Reason for change Description Reason for change comment a Name change Name change a 1 1 The same technique can also be used for marriages by typing in mar instead of nam 9 Click Rest 10 On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 7 11 Click the L Printable Page
85. tructions for each transaction type e specific directions and rules for the more complex cases e hints amp tips for simplifying data entry e links to Payroll contact email addresses e links to other documents available on the Schools InfoLink web site e suitable and relevant material for both experienced and inexperienced school payroll administrators alike e sufficiently detailed for infrequent users based at schools with low volumes of transactions This guide replaces both the School Administrator amp School Approver User Guide Version 1 0 September 2011 and the ePayroll Essential Guidelines for School Administrators Version 2 0 October 2011 documents These have now been withdrawn from use and are no longer available on InfoLink Any electronic or hard copies you have of those guides should now be deleted or removed from circulation Updating these guidelines We are committed to ensuring that these guidelines remain useful relevant and appropriate In conjunction with advice from schools based colleagues on our established Schools Customer Working Group we will provide updates as found necessary We also welcome suggestions for improvements from all our users based on your practical working experience of using ePayroll Essential reading As with any system or item of equipment the accompanying documentation is often either discarded or otherwise put aside until another day Whilst we understand and acknowledge th
86. u enter must be the full time annual equivalent and NOT the actual amount you wish to pay Instructors the key issue here is determining whether the employee is a Teacher or Support Staff with the Frequency Contract Type and Pension scheme values determined accordingly If you are unsure which to apply then you should contact the Schools HR Advice amp Support team for advice Grade Point 20 Absences Introduction The Absences menu item can be used to e Create a new sickness absence record e Manage an existing sickness absence record e g close an existing sickness absence record upon the employee s return to work e Search and view historical sickness absence records Absence management within the Oracle payroll system is an exceptionally powerful feature that fully automates all the entitlement calculations and payment adjustments according to a variety of contractual and statutory scheme rules based on the employee s contract type Teacher LG Green Book etc The complexity of these built in rules imposes some necessary limitations on the functionality that we can provide to you the end user These are included in the following Important Notes section and are therefore essential reading As an aid to your management of absences details of any open ongoing absences will be emailed to you on or shortly before each payday as a reminder Nil returns no records to report are not currently provided P
87. you to specify a p value to pay similar to the following example Currency GBP unless otherwise noted Subjective 1 Subjectiva 2 Cost Centre 1 Cost Centre 2 This Transaction Occurs Once Effective From 117 Dec 2011 7 Complete all mandatory fields as indicated with an asterisk 8 Optionally complete the Cost Allocation field as required See TIP below TIP All allowances are automatically costed to the employee s main cost code You only need make an entry in the Cost Allocation field where you need to cost the payment to a different code 61 TIP Where you do enter a Cost Allocation code you need to input the separator symbol between each segment e g 01 30 RBO5 0000 The separator or pipe symbol is on the keyboard between the shift key and the Z key 9 Click The new item will now be shown on the screen with a status of esl Future and Ongoing Transactions e 8 i em Effective End Date Type Option Value Units Occurrences Status Update View Delete Discontinue 17 DEC 2011 Terminations Compromise Agreement 100 00 GBP One 4 New E i TIP Transactions with status of Awaiting Approval and Suspended can not be updated or deleted 10 Repeat from step 4 for each other element that you wish to add 11 Click WE On the review page that is now shown check that the entries you have made are correct If you detect an error select Back to go back to step 4 and then select the a

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