Devon Payroll Services Schools Newsletter

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1 Devon Payroll Services Schools Newsletter SEPTEMBER 2012 Welcome back. Contact Details Payroll Operations Tel: fax: Payroll web pages Payroll Payroll Control & Compliance Tel: Tel: Payroll Car-Plan Team Tel: This newsletter is designed to assist new members of staff, keep you updated of changes and provide useful information. We hope you enjoy this and future issues of our newsletter. Please let us have your suggestions for future content, ideas or improvement by ing us at Contacting us - rather than using a personal contact please the payroll mailbox. This will ensure your can be dealt with promptly in the event your contact is out of the office. It would also be helpful if you could include a contact telephone number in the . Payroll telephones are available 0830 to 1700 Monday to Thursday & 0830 to 1630 Friday. IMPORTANT - Faxing Payroll forms if you fax through any paperwork to Payroll, please do NOT send through the original document, as this may cause duplication and possible overpayments. The only exception to this is P45 s where original paperwork is required.

2 New Information Schools Newsletter Local Government Pension Scheme To comply with auto enrolment, the Local Government Pensions Scheme will be allowing casual employees to join the pension scheme from the 1 October Auto enrolment stipulates that all employees have to be given access to a pension scheme, which has facilitated the change. Further information will follow in due course. Changes of hours for annualised hours staff For all changes of hours please ensure you complete the "Paid weeks per Annum" details on the Prism 3/Prism3X. Guidelines for usage of Prism 3 form Form Prism 3 is to be used for existing contracts only. It is to be used for changes to contracts where there is no change to position, job or grade. For transfers to different job/position or grade within your school please use a Prism 3X. Any incorrect forms received will be returned and may result in a delay in implementation.

3 Schools Newsletter Information for new office staff and reminders for existing Payment of School Staff All amendments and claims need to be received by payroll by the deadlines on our web page if they are going to be included in that month s payroll. Please remember to write the employee s assignment number on all payroll forms, ensuring that you enter the correct number if they have more than one assignment. The first six numbers are the employee s pay number and the number after the dash denotes the number of the assignment. For example a Teaching Assistant may also work as a Mealtime Assistant and may therefore have for the Teaching Assistant post and for the Mealtime Assistant. The wrong assignment number may result in payments against the wrong post or changes to the wrong person, so it is particularly important that the correct number is used. Payroll Forms Payroll forms are updated regularly, please ensure that you are using the most recent version by printing them as and when required from the payroll page on the Source. When you are printing forms please ensure that you print both sides, as guidance notes are generally printed on the reverse. This can be found by using the following link and selecting Forms and Deadlines. If you do not have access to the Source please contact the IT Helpdesk on If you have any queries in filling in the forms, please feel free to contact a member of the payroll team. Missing data on Paper Claims Any paper claims which arrive in Payroll with essential data missing will be returned to the Manager, or to the employee s home address if the Establishment is not shown on the claim. This may result in the claim missing the deadline for the current month, so it is important to check that you have completed the form correctly. Payment of staff paid on Contract / By Claim Please note that staff on contract are paid currently (e.g. a starter on 1 January would receive their first salary payment at the end of January). Casual staff are paid a month in arrears provided that the claim is received in payroll on time. (See Payroll Deadlines ). We would be grateful if you would make your staff aware of this as we receive enquiries from leavers, paid on contract, who think that they are paid a month in arrears.

4 Schools Newsletter Employees paid term time on the "annual hours" basis. Please note that if a member of staff is paid on an annual hours basis and they start their contract on the first working day of the Autumn term, they should be paid from the 1 September. Full guidance for staff paid on annual hours is provided in the following link:- Annual Hours - School based staff JE Job Numbers To speed up processing in Payroll, it would be helpful if you could enter the job number and position number on all amendments to grades and to starter forms if known. This will help us to ensure that payments are in line with the JE process. INFORMATION RELATING TO TEACHING STAFF Assessment of New Teachers Please ensure that all Prism 1T forms are completed with DfEE numbers. If you do not know the DfEE number we are able to request the number from Teachers' Pensions, but this is only possible if we have the National Insurance number and the date of birth. It is essential that you enter these on the Prism 1T forms for all cases where the DfEE number is not provided. Payment of Teachers by claim In order to correctly identify payments which should be treated as pensionable in line with Teachers Pay and Conditions it is very important the correct claim forms are used. Failure to use the correct forms will have a future impact on the Teachers pension and the schools budget if penalties are incurred by Teachers Pensions. Prism 14 Full-time Teacher claiming additional payment for continued professional development, the provision of initial teacher training or out of school learning activities. This form should only be used for full-time Teachers, as extra part-time hours and supply teaching can still be sent through the claims preparation software. Prism 7T Part-time teacher claiming additional payments for teaching which cannot be submitted through the claims preparation software. or Non-contract teacher claiming payment for teaching which cannot be submitted through the Claims Preparation Software.

5 Schools Newsletter Prism 7M Teachers claiming additional payments not covered by Teachers Pay and Conditions, for example, lunch time duties. Please ensure the Job Title indicates the work for which the claim refers to (not their substantive post). Teachers Change of Name Teachers Pensions require that payroll hold a signed statement from Teachers, authorising an update to their Pension records following a change in name. As a result all name changes must be notified on form PRiSM 4, we will be unable to make the change if it is notified in any other format. Teachers Opt In/Out forms Would you please ensure that all Teachers Pension opt in/opt out forms are sent to Payroll and not straight to Teachers Pensions. Please do not complete the forms yourselves. We have had instances where Payroll has not received the form and deductions have not been made. When the error comes to light the Teachers Pensions will charge interest on the amount of contributions due. Maternity Maternity/Adoption/Additional Paternity Leave - Keeping In Touch Days Please note that the Keeping In Touch Days form, and also guidance notes for completion, can be found on the Guidance and Policy website (see link below) Maternity and Adoption Support Leave Payroll must be notified of employees who wish to take a period of Maternity or Adoption Support Leave BEFORE the employee has actually taken their leave. This is to enable Payroll to assess their entitlement to Contractual and Statutory Paternity Pay, and then write to the employee to let them know details of their entitlements, before they actually go on leave. Therefore, as soon as the employee notifies you of their intention to take leave, please inform Payroll accordingly. Please see Section 4.1 to 6.1 on Page 4 of the Maternity and Adoption Support Leave policy for details of the procedure (see link below).

6 Academy Status Schools Newsletter If your school is considering Academy status, please contact Tracy Faulkner ), or if unavailable, Wendy Smith or Janine Kelly as soon as possible, so we can discuss your transfer to an Academy and provide details of our services to Academies. Thank you Devon Payroll Services

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