Payroll Guidance Online Payslips

Transcription

1 Payroll Guidance Online Payslips Produced by Corporate Operations Version 1.0 Date: September 2015 For further support please contact the Corporate Service Centre: Tel:

2 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: Employee Online Payslip 2 epayroll Design Overview 2 Complex Data Excluded by Design 2 Finding Employee epayroll Records for the Same Employing Organisation 3 epayroll Search Facility 3 epayroll employee listing online report can be used as an alternative to the search 4 epayroll Employee Online Payslip Process 4 Version Control 5

3 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 process are noted below: Workplace Pension legislation denotes that each job is assessed and reported seperately, as does the new Local Government Pension Scheme Assessments for redundancy entitlements may also be assessed on each job. It must therefore be clear that the assignment for the job is closed after the redundancy and final salary payments have been processed. If the person is then 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, Education 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, Making Changes to 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. The guide can found on the schools info link on our Oracle Payroll page. 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: epayroll approvals for all transactions Submission of ESURFA forms via and/or hard copy documents for receipt in the ECC Payroll Department Should a deadline be missed, the change may not be applied until the following pay period. If you are concerned this will result in a significent over/under payment of salary please contact our Corporate Service Centre to speak to our Payroll Customer Advisors using the contact details below: Telephone number: schools.servicecentre@essex.gov.uk

4 Introduction to Payroll Guide for: Employee Online Payslip Welcome to the guide for Employee Online Payslip. It will take you through each step of the employee online payslip process 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 Education HR Service 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. Although we are fully committed to maintaining this additional advice, withdrawal may be initiated if continued support from the third parties cannot be obtained. The guide can found on the schools info link on our Oracle Payroll page. We strongly recommend that you read this new guide at least once, after which you can use it as a reference document. 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 terminate an employment you must use the Termination 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 processing team. See below for more information: Complex Data Excluded by Design Our processing team handle temporary payments that are due as a result of the employment ending, such as Redundancy or Holiday Pay and alterations to the leaving date after the transaction has been approved. You will also need to notify the processing team that you have processed a termination for any employees on prolonged periods of unpaid leave, maternity leave or those on a gradual return to work programme at the date of leaving. This allows the team to assess any impacts on contractual/statutory entitlements and payments due to the employee. 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 termination process is available in Appendix A at the back of the guide.

5 Finding employee epayroll records for the same employing organisation 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. It is most likely that the epayroll School Administrator will be familiar with the appointments held at their own school; however for new administrators the search facility can be useful to see how many current payroll assignments are held by an employee with the same employing organisation. However, should you venture into the wrong transaction the system will display an error message directing you to use the new additional assignment process. If this is the case this message appears at a very early stage in the process. Click on the plus sign next to epayroll School Administrator link to expand the menu. Click twice on the Assignment Change..link. Type the employee surname in the Name field. 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

6 epayroll employee listing online report can be used as an alternative to the search Click on the plus sign next to the epayroll Schools Reports link to run the employee listing report. This may be useful if you are performing a large 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. To see the full guidance on running the report and exporting/saving data, see our payroll page on the Essex Schools InfoLink. epayroll employee online payslip If you are logged into epayroll but not on the page that is displaying the main menu, click the home link at the top of the page. Click on the plus sign next to epayroll School Administrator link to expand the menu. Click on the employee Online Payslip link to start the data entry process. *Please ensure that all information entered on epayroll is typed in or selected from the values available.* Never copy and paste text into any field as this may result in system errors. Type the employee surname or the first few characters, in the Name field. Unless: You are an epayroll Administrator making an update to your own record. In this case, leave the name field blank and your record will automatically be displayed. Click Go to initiate the search for payroll records with the same employer. Click the Green Arrow in the Action column to select the record you wish to view.

7 The next page displayed will show the most recent pay advice for the employee selected. To change the pay advice shown please amend the drop down named choose a payslip to the relevant month and then click Go. If the employee has multiple assignments then these can be viewed under pay advices named run 2, run 3 etc. Version Control Documentation Name Payroll Guide for: employee online payslip V1.0 Reason for Change Section Page Guide format and content changed to better meet the needs of customers Added Education HR Advice Added Pension Advice Added processes handled by the ECC 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. All sections All pages Date Completed September 2015 Issue Date September 2015