The Newcastle upon Tyne Hospitals NHS Foundation Trust. Employment Policies and Procedures. Departmental Timesheets Procedure for Completion

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1 The Newcastle upon Tyne Hospitals NHS Foundation Trust Employment Policies and Procedures Departmental Timesheets Procedure for Completion Version No.: 3.1 Effective From: 30 July 2013 Expiry Date: 30 July 2016 Date Ratified: 3 July 2013 Ratified By: Employment Policies & Procedures Consultative Group 1 Introduction 1.1 Departmental Timesheets/ERA are to ensure that the payment of basic pay and certain additional payments to basic pay, such as payment for additional hours, unsocial hours, overtime and on-call/stand-by, is verified and authorised by the relevant manager in advance of payday each month. 1.2 Departmental Timesheets/ERA show the name of the ward/department that employees on the Timesheet are recorded against for financial purposes - this description links to financial cost centre codes. 1.3 Departmental Timesheets/ERA are the prime document for the recording and notification of errors/omissions of staff details against the cost centre. Any errors/omissions must be highlighted in accordance with the instructions below and a copy of the Timesheet should be sent to the Workforce Planning Section in the Human Resources Department, Freeman Hospital for action. 2 Scope 2.1 This policy applies to all staff, excluding those employed under Medical and Dental Staffs Terms and Conditions of Service. 2.2 It applies to paper-based Departmental Timesheets, those processed electronically and ERA. 2.3 Additional payments to basic pay that must be included on a Departmental Timesheet, or recorded in ERA System are: Payment Additional Hours (excludes on-call/ stand-by/sleep-in) Enhanced [Unsocial] Hours Definition Hours worked by part-time staff over and above their normal contracted hours, but less than full time hours Hours worked per week within standard hours (37½ per week) between 8.00pm and 6.00am Monday to Friday, and all hours worked on a Saturday, Sunday or Bank Holiday (midnight to midnight). Page 1 of 9

2 Payment Overtime (excludes on-call/ stand-by/sleep-in) On-Call/Stand-by/ Sleep-in: Allowance On-Call/Stand-by/ Sleep-in: Work Done Waiting List Initiative Definition (NB Enhanced hours cannot be claimed during overtime or work done whilst oncall/stand-by/sleep-in) Hours worked in excess of standard (full time) hours i.e. more than 37½ per week. (Part-time staff cannot claim overtime rate until they have exceeded 37½ per week) Payment for each occasion an employee is available on-call/stand-by, AND any advice given by telephone during that time subject to agreement by the manager Hours worked having been called in to work whilst available on-call/stand-by. (NB Some existing on-call/stand-by payments provide for a flat-rate for call-outs e.g. xx for first 2 hours, therefore, claims must be made accordingly. For example, claims cannot be made twice for the same hours e.g. work done hourly rate plus flat-rate call-out) Payment for hours worked as part of approved Waiting List Initiative activity 2.4 There is no change to existing arrangements for processing claims for travel expenses and telephone reimbursement. These remain subject to the Trust s Batch-Header policy which is available on the Intranet under Policies and Procedures. 3 Aims The aim of the procedure is to ensure that the appropriate documentation is completed, verified and authorised by the relevant manager in advance of payday each month. 4 Duties and responsibilities 4.1 The Executive Team is accountable to the Trust Board for ensuring Trust-wide compliance with policy. 4.2 Directorate managers and heads of service are responsible to the Executive Team for ensuring policy implementation. 4.3 Managers are responsible for ensuring policy implementation and compliance in their area(s). 4.4 Staff are responsible for complying with policy. 5 Procedure Page 2 of 9

3 5.1 Staff must: a) complete a personal claim form for claiming additional payments to their basic salary. b) submit their claim form to their manager at the end of each month to which the claim relates. c) ensure claims are made only in accordance with terms and conditions (see guidance on back of personal claim form and paragraph 5.6 onwards in this document), are accurate, signed and dated. d) ensure any corrections are struck through with a single line so that the incorrect entry remains readable. e) ensure they put their signature and date next to any corrections they have made. f) If live with ERA Payroll follow the ERA Employee payroll check 5.2 Managers must ensure: a) staff claims for additional payments are checked and verified by the appropriate line manager before being authorised. Any corrections made by the manager must be struck through with a single line so that the incorrect entry remains readable, and they must put their signature and date next to it. b) staff claim forms are retained after authorisation and not given back to the employee (forms must be kept for 2 years after the end of the period to which they relate for reference and audit purposes). c) the information on personal claim forms is collated and added in summary form to the Departmental Timesheets at the end of each month to which claims relate in accordance with the instructions below. This includes adding any new starters to ensure they are paid, and highlighting any leavers to avoid overpayments. d) Departmental Timesheets are checked and verified before being authorised. Departments live with the ERA payroll functionality must follow the ERA Payroll process outlined in the Payroll Approval SOP (managers must not authorise their own pay or enhancements on a Departmental Timesheet another authorised signatory should countersign against their name. (For electronic Timesheets, the other counter signatory should Payroll separately) e) Authorised Departmental Timesheets are sent to the Human Resources Department for pick-up by the Payroll courier service. ERA Pay files will be directly sent to Payroll (Electronic Timesheets should be ed directly to Payroll) f) A copy of all Departmental Timesheets (including electronic versions) is kept for 2 years after the end of the period to which they relate for reference and audit purposes. A copy of the ERA payroll report must be kept for a period of 2 years. 5.3 Departmental Timesheets are produced each month by the Payroll Department in pre-printed payroll order - see example attached to the policy. Areas live with ERA Payroll will run the payroll report each month. Page 3 of 9

4 5.4 For each employee assigned to the organisational code reference (top right hand corner), the timesheet shows the following information: a) assignment (ESR) number b) contracted weekly hours c) name d) pay band 5.5 Managers must amend any incorrect details as follows: a) strike through the relevant part with a single line so that the incorrect entry remains readable b) sign and date each correction c) write the effective date of change in the Remarks column d) (Electronic Timesheets should have changes tracked on them) 5.6 Enhanced [Unsocial] Hours, Overtime Section This section is divided into columns for various categories of enhanced [unsocial] hours and overtime. These columns are sub-divided into two rows: - Top line: Additional hours worked by part-time staff, and enhanced hours worked by all staff. (Unsocial hours worked by a full timer on a week day, excluding Bank Holidays, must be recorded in column: Uns [Unsocial], in the box above the one that is shaded) - Bottom line: Overtime a) Enhanced [Unsocial] Hours i. Adjustment to Part-time Hours. Enter total additional hours worked by a parttime employee. Where additional hours exceed full time, the number of hours that exceed full time must be entered in the relevant overtime box only. Do not record overtime hours in any other section, such as unsocial hours, as they are not subject to enhancement and could result in an overpayment; and do not include any additional hours worked attributable to work done whilst on-call or stand-by as this must be entered in the on-call/stand-by section. ii. iii. iv. Saturday. Enter total hours worked between midnight and midnight on Saturdays in the previous calendar month. Sunday. Enter total hours worked between midnight and midnight on Sundays in the previous calendar month. Night. Enter total hours worked in the previous calendar month which should be considered for night duty enhancement. Do not include any hours worked between midnight on Friday night and midnight on Monday morning, or Page 4 of 9

5 v. Unsocial Hours. Enter any hours worked between 8.00pm and 6.00am that are not part of a night shift in the previous calendar month. Do not include any hours worked between midnight on Friday and midnight on Monday morning, or midnight to midnight on Public Holidays as they should be recorded under Saturday, Sunday or Public Holiday as appropriate. If more than half the hours of a continuous evening or night shift on a weekday (other than a Public Holiday) are worked during the hours of 8.00pm to 6.00am, enhanced rate applies to the whole shift. vi. Public Holiday. Enter all hours worked between midnight and midnight on Bank Holidays in the previous calendar month. b) Overtime i. Weekday. Enter total overtime hours worked between Monday and Friday in the previous calendar month that would not be considered as night duty hours. ii. iii. iv. Saturday. Enter total overtime hours worked between midnight and midnight on Saturdays in the previous calendar month. Sunday. Enter total overtime hours worked between midnight and midnight on Sundays in the previous calendar month. Bank Holiday. Enter total hours worked between midnight and midnight on Bank Holidays in the previous calendar month. Page 5 of 9

6 5.7 Leave Section Record any period(s) of unpaid leave only. 5.8 On-Call/Stand-by/Emergency Calls Section a) Type enter relevant identifier: on-call = OC; stand-by = ST; sleep-in = SL; emergency duty = ED b) Mon-Fri, Saturday, Sunday, Bank Holiday (BH) Top line (for payment of availability allowance ): Enter number of periods of on-call/stand-by Bottom line (for payment of work done ): Enter number of hours/sessions/ occasions actually called in to work and any advice given by telephone (as appropriate see table in 2.3) 5.9 Waiting List Initiative Payments These should be detailed in the Remarks column and clearly marked WLI Date of Leaving [Leavers] Section The date on which an employee is leaving the Trust must be entered in this column. If a deduction is to be made from final pay, for example, due to overtaken annual leave or as a consequence of a salary sacrifice arrangement, details must be provided in the Remarks column. Notification of leavers via the Departmental Timesheet is an additional step in procedures to avoid overpayments to staff. Managers are reminded that leavers must be notified to the Human Resources Department immediately when it is know a person is leaving see Staff Leaving the Trust procedure on the intranet Remarks Section Any additional information that may be necessary to ensure accurate payment of salary should be entered in the Remarks column 5.12 Miscellaneous a) Completion. All Departmental Timesheets must be completed in ink, ballpoint or typescript. Any blank boxes must have a single line drawn through them to avoid any entries being added after authorisation b) Corrections. On no account may any kind of eradicator be used on Departmental Timesheets or individual claim forms. The only permitted method of making a correction is by drawing a single line through the item to be changed (so that the original entry remains readable) and inserting Page 6 of 9

7 the correct details. The person making the correction must put their signature and date next to each change. No overwriting or erasure is acceptable. c) Nil Returns. A single line must be drawn through all boxes where no entry has been made and the Departmental Timesheet must still be completed and processed in accordance with this policy. d) New Employees. Add the employee s name, job title and pay band to the bottom of the Timesheet and provide details of payments to be made. e) Authorisation. Departmental Timesheets must be certified by an *authorized signatory or, in their absence, a designated deputy. Payroll must hold a sample signature of the authorizing officer. Managers must not authorize their own pay or enhancements on a Departmental Timesheet. (* Authorisation must be in accordance with the Trust s Corporate Governance Manual: Scheme of Delegation i.e. the authorized signatory should normally be at level 2 [Directorate Manager/Head of Department] or above) f) Submission. All officers responsible for submitting information to the Payroll Department shall do so promptly and in line with scheduled deadlines issued by Payroll and/or HR g) Queries/Assistance: Contact Payroll on Tel: or your Human Resources Officer. 6 Training Training will be provided by the Human Resources Department to managers following implementation of the procedure. 7 Equality and Diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way services are provided and the way staff are treated reflects their individual needs and does not unlawfully discriminate against individuals or groups. This policy has been properly assessed. Page 7 of 9

8 8 Monitoring Compliance with the Policy Standard / Process / Monitoring and Audit Issue Method By Committee Frequency On a monthly basis Payroll and HR/Payroll/ HR/ Payroll/ Monthly identifying; Finance records Finance/ Finance/ Number and value of and Audit Leads Audit meeting reason for overpayments 9 Consultation and Review of this Policy This policy has been reviewed in consultation with the Employment Policies and Procedures Consultative Group 10 Implementation of the Policy (including raising awareness) A summary of the key changes will be notified to managers following implementation. Further advice and guidance will be available from the Human Resources Department. 11 Additional Documents Staff Leaving the Trust Procedure pdf Author: Employment Policies and Procedures Consultative Group. Page 8 of 9

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10 THE NEWCASTLE UPON TYNE HOSPITALS NHS FOUNDATION TRUST IMPACT ASSESSMENT SCREENING FORM A This form must be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval. Policy Title: Departmental Timesheets Procedure for Completion Policy Author: Ms K Pearce Senior HR Manager (Projects) 1. Does the policy/guidance affect one group less or more favourably than another on the basis of the following: (* denotes protected characteristics under the Equality Act 2010) Yes/No? You must provide evidence to support your response: Policy applies does not affect any group more or less favourably than another and is underpinned by the Trust s overriding policy on Equal Opportunities. Race * ) Ethnic origins (including gypsies and travellers) ) Nationality ) Gender * ) see above Culture ) Religion or belief * ) Sexual orientation including lesbian, gay and bisexual people * ) Age * ) Disability learning difficulties, physical disability, sensory impairment and ) mental health problems * Gender reassignment * ) Marriage and civil partnership * ) 2. Is there any evidence that some groups are affected differently? There is no evidence to support any group is affected differently 3. If you have identified potential discrimination which can include associative n/a discrimination i.e. direct discrimination against someone because they associate with another person who possesses a protected characteristic, are any exceptions valid, legal and/or justifiable? 4(a). Is the impact of the policy/guidance likely to be negative? No (If yes, please answer sections 4(b) to 4(d)). 4(b). If so can the impact be avoided? n/a 4(c). What alternatives are there to achieving the policy/guidance without the impact? n/a 4(d) Can we reduce the impact by taking different action? n/a Comments: Action Plan due (or Not Applicable): Name and Designation of Person responsible for completion of this form: Ms K Pearce, Senior HR Manager (Projects) Date: 19 April 2013 Names & Designations of those involved in the impact assessment screening process: Employment Polices and Procedures Consultation Group (If any reader of this procedural document identifies a potential discriminatory impact that has not been identified on this form, please refer to the Policy Author identified above, together with any suggestions for the actions required to avoid/reduce this impact