payroll guidance - essex schools infolink · 2018-05-23 · up a new post. payroll guide for: ......

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Produced by Business Operations Issued June 2017 For further support please contact the Schools Service Centre:

Tel: 03330135859

Email: [email protected]

Payroll Guidance

How to Set-up a New Employee

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Contents

Essential Reading Before Using This Guide…………………………………….. 1

Critical Decisions:Choosing the Right ePayroll Process……………………….. 1

Payroll Guide for: How to Choose the Right ePayroll Process………………... 1

Payroll Deadlines…………………………………………………………………… 1

Introduction to Payroll Guide for: How to Set-up a New Employee…………… 2

ePayroll Design Overview…………………………………………………………. 2

Complex Data Excluded by Design………………………………………………. 2

Finding Employee ePayroll Records for the Same Employing Organisation… 3

Using the ePayroll Search facility………………………………………………… 3

ePayroll New Hire: Stage………………………………………………………….. 4

Main Menu Selection for New Hire Stage……………………………………….. 4

Stage 1: Enter Basic Details Section…………………………………………….. 5

Stage 1: Person Details: Hire Details…………………………………………….. 6

Stage 1: Person Details: Name…………………………………………………… 6

Stage 1: Person Details: Other…………………………………………………… 7

Stage 1: Person Details: Main Address………………………………………….. 8

Stage 1: Person Details: Phone Numbers………………………………………. 8

Stage 1: Person Details: Extra Information……………………………………… 9

Stage 1: Assignment Details: Position…………………………………………… 10

Stage 1: Assignment Details: Organisation……………………………………… 10

Stage 1: Assignment Details: Grade……………………………………………... 11

Stage 1: Assignment Details: Hours Per Week/Teachers FTE%..................... 13

Stage 1: Assignment Details: People Group……………………………………. 14

Contract Type Field Completion Guide………………………………………….. 14

Stage 1: Assignment Details: Other Assignment Information…………………. 19

Stage 1: Assignment Details: Salary Information……………………………….. 20

Stage 1: Review……………………………………………………………………. 21

ePayroll New Hire: Stage 2……………………………………………………….. 22

Main Menu Selection for New Hire Stage 2……………………………………... 22

Stage 2: Assignment Search……………………………………………………… 23

Stage 2: Extra Information………………………………………………………… 24

Stage 2: Bank Details……………………………………………………………… 24

Stage 2: RTI Starter Information………………………………………………….. 25

Stage 2: Schools Assignment Costing…………………………………………… 26

Stage 2: Submission and Approval Notifications……………………………….. 30

Appendix A ………………………………………………………………………... 31

ePayroll: Data Excluded by Design, Overview Table…………………………... 31

Version Control……………………………………………………………………... 32

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Essential Reading Before Using This Guide

Critical Decisions:Choosing the Right ePayroll Process

To comply with the requirements for Pension and Employment Law you must use the right

ePayroll Process to manage your records. Some examples of legislation that determine payroll

process are noted below:

Workplace Pension legislation denotes that each job is assessed and reported separately,

as does the new Local Government Pension Scheme 2014.

Assessments for redundancy entitlements may also be assessed on each job. It must also

be clear that the assignment for the job is closed after the redundancy and final salary

payments have been processed. If the person is re-employed this must be treated as a new

appointment.

When appointing to a new post, where the appointee has come from another school, and

they have retired or been made redundant, service should normally be broken, Essex

Education Service, Schools HR best practice advice is to have a 31day break, prior to taking

up a new post.

Payroll Guide for: How to Choose the Right ePayroll Process.

Payroll has worked with our Pensions and Pay Liaison Consultant and Education HR Service to

produce a guide called ‘How to Choose the Right ePayroll Process.’ It has been supplied to

better meet the needs of our customers and improve the quality of payroll data. The decision

trees in this guide will take you through the key questions to route you to the right ePayroll

process in the business scenarios for: ‘Appointing to a New Job’, ‘Changing an Existing Job’

and ‘Discontinuing an Existing Job’. Although we are fully committed to maintaining this guide

as a free additional service, withdrawal may be initiated if continued support from the third

parties cannot be obtained.

This guide can be found on the payroll pages of the Essex Schools InfoLink. We strongly

recommend that you use the How to Choose the Right ePayroll Process guide, reading it

from start to finish at least once, even if you are an experienced ePayroll user. It can then be

used as a reference tool as needed.

Payroll Deadlines Before you start the process to set up a new additional assignment, please be aware of, and

work with, our published payroll deadlines for:

1. ePayroll approvals for all transactions.

2. Submission of ESURFA forms via email and/or hard copy documents for receipt in the ECC

Payroll Department.

Should a deadline be inadvertently missed, the change may not be applied until the following

pay period. If you are concerned this will result in an incorrect payment of salary please contact

the Schools Service Centre.

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Introduction to Payroll Guide for: How to Set-up a New Employee

Welcome to the guide for ‘How to Set-up a New Employee’. It will take you through each step

of setting up a new employee record using our Oracle ePayroll system. It will also tell you about

any payroll actions you may need to take that are outside of ePayroll. We have worked with our

ECC Pensions and Pay Liaison Consultant, Teachers Records Team and Essex Education

Service, Schools HR to also include key HR and Pension advice, alongside our usual payroll

information. This has been provided as a free additional service to better meet the needs of our

customers and improve the quality of payroll data input. Although we are fully committed to

maintaining this additional advice, withdrawal may be initiated if continued support from the third

parties cannot be obtained.

This guide can be found on the payroll pages of the Essex Schools InfoLink. We strongly

recommend that you use the How to Set-up a New Employee guide, reading it from start to

finish at least once, even if you are an experienced ePayroll user. It can then be used as a

reference tool as needed. If you are new to ePayroll you will need first need to read our

‘ePayroll User Guide: The Basics to Get You Started.’

ePayroll Design Overview.

There are separate items on the ePayroll main menu to start a specific transaction. To set up a

new employee you must use the ‘New Hire’ process. The ePayroll processes have been

designed to allow data input that does not require payroll expertise. Where expertise is required

this complex data is handled outside of ePayroll by our Essex Payroll team. See below for

more information:

Complex Data Excluded by Design

Our Essex Payroll team handle alterations to standing data items following the set-up of a new

employee record for an employee, i.e. information that is not usually subject to change such as

start date, the employee date of birth, National Insurance number or adjusted service date.

All Pension elections and tax codes are also handled by our Essex Payroll team. The data that

is excluded from ePayroll has been annotated at the relevant sections throughout the guide and

an instruction is also provided to tell you how to notify payroll. These notes are preceded with

the narrative ‘Appendix A: Data excluded by design.’ A full tabled overview, showing all of

the data excluded from the new hire process is available in Appendix A at the rear of the guide.

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Finding Employee ePayroll Records for the Same Employing Organisation

To check if the appointee already has a job with the same employer before setting up a new

employee record you can use the search facility on ePayroll.

Using the ePayroll Search facility

If you are logged into ePayroll but not on the page that is displayng the main menu, click the

home link at the top of the page

For schools with Local Bank Account or Academy Status the ePayroll Employee Listing

Report can be used as an alternative to the ePayroll search facility.

Click on the ‘ePayroll School Administrator

link’ to expand the menu.

Click twice on the Assignment Change link.

Click into the Name field and type the employee

surname.

Click ‘Go’ to initiate the search for payroll

records with the same employer.

The person type will reflect the status of the employment: If the record is an active

employment, the person type will show ‘employee’

If the record was terminated in the last 3 months, the person type will show ‘ex-employee’

If the employee does not have a payroll record at the same organisation the search result will

display the message ‘No results found’

Click on the ‘ePayroll Schools Reports’ link to expand

the menu and select the employee listing report. This may

be useful if you are performing a number of ePayroll

transactions. You can run this report at any time to obtain

real time information held and see the assignments held by

each employee.

The Online Reporting Tool Guide can be found on ePayroll

page of the Essex Schools InfoLink.

http://cms-schools.essex.gov.uk/staff/payroll/Pages/ePayrollForSchools.aspx

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New Hire: Stage 1

If you are logged into ePayroll but not on the page that is displayng the main menu, click the

home link at the top of the page

Main Menu Selection for New Hire Stage 1

Stage 1: Enter Basic Details Section

**Please note that all the information entered on ePayroll must be typed in or selected

from the values available. Never copy and paste text into any field as this may result in

system errors. **

Click on the plus sign next to the ‘New

Hire (2 Stage Process)’ link to expand the

menu.

Click twice on the ‘Stage 1’ link to start the

data entry process.

Click on the plus sign next to the

‘ePayroll School New Appointment,

Essex Schools’ link to expand the menu.

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Mandatory Field: Enter the first character only in upper case. Example format: Smith. Search facilities in ePayroll are case sensitive so adopting a standard format for names will help to find records on stage 2 and in any subsequent searches once the record is active.

Mandatory Field: Enter upper Case, no spaces or

hyphens between characters. Example format

AB123456A

All employees will have a National Insurance Number

with the possible exception of Foreign Language

assistants, who may not be able to obtain their NI

Number in time for their start date. In this instance

contact the Schools Service Centre for advice.

Mandatory Field: Enter the date or Click on Calendar Icon and select date. E.g. 01-Oct-2015

Click if you are happy the details entered are correct, if incorrect, click

If you see the error message above: You have selected the New Hire process

incorrectly, instead of the New Additional Assignment process. The message will also

display the employee’s existing payroll number.

Click home at the top of the form Home Logout Preferences to return to the main menu and

use the ‘Add Additional Assignment Process’ instead.

*NB. Employees that have had a termination approved, even if the date of leaving is in the future,

will be treated as an ex-employee when these assessments are made by the system. Providing you have selected the new hire process correctly, you will be taken to the

Personal Details section to continue data input, as shown on the next page.’

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Stage 1: Person Details: Hire Details

Stage 1: Person Details: Name

Defaults the entry from previous screen, check

the start date is correct. If incorrect, click to

restart the process as this cannot be changed later

on ePayroll.

Mandatory Field: Defaults value of ‘employee’ from the previous screen. If incorrect,

click to restart the process as this cannot be changed later on ePayroll.

‘Appendix A: Data excluded by design’ If you there is an amendment to the start

date after the new hire stage 1 transaction has been submitted, or a new starter has an

effective start date that is more than 90 days ago.

Set up the starter as usual but also notify payroll. Send an ESURFA via email to:

[email protected]

NB. If the appointee has come from another school, their continuous service should be

preserved, except in cases where they have retired or been made redundant in which

case service should normally be broken, prior to taking up a new post.

For further advice contact your HR department.

mailto:[email protected]

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Stage 1: Person Details: Other

Mandatory Field: Defaults the entry from previous screen, check this is correct as

this cannot be changed later on ePayroll. If incorrect, see

Select from the drop down list

available.

Enter the first character only in

upper case.

Mandatory Field: Enter the first character

only in Upper Case e.g. Susan

Defaults the last name (last name used in this guide

is Example) from previous screen, NB Check this is

correct, If incorrect, see at the top of the page

Enter the first character only in upper

case. The preferred name is one used

instead of the first name e.g. Sue.

Enter the previous family name

e.g. before marriage.

Defaults entry from the previous

screen NB Check this is correct,

this field cannot be changed later

on ePayroll. If incorrect see the

helpful tip at the top of the page.

Mandatory Field: Enter the date of birth using the

example format shown or click on the calendar and

select date.

‘Appendix A: Data excluded by design’

If there is a need to amend the National Insurance after the new hire stage 1 transaction has

been submitted, send an ESURFA to payroll via email to

[email protected]

s



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Select from the drop down list available.

Must enter for staff employed to undertake ePayroll

duties: An email address is required for all ePayroll

Administrators/Approvers and Teaching staff as this

may be used for communications by Teachers Pensions

in the future.

Mandatory Field: Where there is no previous service or

it is not known at time of record creation, enter the Start

Date for this appointment. Contact your HR department

for advice on which service counts.

Mandatory Field: Select from the drop down list.

available.

Enter comments that will be of use to the school.

Mandatory Field: Select from the drop down list.

available.

Defaults to ‘New Starter’, leave as default, or click eye glass to

select from the list available

Defaults to ‘New Starter’, leave as default, or click

the eye glass to select from the list available.

Select from the drop down list available

‘Appendix A: Data excluded by design’

If the employee has reached the age where they are exempt from paying National Insurance,

proof of age must be provided. Send a copy birth certificate/passport or National Insurance

Certificate/Letter of Age of Exemption to payroll via scanned email attachment to:

[email protected].

If you need to amend the date of birth after the new hire stage 1 transaction has been submitted send

an E-SURFA to payroll via email to: [email protected]

‘Appendix A: Data excluded by design.’

NB This service date is used to calculate the occupational entitlements such as sick pay so it is

very important that payroll holds the correct date. If you don’t know the correct date when you

create the ePayroll record or you need to amend it after the new hire stage 1 transaction has

been submitted, send an ESURFA to payroll via email to:

[email protected] If the new employee is a teacher and has applied for

maternity leave you will need to advise payroll of the continuous service date on the ML1 form

which should be emailed to payroll.




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Stage 1: Person Details: Main Address

Stage 1: Person Details: Phone Numbers

Stage 1: Person Details: Extra Information

Defaults to ‘Home’, leave as default, or


Defaults to ‘United Kingdom,’ leave

as default, or select from list available

to changes the address style.

‘Address Line 1’ and the ‘Town’ fields are are

both Mandatory Enter details, for all address

fields, a validation exists to comply with HMRC RTI

regulations, the line must begin with an alpha or

numeric character, an inverted apostrophe or

comma will not be accepted.

Enter the first 3 characters to speed up the search

time and select the County from the options available.

Enter details; the post code should be treated as a

mandatory field as this information is needed by

Payroll in order to raise an Ad Hoc payment.

Enter the phone number, After checking the details

entered are correct, click .

Defaults to ‘home’, leave as defaulted value or,

select from the drop down list available.

Should this warning message appear at the top of the screen:

Click to continue. This is a warning message only, so will not prevent you from

continuing. The message is advising that this employee has had a payroll record before.

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Stage 1: Assignment Details: Position

NB. Central Payment schools only:

Where the employee is in the Supply Teaching pool of employees; Select ‘supply’.

See above, this information may be needed for reporting but if you decide to bypass

these fields completely Click .

Click Enter the details as appropriate where the fields are

free text and Select from the drop down lists where available,

then Click .



then Click .



then Click .



then Click .

After checking the details are correct, click , or if you notice any details are incorrect,

click into the section(e.g Contact) that is incorrect to amend the details.

Mandatory Field Enter details, type in the first 3 characters and to speed up

the search, or just click the eye glass to select from the full list available.

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Supply teachers often work at multiple central payment schools and all of these schools will

need to view and use the record to claim any hours worked. All other positions have a cost

code associated to it, this will automatically populate the costing segments when you pick the

position and cannot be overridden. You can use your ePayroll employee listing to view other

staff costing and position details if you are unsure which position to select.

Stage 1: Assignment Details: Organisation

Stage 1: Assignment Details: Grade

For Instructors: You must establish whether the employee is a Teacher or Support Staff.

This will determine the Frequency, Contract Type and Pension scheme values. For Advice

contact your HR Provider.

Finding the Pay Scales for Support Staff; The National Pay scales can be found on our

Oracle Payroll Page, on the Schools Info link. Oracle Grade Names, Pay Points and

salary values, are detailed therein. Use these to ensure you select the correct Oracle pay

point.

Mandatory Field: The organisation Name

and address are Defaulted in from the

ePayroll administrators' primary assignment

held on ePayroll. You would only need to

change this if you are an administrator that

is employed at more than one school. To

change the defaulted value, click on the eye

glass and select from the list.

Mandatory Field: Enter the first 3 characters

you know will be in the grade name; then click

the eye glass, to reduce the search time, or

click the eye glass and select from list. You

may need to scroll down the list of values to

locate the Grade Name you require. Choice of

Grade validates the Scale Point/salary values

and ceiling Point that can be selected.

Using the quick select

button will speed up

the selection.

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Foreign Language Assistant Grade Names

National Scales no longer exist: All Foreign Language Assistants must have the salary determined by the school. Payment on ePayroll must therefore be made on a cash value by using the salary annual pay basis and allowance.

Bands not applicable as single point only Grade Names

Standard Areas Fringe Area

TeachersPP|Foreign Language Assistants|

TeachersPP|Foreign Language Assistants +Fringe|

Support Staff Grade Names

For Essex Lea schools

Standard and Fringe Areas use the same Grade names as Fringe is paid as a separate allowance **Fringe allowance payable must be added on ePayroll during the New Starter Stage2 process

Bands Grade Names

Bands 1-4 NJC|Band 1 to NJC|Band 4|

Band 5 & over: Use of HAY grades temporary measure: Will be mapped over by Payroll once Band 5 and Band 6 Structure in place on Oracle Band 5 & over

HAY|Manager1|to HAY|HAY|Senior Manager5|

Off Pay scale: Schools own rate NJC|Miscellaneous|

For Non Essex LEA Schools Each school will have been informed of which Grade Names to use for their Support Staff on initial on-boarding. To clarify, check with our Schools Service Centre advisors as these grades may not be listed.

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Teacher Grade Names: Including Head Teachers and Deputy Head Teachers

National Scales no longer exist: All Teachers must have the salary determined by the school. Payment on ePayroll must therefore be made on a cash value by using the salary annual pay basis and allowance.

Teachers employed by Schools in Standard areas Salary determined by the school does not include fringe

Teachers employed by Schools in Fringe areas Salary determined by the school does include fringe

Teachers PP|Unqualified Teacher Pay Range|U04

Teachers PP|Unqualified Teacher Plus Fringe Pay Range|U04

Teachers PP|Main Teacher Pay Range|WXX

Teachers PP|Main Teacher Plus Fringe Pay Range|WXX

Teachers PP|Upper Teacher Pay Range|PXX

Teachers PP|Upper Teacher Plus Fringe Pay Range|PXX

Teachers PP|Lead Practitioner Pay Range|L00

Teachers PP|Lead Practitioner Plus Fringe Pay Range|L00

Teachers PP|Assistant Head

Pay Range|L00

Teachers PP|Assistant Head Plus Fringe

Pay Range|L00

Teachers PP|Deputy Head Pay Range|VXX

Teachers PP|Deputy Head Plus Fringe

Pay Range|VXX

Teachers PP|Head Teacher Pay Range|HXX

Teachers PP|Head Teacher Plus Fringe

Pay Range|HXX

Select from the drop down list available. This need only be entered

if the salary basis for this employee is ‘salary spinal’ and the

maximum point payable is not equal to the maximum point on the

grade selected. Entering a ceiling point will stop the pay

progression at this point, even if it is not a mid or maximum point on

the scale. Left Blank, it will default the value of the standard

maximum point.

Mandatory Field: Select from the drop down list available.

Advice on entitlements for incremental rises should be sought

from your HR Provider. Incremental rises cannot be applied if

the pay baisis is salary annual, which it is for all teachers.

Payroll will communciate annually to schools the increment

process to be applied for both support staff and teachers.

Mandatory Field: Enter details to speed up the

search or just click the eye glass to select from

the full list. Once the eye glass has opened up

the search screen, click ‘go’ to display the full list

and select the point.

To see the points available in the grade, click on

the More Details link.

For all Teachers (now all paid on a cash value

salary determined by the school) and any

Support staff on NJC Misc. Grades, there will

only be one point to select. This point has a

null value (£0.00) as the salary must be

determined by the school.

You can then click the Return to assignment link

to continue to complete the starter data input.

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Stage 1: Assignment Details: Hours Per Week/Teachers FTE%

Hours Per Week/Teacher FTE% field completion Guide

ePayroll Design in field for: Hours Per week/teacher FTE% field

Contract Type System Interpretation

Support staff Teacher

The numeric value entered will be interpreted in accordance to the contract type held.

The numeric value entered is interpreted as hours per week. Minutes must be entered as a decimal value eg. 27hours and 45 minutes = 27.75. A conversion table of all minutes as a decimal figure is held on the Essex Schools Infolink.

The numeric value entered is interpreted as fte percentage so the value must be entered to reflect the % of the full time hours. Do not enter the % symbol eg. I day per week = 20.00

Contracted hours in

Excess of 37.

LG Green Book full time hours

are 37, if you have to set up a

contract for over 37 hours

contact the Schools Service

Centre for Advice.

Relief Staff: Contracted hours should never

be held so the value should

always be 0.00

Contracted fte% should never be held so the value should always be 0.00

Frequency field completion Guide

ePayroll Design in field for: Frequency

Contract Type System Interpretation

Foreign Language Assistant

Support Staff

Teachers

The system will use this frequency field to apply the relevant salary calculation. Where = ‘week’ the hours entered and the

weeks will be used to calculate the fte. Where = ‘year’ the % entered will be taken

as the fte.

Value must always be

‘Week’


‘Week’


‘Year’

Mandatory Field: Defaults to 0. The default value

must be overridden where the employee has contracted

hours. Do not enter more than 6 characters, (not

including the decimal point) in this field as this will

cause the process to error without data being saved.

Mandatory Field: Select from the drop down list available. See further guidance below:

https://schools-secure.essex.gov.uk/staff/payroll/Pages/OraclePayroll.aspx

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Stage 1: Assignment Details: People Group

Contract Type Field Completion Guide

ePayroll Design in field for Contract Type

Contract Type Name Staff Category

Will apply the standard Local Government Green Book Term and conditions.

Local Government Conditions (Green Book)

Foreign Language

Assistants

Support Staff

Nursery Nurse on 37 hours fte.

Will apply the standard Local Conditions for the sickness scheme.

Local Conditions: Nil weeks sickness entitlement Only applicable should

the school incorporate this sickness entitlement contractually for any staff

Local Conditions:1 weeks sickness entitlement.

Local Conditions:2 weeks sickness entitlement

Will apply the old Nursery nurse regulations only for use where the school has not gone through single status.

Nursery Nurse Nursery Nurse on 32.5 hours full time equivalent.

Will apply the Teacher Term and conditions.

Teacher Teacher

Mandatory Field: Select from the drop down list

available, see table below for further guidance.

Select from the drop down list.

The selection determines where the payslip will be sent to.

Select ‘W’ for workplace.

Only for Central Payment school Supply Teachers: Select ‘H for

home address.

Do not use R: This is for payroll use only to retain the pay advice.

Select the relevent pension scheme appropriate for this employee.

Where appointing to a post with teachers terms and conditions please follow the

decision tree below

For all categories of staff please see the pension guide overleaf and refer to the table

that applies to the status of your school i.e. Central Payment, Local Bank Account or

Academy.

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Decision Tree for Selecting a Pension Scheme on appointing to a new job with Teacher Terms and Conditions. All Teachers must have had an assessment by TP for membership of the Career Average or the Final Salary Final Scheme.

Will the person have employments on teacher terms and conditions accruing to more than

1fte after they have been appointed to this post? The 1fte is based on the ‘person’ so any

employments, including those with different employers must be taken into account.

Yes No

The person can be

entered into the

appropriate Teacher

Pension Scheme as

indicated on the PI

form. See Column B.

Is the person already a member of the ‘Career Average

Scheme’ for Teachers Pension for one or more of the existing

employments at the start date of the new appointment.

Yes No

The person can be entered

into the appropriate Teacher

Pension Scheme as indicated

on the PI form. See Column B

The person is already a

member of the ‘Final Salary

Scheme’ for Teachers

Pension for one or more of

the existing employments

at the start date of the new

appointment so can be can

be entered into the

appropriate Local

Government Pension

Scheme. See Column A

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Central Payment Schools only: Pension Scheme Processes and ePayroll Scheme Selection ECC is

the employer for all Central Payment Schools

A (LG Pension Rules)

Applicable to the contract types below

B (Teacher Pension Rules)



Nursery Nurse

Support Staff

Teachers and Tutors,( including Supply) ***** See the

Decision Tree on the previous page to select column A or B

fo pension

Teachers and Tutors (including

Supply) *See the Decision Tree on

the previous page to select column A

or B for pension All Central Payment Schools All Central Payment Schools

Select: ‘Local Government Pension’

for all new employees

Never select: `None’ even if an Opt Out

Form is provided.

Any Opt Out Forms received must be

scanned to payroll for application.

The school should retain a copy.

Select: Teacher or ‘Final Salary’ or ‘Care’ for Career average

as indicated by the employee on their Personal Information

form.

Actions required where Existing elections have been made

Existing Elections made for an employment at any Central

Payment School or Local Bank Account School before

01/01/2013; (the staging date for this Authority) will not stand

for new employment after this date. The teacher will need to

complete a new opt-out application form if they still wish to

remain opted-out of the pension scheme.

Exception: Teachers that work after retirement (and

accessing their pension) must complete another opt-out

application should they not wish to contribute on their new job

as they have the opportunity to build another pension.

Existing Elections made for an employment at any Central

Payment School or Local Bank Account School after

01/01/2013; (the staging date for this Authority) will stand for

the new employment after this date. The teacher will not

need to complete a new opt-out application form if they still

wish to remain opted-out of the pension scheme. Check

completion of numbers 14,15 and 16 on the opt out form and

where the election applied to all jobs with this employer,

send a copy to payroll with your school name and the start

date of the new job noted at the top of the form . Payroll will

apply the opt-out.

Process for New Opt-out forms

Online Opt-outs will automatically be directed to Teachers’

Records Team at County Hall for completion of Part B and the

form will then be passed to the payroll team.

Employees must download their own opt forms, it must never

downloaded by the school. The form is then completed by the

employee and sent to the Teachers’ Records Team for the

completion of Part B and a copy retained by the school.

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Local Bank Account Schools only: Pension Scheme Processes and ePayroll Scheme Selection

ECC is the employer for Pension purposes only for all LBA schools (this does not apply for other

employment purposes)

A (LG Pension Rules)


B (Teacher Pension Rules)



Nursery Nurse

Support Staff

Teachers Conditions

Local Bank Account Schools that

Operated Under ‘GM or EX GM’

Pension Scheme up to 1st April

2014

All Local Bank Account Schools

Select: ‘Academy Pension’ for all

new employees

Never select: `None’ even if an Opt

Out Form is provided.

Any Opt Out Forms received must be


The school should retain a copy.

Select: Teacher or ‘Final Salary’ or ‘Care’ for Career average as

indicated by the employee on their Personal Information form.

Actions required where Existing elections have been made

• Existing Elections made for an employment at any Central

Payment School or Local Bank Account School before

01/01/2013; (the staging date for this Authority) will not stand for

new employment after this date. The teacher will need to


remain opted-out of the pension scheme.

• Exception: Teachers that work after retirement (and accessing

their pension) must complete another opt-out application should

they not wish to contribute on their new job as they have the

opportunity to build another pension.

• Existing Elections made for an employment at any Central

Payment School or Local Bank Account School after

01/01/2013; (the staging date for this Authority) will stand for the

new employment after this date. The teacher will not need to


remain opted-out of the pension scheme. Check completion of

numbers 14,15 and 16 on the opt out form and where the

election applied to all jobs with this employer, scan a copy to

payroll with your school name and the start date of the new job

noted at the top of the form . Payroll will apply the opt-out.


Online Opt-outs will automatically be directed to Teachers’

Records Team at County Hall for completion of Part B and the

form will then be passed to the payroll team.

Employees must download their own opt forms; it must

never downloaded by the school. The form is then completed

by the employee and sent to the Teachers’ Records Team for

the completion of Part B and a copy retained by the school.

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Academy Schools only: Pension Scheme Processes and ePayroll Scheme Selection

The academy is the employer for Pension and employment purposes

A (LG Pension)

Rules apply to the contract types below

B (Teacher Pension)

Rules apply to the contract types below

• Foreign Language Assistant

• Nursery Nurse

• Support Staff

Teachers and Tutors (including Supply)

*See the Decision Tree on the previous page to

select column A or B for pension

• Teachers and Tutors,(including Supply)

*See the Decision Tree on the previous page to

select column A or B for pension

Academies That Have Not Reached Their

Staging Date

All Academies

Only select Pension scheme: None: If you are

creating a new starter for a relief employee that

has not opted into the scheme.

Select ‘Academy’ Pension for all Support Staff with

an hours based contract even if an Opt-Out Form

is provided.

Once the Academy staging date is known; Please

tell payroll at the earliest opportunity, and include

confirmation of your operating decisions regarding

pension as it is possible these may vary.

Please let us now via email to:

[email protected]

All opt out forms received must be copied and


The school should retain the original.

Select: Teacher or ‘Final Salary’ or ‘Care’ for

Career average as indicated by the employee on

their Personal Information form. for all new

employees

Actions required where Existing elections have

been made

1. Existing Elections made for an employment

at any Central Payment School or Local Bank

Account School before 01/01/2013; (the staging

date for this Authority) will not stand for new

employment after this date. The teacher will need

to complete a new opt-out application form if they

still wish to remain opted-out of the pension

scheme.

Exception: Teachers that work after retirement

(and accessing their pension) must complete

another opt-out application should they not wish to

contribute on their new job as they have the

opportunity to build another pension.

2. Existing Elections made for an employment

at any Central Payment School or Local Bank

Account School after 01/01/2013; (the staging date

for this Authority) will stand for the new

employment after this date. The teacher will not

need to complete a new opt-out application form if

they still wish to remain opted-out of the pension

scheme. Check completion of numbers 14,15 and

16 on the opt out form and where the election

applied to all jobs with this employer, send a copy

to payroll with your school name and the start date


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of the new job noted at the top of the form . Payroll

will apply the opt-out.


Online Opt-outs will automatically be directed to

Teachers’ Records Team at County Hall for

completion of Part B and the form will then be

passed to the payroll team.

Employees must download their own opt forms; it

must never downloaded by the school. The form is

then completed by the employee and sent to the

Teachers’ Records Team for the completion of Part

B and a copy retained by the school.

All other Academies That Have Reached Their

Staging Date

Only select Pension scheme: None: If you are

creating a new starter for a relief employee that

has not opted into the scheme. …

Select ‘Academy’ Pension for all Support Staff with

an hours based contract even if an Opt-Out Form

is provided.

All opt out forms received must be copied and


The school should retain the original.

Stage 1: Assignment Details - Other Assignment Information

Mandatory Field: Support Staff:

Defaults to 52.14 (the full time weeks) if left blank

Full time Staff: See Full year working weeks are 52.14 not 52.0 for Essex LEA schools

Part time staff: See Enter the paid weeks per year, INCLUDING annual leave

Relief staff: Enter 0.00

Mandatory Field: Select from the drop

down list available, you will need to use

the scroll bar once you have access the

list to select the value of ‘new starter.’

Enter comments that may be of use to the school.

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Teachers: Defaults to 52.14 (the full time weeks) if left blank, this is correct for all teachers, full

time, part time or supply as the system only uses the fte% to calculate the salary. If desired an

entry or 52.14 can be made.

Mandatory Field: Select from the drop down list available.

The assignment category is used to populate Teacher Pension Reports so it is essential to


available CRB (now known as DBS stands for the

Disclosure Barring Service).

Enter the Date, or click on the calendar to select.



Enter review date or click on the calendar to

select the date for the assignment (contract limit

or review date). If no review date, leave blank.

Entering a review date will trigger a reminder

report but will not stop payment continuing.

This field can be left blank.


available

NB If the ‘Employee Category’ is ‘as and when,’ a

basic salary will not be generated, even if the hours

per week field is populated.


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select the correct value to ensure it accurately reflects the employee contract.

NB Assignment category of ‘term time must never be used: For Support staff with less than 37

hours per week and for Teachers with less than 100.00% fte, select ‘Part Time.’

Stage 1: Assignment Details: Salary Information

This warning message can be ignored; it will not prevent you from continuing. Each school has

all positions set up once, when a position is filled to the equivalent of one fte, this message will

appear.

Defaults to Salary Spinal, Leave as default for

Support Staff on the National Pay scales.

For Teachers and Foreign Language

Assistants Select Salary Annual from the

drop down list available in line with teacher pay

and conditions schools must define the salary

payable. See tip For further advice on

payments due to Foreign Lanaguage

Assistants and details about the minimum

wage payable to Chinese Foreign Language

Assistants please see the British Council

website.

For Support Staff on a spot salary: Select

salary annual.

Click button after checking the details entered are correct, or click .

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Stage 1: Review

A review page will be displayed, use this to check your data entry is correct. You can save this page as an electronic copy or a hard copy. A partial screen shot is shown below:

After checking the details entered are correct, click , or if details are incorrect

click .

After checking the information entered is correct, click or if details are incorrect

click,

A confirmation message will apppear click button or the click the home link at the top

of the page.

Stage 1 is automatically approved by the system as payment details are not yet held;

you can see this advisory notification on your work-list.

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You must now compete stage 2 to complete the payroll record.

If you are logged into ePayroll but not on the page that is displayng the main menu, click the home link at the top of

the page

ePayroll New Hire: Stage 2

Main Menu Selection for New Hire Stage 1

Stage 2: Assignment Search

Click on the ePayroll ‘School New

Appointment’ link.

Click on the ‘New Hire (2 Stage

Process)’ link.

Leave this field blank, It is not a

required field to search for the record.

It is not a required field to search for

the record process.

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Click

If you see the error message it is most likely that you have entered details for Stage 2 search

that are not identical to the details on Stage 1, re-start stage 2, enter identical details.

Stage 2: Extra Information Stage 2: Bank Details

Enter The NI Number using exactly the same format

used to create stage 1 - see above if you unsure of

the format used previously.

Enter The Last Name using exactly the same

format used to create stage 1.

If you unsure of the format used previously, you can

view the notification. Any variance will prevent the

search from finding the stage 1 record.

e 1 record if any variance exists. To check the format, see the

notification from Stage 1.

Enter The Start Date or select date using the

calendar, using exactly the same format used to

create stage 1 - see above if you unsure of the format

used previously.

Click on the Green Arrow in the Action column in the table shown above.

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Central Payment Schools the value defaults in to show: Central Payments Schools BACS-

LBA and Academy the value defaults in to show the School Name followed by ‘BACS.

Mandatory Field: Enter the 6 digit sort code, no Spaces or

hyphens between digits. NB If less than 6 digits are entered

a leading zero will be defaulted in for the missing digits.

This field is not mandatory but the information

can be useful if queries arise.

Mandatory Field: Enter the account number which

should be 8 digits, no Spaces or hyphens between

digits. NB If less than 6 digits are entered a leading

zero will be defaulted in for the missing digits.

Mandatory Field: Enter the account name,

there is a maximum of 18 characters to

mirror the BACS file validation.

Mandatory Field: Enter the first 3 characters

to speed up the search, then select from the

list available or click the eye glass and select

from the full list available.

Mandatory Field: Click to enter bank details for all new starters.

Mandatory Field: Value

defaulted in as detailed below

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Click to continue, or click to cancel this action and return to the previous page.

Stage 2: RTI Starter Information What is RTI and how does it impact employers? RTI is HMRC’s monthly reporting process. It is designed to support the evolving Universal Credits System that will eventually replace the existing Job Seeker, Income Support, Housing Benefit and Tax Credit payments.

Enter the building society account

number where appropriate. This field

also has maximum 18 characters.

Enter the details, not essential to make BACS

payments but this information may be of use to

resolve queries should they arise.

Mandatory Field: Click to enter the Tax Declaration for all new starters.

Enter Letter A, B or C, or click on the eye glass, then click to use the quick select

keys. Whichever method you use, you must select the Declaration Letter A, B or C as

indicated by employee on the signed tax declaration.

If the employee has not signed a declaration please select C.

Click

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Appendix A: Data excluded by design

To notify payroll of the tax declaration send the tax declaration section of the PI form as an

attachment via email to [email protected] or send the or hard copy

document in the post. *NB. Entering the declaration on ePayroll is for RTI reporting

purposes only and will not change the employee tax code.


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Stage 2: Schools Assignment Costing

Central Payment Schools only: Do not enter any details - costing details are defaulted

automatically from the position selected, click .

Click

For Local Bank Account and Academy Schools: The Cost Code Sections now populated with data will now show Update as an option rather than Add. After completing the details for each section you will see that the narrative on the button for that

section has changed from to .

Mandatory Field for Local Bank Account and Academy Schools:

Click to enter the costing for all new starters.

Enter the first 2 digits and select from the list available or Click on the eye glass to select from the full list available.

As above: Enter the 3rd and 4th digits.

As above: Enter 5th to 8th digits.

As above: Enter 9th to 12th digits.

After checking the details entered are correct

click , or if details are incorrect click in

the relevant section to correct the data.

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Stage 2: Add New Allowances/Deductions

‘Appendix A: Excluded by design’: To notify payroll to process an allowance or deduction not

listed, send the ESURFA form via email to [email protected]

The field details in this section will vary according to the element selected.

To see an example with step by step instructions using the salary annual allowance see

the next page.

Select ‘Allowance Recurring’ or ‘Deduction

Recurring’ as appropriate from the drop

down list. Recurring means this will pay

every month. Non recurring

payments/deductions must be made on the

ePayroll Batch facility- see separate guide.


Only recurring allowances on the list can be

set up on ePayroll.

Click where there is an allowance or deduction to enter,

**NB All Teachers and any support staff paid on a salary determined by the school

(not the NJC National Scales) are paid on a salary annual allowance

**Support staff Fringe is paid as a separate allowance for Essex LEA Schools.

Where there are no allowances/deductions to enter, Click


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The fields in this ‘details’section vary according to the element selected, the example below

shows the salary annual allowance, NB this allowance will not be payable to all staff.

The amount field will not be displayed if another allowance element has a fixed pre-set value.

Defaults in the start date from the

previous screen, although it is unlikely

to be a date other than this, the

effective can be overridden if required.

Enter full time equivalent annual salary.

Enter the review date if appropriate or

select the date from the calendar icon.

Select the appropriate allowance from the drop

down list available, salary annual has only been

used an example and will not be relevant to all

employees: The fields you need to complete for

the allowance or deduction that has been

selected will then appear on the screen.

The boxes below appear when salary annual

allowance is selected.

The on-going flag is defaulted in, to change this so that the element payment is ended at a

set date use the end date field. Click the flag in the on-going box, the flag will be removed

and the end date box will appear for the end date to be entered as required.

If left blank the cost code will default to the assignment costing already held. It is unusual

to charge an allowance to a different costing, however, if required this field should be

completed.

Example format 01|31|RB05|1234 NB. The pipe symbol ‘|’ between segments, is next to the

shift key on the left hand-side of the keyboard, hold shift and press that key. If you do not

enter the pipe signs the error message below will appear, enter the pipe signs to proceed.

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After checking the details entered are correct, click to continue with this action or click

to return to the previous page.

Stage 2: Review

A review page will be displayed, use this to check your data entry is correct. You can save this

page as an electronic copy or a hard copy. A partial screen shot is shown below:

Click where there are more allowances to add and complete

the required fields as appropriate. After checking the details entered are correct, click

if there are or if details are incorrect click the update pencil to correct the data as you can

still review and amend the details should you notice an error at this stage.

After checking the information entered is correct, click button, or click , or

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A confirmation message will apppear Click button or the click the home link at the

top of the page.

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Stage 2: Sumbission and Approval Notifications **NB Best practise recommendation for Future Dated starters is where possible (taking account

of the start date in and the payroll deadlines), to delay making the approval until the employee

has taken up the position on the first day of employment. This will prevent overpayment of

salary.

ePayroll Administrator Work list: Notification of successful transaction

ePayroll Approver Work list: Notification for Approval

Full guidance on the functions available within the ePayroll Notifications (such as return for correction) and how to manage your Work list is available in the ePayroll user Guide: The Basics to Get You Started.

From column: An item sent by SYSADMIN will appear.

From column: An item sent by the ePayroll Administrator, their name will appear.

Subject column: The notification details the name of the transaction and the name of the ePayroll Administrator that has proposed this transaction for your approval.

Subject column: The notification details the name of the transaction and that it has been sent for manager approval.

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Appendix A

ePayroll: Data Excluded by Design, Overview Table

New Hire Data Excluded from ePayroll by Design for Handling by Payroll

Data submission details: Postal Address: Essex County Council, Payroll, Corporate Operations, County Hall Chelmsford, Essex,CM1 1LX email address: [email protected]

Data Form Name Data

Submission Methods

Adding an Allowance or Deduction for a new starter

that is not available to select on ePayroll

ESURFA form email form Adding a Dfe Reference Number for a new Teacher

Amending a National Insurance Number for a new starter that has been entered incorrectly on ePayroll

Amending a Start Date for a new starter that has been entered incorrectly on ePayroll

New starter where the effective start date is over 90 days ago. Set up the starter as usual but also notify payroll because the system safeguards will prevent such a large back dated payment for a new starter.

ESURFA form email form

Continuous Service for Teachers: Required should the employee apply for Maternity Leave

ML1 form

Scan & email

document

Or

Post hard copy

document

National Insurance Table Letter: If the employee has reached the age where they

are exempt from paying National Insurance, proof age must be provided.

Acceptable evidence: Copy birth certificate/passport or National Insurance Certificate/Letter of Age Exemption

Take a copy for the School Personnel file

Copy birth

certificate or

passport

National Insurance

Certificate or Letter

of Age Exemption

Scan the

document

Opt out applications for LG Pension and Teacher Pension Scheme

Detailed in this guide next to the ‘Pension’ field


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Version Control

Documentation

Name Reason for Change Date Completed Issue Date

Payroll Guide for:

How to Set-up a

New Employee

V1.0

Guide format and content changed

to better meet the needs of Payroll

Customers

Added Essex Education Service,

Schools HR Advice

Added Pension Advice

Added processes handled by the

Essex Payroll team that are notified

to payroll outside of ePayroll.

Format changed to provided guide

for end to end process with step by

step instructions.

November 2014 November 2014

Payroll Guide for:

How to Set-up a

New Employee

V2.1

Added email address information for teachers. Added Teachers Pensions Scheme

changes information

Apr 2015 May 2015

Payroll Guide for:

How to Set-up a

New Employee

V2.2

Added Decision Tree for: Selecting a Pension Scheme on

appointing to a new job with

Teacher Terms and Conditions

Updated Pensions Tables with

amended advice from Teachers

Records

November 2015 November 2015

P46/Tax Declaration Where no P45 provided the employee must

complete the Tax Declaration Section of our Personal Information form (available on the Oracle Payroll Page on the Schools info link)

Take a copy for the School Personnel file

Personal Information Form, tax declaration page only

Scan & email

document

Or

Post hard copy

document

Tax NB. If neither of the forms above is provided to Payroll, tax will be deducted at Basic Rate. Selecting a tax declaration on ePayroll does not change a tax code (it purely for reporting purposes)

Removing/Deleting an entire Starter Record from ePayroll. For use where for example a new starter record has been created but the employee did not actually take up employment

ESURFA form email form

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Updated email addresses to single

point of contact at Schools Service

Centre

Payroll Guide for:

How to Set-up a

New Employee

V2.3

Added scannable pension opt out information. Added hyperlinks to schools infolink. Added email contcats details on some fields

August 2016 September

2016

payroll guidance - essex schools infolink · 2018-05-23 · up a new post. payroll guide for: ......

Documents