STANDARD FINANCIAL PROCEDURES PAYROLL SERVICES. Updated with changes following introduction of ESR and Audit Report

Transcription

1 STANDARD FINANCIAL PROCEDURES PAYROLL SERVICES Rev Date Purpose of Issue/Description of Change PTHB June 2005 HR057 Planned Review Date 31/03/2011 August 2008 Updated with changes following introduction of ESR and Audit Report April 2009 Approved by Internal Audit August 2008 Bwrdd Iechyd Addysgu Powys yw enw gweithredol Bwrdd Iechyd Lleol Addysgu Powys Powys Teaching Health Board is the operational name of Powys Teaching Local Health Board Page 1 of 28

2 Standard Financial Procedures Payroll Services 1. Introduction 2. Staff Payments 3. Management 4. Authorised Signatories 5. Operational Procedures Recruitment and Selection Staff Enrolment/Commencement Form Contracts of Employment Exception Reporting (for Payments) Absence through Sickness and Injury Annual Leave Bank Holidays Maternity/Paternity/Adoption/Parental Leave Rates of pay and Conditions of Service Employee Information on Monthly Payments Contractual Changes Temporary Movement into a higher pay band Termination Forms End of Year Details and Processes On Call Payments Professional Registrations 6. National Pay Awards 7. Removal and Associated Expenses 8. Pension Scheme 9. Travel and Associated Expenses Management/Staff Responsibility/ Managers Responsibility All Claimants Page 2 of 28

3 Powys Teaching Health Board Standard Financial Procedures Payroll Services 1. Introduction The Board shall delegate the responsibility of the Electronic Staff Record (ESR) and Payment to staff to the Director of Human Resources The HR Payroll Services Department is part of the Human Resources Directorate and is responsible for the payment of employees under the employment of Powys Teaching Health Board. Powys Teaching Health Board pays staff through the nationally procured NHS payroll System Electronic Staff Record, this system is an integrated HR and Payroll System and is managed by an ESR Lead. The ESR system is based on a structured data base of locally created work structures. The work structure in ESR is built up of Locations, Organisations, positions and Assignments, the ESR Project Boards agreed to adopt the Financial Structure for the THB:- Locations Organisations Positions Assignments = Hospitals, Surgeries, clinics = Directorates/ Budget details = Posts, job descriptions = Employees, contracts of employment Each of the above are linked to valid fields created in the system in readiness for go live in November No new positions, organisations or locations are created in work structure without authorisation from finance using a pre agreed process. It is the responsibility of the Systems Administrator in HR to add or remove work structure changes, using authorised forms signed by a member of the Finance Department. After each payroll run a Ledger report is created by the ESR Operational Payroll Manager and passed to the Finance hub for down loading into the ledger system. The Finance Budget code is encrypted into the Organisation and the position of the employee is attached to a valid organisation, therefore if the correct organisation has been used the Pay expenses will be accounted to the correct Budget in the Ledger system. Any wrong coding of expenditure of Pay has to be corrected using the attaching the position to the correct organisation, using the work structure process. Page 3 of 28

4 Bank Staff will have a bucket position with a dummy financial code, on completion of work a bank timesheet will be completed with the valid financial code entered by the manager. When processing, Payroll staff will enter the manager s code. Any Bank Timesheet received without a valid Budget code will result in the timesheet being returned to the manager and a delay in payment will be experienced. 2. Staff Payments 2.1 These Procedures should be read in conjunction with Powys Teaching Health Board s Financial Instruction. 2.2 These procedures are to be followed at all times and must be brought to the attention of all staff receiving payments under the Terms and Conditions of Service or Associated Expenses. 2.3 ESR operates a positive payment system and therefore staff will automatically receive a twelfth of their salary each month and any exceptions such as Unsocial hours will be recorded and paid on appropriate authorised Exception sheets. 2.4 Salaries can only be claimed in respect of staff currently employed in the authorised positions and in accordance with the employee's contracts of service, terms and conditions of service and THB Policies. The detailed regulations are set out in Agenda for Change Handbooks, which are amended from time to time by the issue of 'Advance Letters' and Conditions of Service changes. Advice on the conditions of service and handbooks is available on the intranet and through the DoH Website. 2.5 Control features within this procedure must ensure; - Segregation of duties is adequate; Permanent and temporary variations to the Payroll are valid and appropriately authorised. Management information in respect of manpower is timely and adequate. 2.6 The principals contained in the procedures are applicable to all Hospitals, Departments and staff within the THB. It should be noted that standard, commencement, changes, terminations Absence, exception time records and travel forms should be used at all times. 2.7 Payment to staff is made by BACS payments on the 20 th day of the month, unless the 20 th falls on a weekend or Bank Holiday when the previous working day (Monday to Friday) will be used. 2.8 The Nationally Procured ESR system is the only payment system used to pay staff in the THB. The system is an Oracle Data base and is managed by McKesson. Page 4 of 28

5 2.9 Staff using the Payroll and Recruitment modules of the ESR system have been fully trained in the processes required to use the system Finance staff have been fully trained in the Financial aspect of the system and the Finance Hub for downloading of Ledger information The System is managed by the Systems Administrator and access is given under strict control and written acceptance of the Data protection issues of reading or making amendments to the live data base. The ability to write reports from the system is also strictly controlled due to the sensitive information contained and Data Protection and Confidentiality The Authorised signatories list and levels of responsibility of authorisation of Pay and Recruitment documentation is managed by the Finance Department who notify payroll of changes or additions to the list. 3. Management Responsibilities 3.1 Authorised Directorate Managers/General Manager/Heads of Department/Hospital/Line Managers are responsible for: - a. Ensuring that all staff for whom he/she is managerially responsible is operating within the criteria of these procedures, Terms and Conditions of Service and Policies of the THB. b. Ensuring that appropriate staff are properly trained and advised in the requirements of this procedure and relevant documents. c. Reporting to the Director of Finance any breakdown in operational procedure that may result in fraud or overpayments. d. Ensuring that procedures and processes exist to record local Annual Leave, Flexi and Time in lieu. e. Strict monitoring of overtime and on call payments. f. Strict monitoring to ensure compliance with the working time directive. g. Ensuring that the procedures are followed for Absences notifications, terminations and change of contracts to avoid overpayments. 3.2 Authorised Signatories and Appointing officers are responsible for;- a. Ensuring that enrolments, staff changes, terminations, time records and travel claims etc. are authorised within in accordance with the Terms and Conditions of Service, Policies and these procedures. b. Reporting to the HR Payroll Services Manager any concerns regarding the completion of the above documentation, that may result in Fraud or Overpayments. c. Submission of documentation to the Payroll Services Department within given published deadlines. d. Ensuring that documentation is completed in timescales to avoid overpayments. Page 5 of 28

6 3.3 Hospital/Unit Administration Staff are responsible for:- a. Collating pay related information for prompt forwarding to HR Payroll Services Department. b. Answering employee pay queries and/or referring queries to the HR Payroll Services Department. c. Keeping copies of Absence Forms, Changes, Starter and Termination forms submitted to the Payroll Services Department for a minimum of 3 months and Maximum of 12 months 3.4 All Staff are responsible for;- a. Making application for leave of absence within the criteria in the relevant THB Policies and Absence guidance notes. b. Completing Absence Forms accurately, comprehensively and promptly as laid down in the appropriate procedure and/or Policy. 3.5 Director of Human Resources is responsible for;- a. Ensuring that all HR staff for whom he/she is managerially responsible are operating within the criteria laid down in this procedure. b. Ensuring that the appropriate staff are properly trained in the requirements of this procedure. c. Reporting to the Director of Finance any breakdown in operational procedure which may result in Fraud or Overpayments. d. Ensuring that Absence including sickness are recorded in the ESR system e. Secure and controlled holding of Personal Files, enrolment, termination, staff changes forms, signed contract etc. and other personal documentation relating to an employee. 3.6 The Human Resources Recruitment Officer is responsible for:- a. Ensuring procedures regarding recruitment, selection, enrolment are managed within the ESR and NHS Jobs System and in line with THB procedures. b. Notifying the Director of Human Resources of any breakdown in operational procedures. 3.7 HR Payroll Services and ESR Operational Manager are responsible for: a. Ensuring that all HR Payroll staff for whom he/she is managerially responsible is operating within the criteria laid down in this procedure. b. Ensuring that the payroll is processed in line with Terms and Conditions of Service and policies/adopted policies of the THB. c. Ensuring that appropriate staff are properly trained in the use of the ESR system and these procedure. d. Reporting to the Director of Finance any breakdown in operational procedure which may result in Fraud or Overpayments. e. Ensuring that procedures exist to record all absences in line with the terms and conditions of service, WTD and Policies of the THB and Page 6 of 28

7 Absence guidance notes. f. Ensuring that the payroll processing is kept within the tight deadlines to meet the payment by B ACS on the designated pay day each month and year end. g. Payment to staff for exceptions to the basic pay will be on production of an authorised salary return appropriate to the individual or Associated Expenses as appropriate. h. Annual Uplifts to pay and or Allowances will be automatically upgraded in the system in line with ESR updates and Welsh Assembly agreements. i. Confidentiality of staff information is maintained under the Data Protection Act by all staff who access ESR at all times. j. Ensuring personal files are kept up to date with personal correspondence. k. Advising employees and manages where appropriate in relation to Maternity, Paternity, and Adoption, Parental and all other special leave procedures. l. Advising employees and managers where appropriate of terms and Conditions of service where appropriate. 3.8 The HR Payroll Services Staff are responsible for:- a. Ensuring procedures regarding payment of salaries are in line with these procedures. b. Payroll information is shared with individual of government bodies as requested on authorised documentation. c. Notifying the HR Payroll Manager of any breakdown in operational procedures. d. Ensuring that pay is processed within the deadlines set For ESR processing. e. Confidentiality of information under Data Protection of all information held in the payroll department f. Ensure that only authorised documentation is processed for payment. g. Ensuring that pay is processed in line with Terms & Conditions and THB Policies and procedures. 4. Authorised Signatories 4.1 All Temporary and permanent changes in relation to employees pay and change of contract details will be made on standard payroll documentation. 4.2 All documentation in relation to changes to pay must be signed by an Authorised signatory of Powys Teaching Health Board. 4.3 The list of Authorised signatories and levels of responsibility for the organisation will be managed by the Finance Department who will notify Payroll Services of any changes or additions. 4.4 Staff identified as Authorised signatories must be fully conversant with the Terms and Conditions of Service and Policies, Guidance notes and these procedures. 4.5 Documentation received in the HR Payroll Services department without Page 7 of 28

8 appropriate authorisation will be returned to manager. 5. Operational Procedures 5.1 Recruitment and Selection a. Establishment control will be subject to the checks detailed in these Financial Procedures. b. In the event of a vacancy/new post being approved for advert, the Authorised signatory will formally notify the HR Recruitment Department, by means of the appropriate documentation and process. All posts must have a valid ESR Position Number c. The Human Resources Recruitment Officer will process the vacancy through NHS Jobs. Each post must have an up to date job description, personal Specification and KSF outline and be signed by the Authorised signatory for that budget area and an appointing Officer will be identified. d. All Appointing Officer must have completed the Recruitment and Selection Training and any Training updates where applicable and be fully conversant with the Recruitment Policy. e. Electronic Applications for advertised posts will be completed through NHS Jobs. f. The appointing Officer will complete the short listing process on line through NHS jobs. g. Electronic Interview packs will be prepared by the Recruitment Officer and made available for manager access. h. The composition of the appointment panels must include an Appointing Officer who has attended the Recruitment and Selection Training and who is fully conversant with the Terms and Conditions for the recruitment of staff under Agenda for Change and relative HR Policies. (The appointing officer must have attended the Recruitment and Selection training but may not necessarily be the budget manager. The completed proforma must be signed by the relevant budget manager) i. The appointing officer will be responsible for notifying both successful and non-successful candidates. j. The appointing Officer will be responsible for offering the post in line with the Terms and Conditions of Service and Job Advert and will complete and forward the proforma and Interview documentation to the Recruitment office for letter of appointment, reference requests and relevant CRB, Occ. Health Forms etc. to be issued. k. New Staff should be appointed on the minimum of the scale unless there is confirmation and evidence of previous relative experience to the post in relation to the KSF outline. This supporting evidence must be attached to the Commencement form as an Audit Trail. l. Promoted staff will be placed on the appropriate point of the scale in compliance with the A4C Terms and conditions of service. m. It is the appointing officers responsibility to check appropriate professional registration, and relevant Qualifications at time of interview and make a note of the details on the interview documentation and attach copies for the central file. n. Subject to acceptance the member of staff will report to the Appointing Officer or designated Line Manager on their first day of service when the Page 8 of 28

9 enrolment form will be completed. o. The Line Manager will ensure that the appropriate Local and Corporate induction training is organised and takes place. p. The recruitment officer will forward the electronic file to payroll and include relevant documentation (Appointment letter, proforma, Advert details in readiness for payroll to process the new employee in the ESR system for payment. 5.2 Staff Enrolment/Commencement Forms Control of Enrolment Forms a. Enrolment forms are controlled stationary and issued by the Recruitment Department when all pre-employment checks are complete. b. On issue the Recruitment officer records, date sent, appointment officer and name of Candidate in a shared electronic spreadsheet. c. The appointing officer will ensure the form is completed and authorised by the Budget Manager who must be an authorised signature and submit to the Payroll Services Department. d. On receipt of the enrolment form the HR Payroll Services Officer will record the form in the shared electronic spreadsheet. This spreadsheet will be maintained by Recruitment and HR Payroll Services Department respectively. A copy of the form should be retained in the managers file for a period of three months. e. When processing the form the HR Payroll Services Officer will access the electronic Recruitment file for the respective employee and ensure that the correct information on Band, Post details, Hours of work, contract (Bank, Fixed term, Substantive) agrees with the post advertised. f. Where supporting documentation is missing the HR Payroll Services Department will return the form to the authorising manager with the message UNABLE TO PROCESS PLEASE ATTACH SUPPORTING DOCUMENTATION AND RE-SUBMIT Completion of Enrolment Form a. The line manager must complete the Enrolment Form on the first day of the employee commencing his/her post. It is essential that all mandatory fields are completed and the form is signed, the forms should be forwarded to the Recruitment Department without delay and a copy retained locally for a period of 3 months. b. Care should be taken in completing all the details required on the enrolment form, particular attention should be given to grade, designation, department employed, Position details, Hours of work, type of employment e.g. fixed term, temp. Bank etc. and Bank Account details. Failure to complete the form may result in delayed payment. c. New employees must provide their National Insurance Number which must be included on the enrolment form at time of completion, failure to provide an NI number will result in delay of payment. Any P45 and copy final payslip of previous NHS employment should be attached. d. For staff who do not have a P45 the payroll officer will issue a P46 for completion. e. The Recruitment Officer will ensure all details match the post advertised and correspondence applicable to the appointment will be forwarded with Page 9 of 28

10 the form and attachments and to payroll for the processing. f. The Payroll Officer will not process the commencement form without the relevant authorisations and the documentations appropriate to the Advertised post. Documentation to include, Appointment letter, completed proforma, Job description, Personal Specification, National Insurance number, Copy of advert, and Bank or Building Society Account details. Where information is missing the HR Payroll Services Department will return the form to the authorising manager with the message UNABLE TO PROCESS PLEASE ATTACH SUPPORTING DOCUMENTATION AND RE- SUBMIT Processing Enrolment Form a. All Enrolments Forms will be completed and authorised as set out in f above and must include a National Insurance No. and Date of Birth. b. The details on the form e.g. Pay Band, Organisation, position and type of contract, with period if applicable, must agree with the post advertised by checking against the electronic recruitment file. Where details are incomplete or unclear the form will be passed back to the Authorising manager or Recruitment for clarification or amendment. All changes to the form will be initialled by the authorising officer and or employee and resubmitted to payroll for processing. c. Staff will automatically be joined to the Pension Scheme and a form SD502, together with a Pension Equality Form, will be sent by the HR payroll officer to the employee for completion and return where appropriate d. Following process of the Enrolment form the payroll officer will initial and date the form, and advise the employee and manager of the Assignment number. A manual personal file will be created in the payroll Department which will have the employee Name. Location, position and Assignment number on the outside of the folder before entering into the Personal filing system Bank Staff Nursing Powys THB has a Nurse Bank Staff Co-ordinator for control and management of the Nursing Bank and the following procedure will apply:- Where staff are already employed by the THB on a contract of employment, care must be taken to ensure that bank hours worked in addition due do not exceed the 48 hour week under WTD. Managers and staff must also be made aware that under Well Being at Work and Health and Safety annual leave is protected time and working on the bank while on annual leave will not be supported, however working on normal days off is permitted providing the WTD 48 hours rule is not exceeded. 1. New Staff a) The respective Nurse Manager will identify the need for an addition Page 10 of 28

11 intake to the Nursing Bank. This process will follow the recruitment process except that the manager will discuss the vacancy with the Bank Staff Co-ordinator. b) On appointment the new Bank employee will complete commencement form and a Nurse bank questionnaire, the commencement form will be sent to Payroll Services and the Nurse bank Questionnaire will be returned to the Nurse Bank Staff Co-ordinator. 2. Existing Employees a) For existing employees of the THB who make application to join the Nurse bank the respective manager will make contact the Nurse bank Staff Co-ordinator who will:- Forward a Change Form and Bank Staff Questionnaire to the manager for completion. Completed forms will be returned to the HR Payroll Department. Payroll will remove the Bank Staff Questionnaire and return form to the Nursing Bank Staff Co-ordinator. Where a Nursing bank Changes form is received without the questionnaire the changes form will not be processed and will be returned to the respective manager for resubmission. b) Where existing staff are not employed in the Nursing discipline it may be necessary for the manager to follow the recruitment process and have a CRB and Health Check before they are accepted to join the Nursing Bank. Managers should consult the Nursing Bank Staff Coordinator for advice. 2. Other Bank Staff For all other staff the Head of Service or Facility Manager will agree additional staff to work on the Bank. 1. New staff will follow the normal recruitment process. 2. Existing staff will be required to complete a Changes form which can be found on the intranet, the form must be signed by the Budget Manager Assignment (Staff) Numbers a. ESR automatically allocates the Assignment number when the new employee is attached to the payroll. The HR Payroll Services Officer will enter the number on the enrolment form and advise the employee and line manager. b. All correspondence both verbal and written to the HR Payroll Services Department referring to an individual employee, must quote his/her Assignment number, name and hospital or base to ensure proper identification and prompt attention. Page 11 of 28

12 5.3 Contracts of Employment There are 4 types of contract of employment: Substantive (Permanent) Fixed term Bank Term Time only Substantive Has a permanent position in he organisation with all the Terms and conditions of Service and Policies applicable to the post, dependant on length of Service and pro rata for Part Time Staff. Fixed Term Appointment that applies to a specific period of time to cover absence or a piece of work i.e. a project, this employment will have a start and end date. If the employment continues after the original end date the employee will be notified, in writing, of the extension period at least one month before the original end date. This employment may or may not be entitled to all the Terms and Conditions and Policies and will depend on the Fixed term period, also pro rata for part time staff. Bank This appointment is Bank Status, with no contractual hours, the person is requested to work on an as and when basis to cover a shift in an emergency, such as sickness of an individual. Staff are attached to a bucket position in ESR with a Dummy Budget Code, when work is claimed in Bank Timesheets the manager will complete the appropriate budget code to enable correct costing of hours worked. Term Time Only This appointment applies to School Nurses or School Health Visitors, where the appointment covers the Academic year and staff are not expected to work during the school holidays. Staff on this contract will be classed as part time and will have their annual leave entitlement built into to their contract hours. These staff will not be entitled to paid leave during the Academic year and will be paid an equal twelfth if their salary over the twelve month period. The calculation of their part time hours for the contract should be calculated in conjunction with HR Payroll Services. Secondment. (Inward, Outward and Internal) Inward Bound Staff coming to work in Powys THB from another host organisation on Secondment will retain their substantive Conditions of employment and remain on their existing payroll for the duration of the secondment, any travel and associated expenses will be authorised and submitted to the host employer for payment. Pay Costs including expenses will be listed and invoiced from the host organisation to Powys THB. Page 12 of 28

13 Any agreed changes to the substantive contract will be notified in writing and reflected in the pay each month. Outward Bound Staff who take up a secondment outside of Powys THB will remain on their substantive contract and THB will continue to pay their salary and expenses for the duration of the Secondment. Powys THB will Invoice the respective Employer with Pay and Expenses costs as appropriate. Any changes to the contract will be notified in writing and reflected through the pay. Staff will be required to notify the THB of absences and supply medical certificates where appropriate. Internal Staff who have agreement to be seconded within the THB will have the right to return to their substantive grade at the end of the secondment. For the period of secondment the individual will be will be attached, on a fixed term basis, to the seconded post in ESR. Other local agreements may exist and staff may work flexibly with their manager s agreement, provided the request meets the needs of the service. In these cases managers will be responsible for the control and insurances that the hours worked reflect the salary paid. Managers will be required to keep their own records and Audit trail. a. The Human Resources Personnel Department is responsible for completing the contract of employment from the information held in ESR. Contracts of employment must be complete within 2 weeks of the employee commencing employment. Details of the contracts issued will be held in a data base for information. b. Two contracts of employment will be issued for signature, the employee is required to sign and return one copy to the issuing officer who on receipt will enter the return date in the data base and forward the signed copy to HR Payroll Services where it will be retained in the personal file. 5.4 Exception Reporting a. ESR operates on a negative pay system, with exceptions to contract (Overtime, enhancements, additional hours to contract etc) and Associated expenses being entered onto a standard exception time record or Travel Claim forms b. Staff and managers are required to comply with the procedures and published deadlines for Submission of exceptions and Associated Expenses claims. c. All forms submitted must include the Assignment number, name of the employee and be authorised on the Standard Forms supplied. d. Only standard forms will be accepted and any locally created forms will be returned for resubmission using the standard form. Page 13 of 28

14 5.4.1 Monthly Exception Sheets (timesheets) a. Individual staff exception sheets issued by the Payroll Department will be the only recognised authorised returns. The forms must be completed with all the essential information completed for ALL relevant staff claiming unsocial hours payments and must include details of the employee, assignment number and Band with authorisation. b. The Monthly exception sheets are to be submitted to the HR Payroll Services Department on a monthly basis on the dates provided and transported in the official yellow bags provided. c. Only in exceptional circumstance and supported by a written request by the manager will an advance of pay be made for late submission of information and non-payment of exceptions to contract? d. Information entered on the Exception sheets will be processed therefore it is the Authorising officer s responsibility to ensure the exception sheet is completed accurately and information entered will not result in overpayments being made. e. The exception sheet must have all the enhanced payments entered correctly in line with the Terms and Conditions of Service. f. The Line managers is responsible for submitting exception sheets for members of their staff who are on sick leave or unable to complete an exception sheet for reason i.e. maternity leave or sick leave, if they would normally receive enhanced payments for the period. The information entered should be the hours that the individual would have worked had they been in work. g. A staff changes form should be completed for any permanent change of contract hours. h. All staff exception sheets must be certified by the appropriate authorised signatory. And a copy of the return retained locally for a minimum period of three months and a maximum of twelve. Authorised signatories are responsible for the accuracy of the information entered on the returns and must ensure that Off Duty Rotas agree with information requested for payment. i. Any alterations to staff exception sheets must be initialled and agreed with the member of staff before submitting for payment Overtime or Additional Hours Return a. Staff who are required to work over contract hours and require payment for the time worked must complete an Overtime/Additional Hours Recording sheet. This sheet should be completed on a weekly basis and submitted for payment immediately it has been authorised. b. Information of hours worked should not be entered on the above recoding sheet if payment is not to be made and time in lieu is to be taken at a later date. It is the Line managers responsibility to record and manage Time in Lieu locally Under Payments a. Where an underpayment of salary is made in the HR Payroll Services Department as part of processing, it will be at the discretion of the HR Payroll Services Manager or the ESR Operational manager to agree an Page 14 of 28

15 advance of payment. No advance will be written for less than 50 net. b. Where an overpayment of salary is made and identified before pay day the HR Payroll Services Department will have the discretion to cancel the salary and BACS payment and reissue the correct amount by the Pay date. Where the overpayment is identified and there is insufficient time to cancel the BACS payment, the employee will be written to, to notify them of the overpayment and advise of the recovery in the next pay period, in line with the employment law. Where the payment has already been paid into the Bank Account negotiation will be made with the employee on the period of pay back. 5.5 Absence through Sickness/Injury Notification of Sickness/Injury a. Verbal notification of sickness shall be made in the first working day/night of that illness to the Line Manager preferably before the commencement of the shift. b. All staff will be required to complete an Absence form Part 1. c. Where an accident occurs at work the line manager must be notified immediately and the appropriate information entered in the Accident Book Submission of Medical certificates and Absence forms a. Medical Certificates will be required after the first week of sickness. b. On receipt of verbal notification, the Head of Department should obtain as much information as possible on the reason and possible duration of the period of Absence. c. An Absence form part 1 will be required to be completed either by the employee or by as in most cases by the manager. d. Medical Certificates must be provided on the eight-day of sickness or one working week if the employee works less than a 5 day week. e. On receipt of the Absence form, this can be completed electronically and forwarded via , the line manager will forward to the HR Payroll Services Department immediately. An electronic copy of the form should be kept locally for a minimum period of three months and maximum of twelve. f. On receipt Payroll Services department will enter information into the ESR system by opening a period of sickness and retain the form in the employee s personal file. g. Medical Certificates required after the 7 th day of sickness (or one working week for staff working less than a 5 day week) and subsequent days of absence must be forwarded to the HR Payroll Services Department immediately on receipt to ensure Occupational and Statutory payments are made as appropriate. Med. Certificates received during the period of entitlement of SSP will be retained as prime documents on the employee's personal file held in the HR Personnel Department. Certificates received otherwise will be photocopied by HR Payroll Services Department and the original forwarded on to DSS. The photocopy will be retained in the Personal File for future information. h. It is the responsibility of the employee to ensure, that on return from sickness that an Absence Form Part 2 is completed and submitted to the Page 15 of 28

16 line manager who will forward to Payroll Department immediately to ensure that the period of sick leave is ended in the ESR system and salary payments are made accurately Notification to HR Payroll Services Department a. It is the responsibility of the Manager to ensure that HR Payroll Services Department are informed of the employee's Absence as soon as it occurs using the Absence Form. In the case of Sickness Absence the manager should ensure that Part 2 of the Absence form is completed by the employee immediately on return to work to avoid any underpayment. b. If the absence was due to an accident at work, the Absence form must be completed appropriately. c. Under the terms and Conditions of service the Line Manager will be responsibility for completing any exception sheets for Unsocial Hours payments that may apply if the employee still away on the date of the submission of monthly pay returns. SSP will be paid to the end of the current medical certificate or for the pay period which ever is the earliest. The period of Absence will remain open until Absence form Part 2 is received and entered into ESR Accident at Work (Industrial Injury) a. Where the absence/sickness is due to an Accident at work (Industrial Injury), the Head of Department should ensure that the Accident at Work documentation is completed and the appropriate information is entered on the Absence Part 1 Form. b. The HR Payroll Services Officer will calculate any benefits due under the NHS Temporary Injury Benefit scheme and make payments as appropriate through the payroll Payment of Statutory Sick Pay The decision whether or not SSP is payable will be made from the records held in the ESR system. The appropriate notifications regarding exclusion from SSP (form SSP1E) and the expiry of the twenty-eight weeks payment (formssp1t) will be completed and forwarded to the employee by the HR Payroll Services Department Payment and Recording of Occupational Sick Pay a. The decision whether or not an individual is entitled to payment of Sick leave will be made from the records held in ESR. Entitlement of sick leave will be calculated with reference to Terms and Conditions of Service. The maximum entitlement of sick pay is 6 months full pay and 6 months half pay dependant on the year s service of the employee. Applications to extend the half pay sick leave entitlement must be made by the Head of Department, in writing, to the Director of Human Resources. b. HR Payroll Services Department will advise managers when an employee s full and half pay sick leave ends. c. Sickness entitlement is calculated from the first day of sick, any sickness taken in the previous twelve months is taken into consideration when full Page 16 of 28

17 and half pay sick leave is paid to an employee. d. Managers and HR Officers are responsible for managing sickness in their areas and absence forms must be completed for every period of sickness in accordance with the Policy and guidance. e. The HR Payroll Services Department will record all sickness/absence in the ESR system. f. HR Payroll Services Department will on request each month produce a sickness return to Human Resources Personnel Officers. g. The Director of Human Resources will be responsible for reporting Sickness to the Board Retention of Medical Certificates/Self Certification Forms a) Medical Certificates will be retained in the Human Resources Payroll Services Department in the Personal File for each individual and may be referred to on application of Ill Health Retirement. 5.6 Annual Leave 5.6.1Annual Leave Recording a. The leave year is 1 April to 31 March. b. Annual leave entitlement is defined in the Terms and Conditions handbook, A4C Guidance Notes and a Tool Kit for calculating entitlements can be found on the Payroll Services Web Page. c. Managers are responsible for ensuring that staff take their leave over the leave year and are not left with substantial amounts of leave to be taken in the last three months of the leave year putting a strain on resources and service delivery. d. An ideal guide would be that staff identify and take at least 2/3rds of their entitlement by December and have identified the remainder of their entitlement in advance during January to March. e. Staff have the ability to carry over one working week from one leave year to the next. (For staff working a 5 day week this will be 5 days annual leave and pro rata for those staff working less than a 5 day week) f. Managers are responsible for calculating any outstanding or overtaken annual leave on termination of employment and notifying the Payroll Services Department who will adjust the final payment. g. An annual leave record must be maintained locally by the line manager. Where Bank holidays are worked these in lieu hours must be on the leave record card and time taken against these hours recorded appropriately. h. Applications for annual leave must be made in advance, following the Absence Guidance and an Absence form completed and retained by the manager until the leave has commenced. On commencement of the leave the form should be forward to the Payroll Service department for entering into the ESR system Forms can be completed electronically (or in hard copy) and sent to via the system to the Payroll account. i. Where an employee is terminating part way through the leave year a proportion of the full entitlement is due dependent on the number of completed months of service and must be recalculated against the leave taken to termination date. Any adjustments should be notified to the Page 17 of 28

18 payroll Services department immediately and before the final pay is calculated. j. The Manager is responsible in advising HR Payroll Services Department as soon as possible where staff have exceeded their entitlement to leave. HR Payroll Services Department will make any adjustment in the final payment to the employee. k. All annual leave must be taken before a manager considers an application for Unpaid Leave. It must be noted that unpaid leave should be given in exceptional circumstances only and can reduce the annual leave entitlement for the current year. 5.7 Bank Holidays a. All staff working a 5 day week, with the exception of Bank contracted employees, who are not rostered to work on the day, should receive the basic payment for the day as if they had actually worked it b. All staff with the exception of Bank contracts, who work on the Bank, will receive the hours worked in Lieu at a later date. These hours in lieu should be taken as soon as possible after the appropriate Bank Holiday. c. It is the line managers responsibility to ensure that hours in lieu of Bank Holidays are properly recorded, and that staff take the correct numbers of hours in lieu for the relevant Bank Holiday. d. Exception Sheets (Timesheets) must be completed if the employee actually worked the Bank Holiday and requires the unsocial payment for the work done. e. Any outstanding hours in lieu of Bank Holidays at termination must be notified to HR Payroll Services department in time to be included in the final pay. f. Agenda for Change Terms and Conditions of Service state that an employee must receive a minimum number of hours off in respect of Bank Holidays pro rata for part time staff. It is therefore the responsibility of the line manager to assess the total number of hours taken by an employee for Bank Holidays (either taken on the actual day or in lieu at a later date) after the final bank holiday of the leave year (New Year s Day). Where the employee has exceeded the minimum entitlement no action is required, but where an employee has taken less that the minimum entitlement the surplus hours should be added to the annual leave entitlement and taken before the 31 st March. 5.8 Maternity/Paternity/Adoption/Parental Leave a. All staff requiring advice regarding maternity leave/adoption/parental Leave must be referred by their line manager to the Human Resources Personnel Officer as appropriate. Staff and managers should refer to the HR Policy which is available on the intranet. b. It is the Managers responsibility to ensure the individual completes an Application for Maternity Leave Form by the required time and forward to the Human Resources Payroll Services Department. Applications for Leave should be made no later than 3 weeks prior to the Date of Confinement or three weeks before the first day of Maternity leave, which ever is the earliest. Employees should attach the Certificate of Confinement to the Application Form. Page 18 of 28

19 c. Staff making application for Paternity Leave should complete the appropriate Application form. d. The HR Payroll Services Department will formally notify the individual in writing of his/her rights and entitlement as outlined in the Policy e. Following the Managers Authorisation the completed Application forms for Maternity/Paternity Leave should be forwarded to the HR Payroll Services Department. f. Following written notification to the employee the payroll services department will retain the documentation for appropriate payment. g. During the period of Maternity Pay the Manager and employee may agree a maximum of 10 KIT days as outlined in the policy and will be required to notify the Payroll department of the hours worked on an Exception sheets. (Timesheet). For details of KIT days please refer to the HR policy. h. At the end of the Maternity/Paternity Leave and on the employees return to duty the Application form will be retained in the Personal File in the HR Payroll Services Department. i. Where an employee fails to return to duty following Maternity pay she may be liable to repay part or all of the occupational maternity pay. j. Staff making application for Adoption Leave should complete the appropriate Application forming in line with the THB Policy. k. Applications for Parental leave should be in line with the THB Policy. 5.9 Rates of Pay and Conditions of Service a. Payment and salaries to staff will be in line with the A4C Terms and Conditions of Service and Pay scales. b. Staff will be paid on a pay band in accordance with the length of service and skills for the post c. Progression through the Band will be in accordance with the Terms and Conditions of Service on annual incremental progression. d. Directorate Manager/Departmental Heads should review the Job Descriptions and KSF outline for the post on a frequent basis to ensure that correct band, skills and development plans apply.. e. For this purpose, the manager should ensure that the process of KSF is applied and annual appraisals and development plans exist to allow correct process of the KSF Gateways. f. All changes of Banding of posts must have been agreed with the A4C Job Matching process. g. Where applicable Staff will be promoted under the terms and conditions of service Employee Information on Monthly Payments a. Following receipt of an authorised Exception sheet (timesheet) HR Payroll Services Department will process any exception to pay. b. HR Payroll Services will provide each employee with a National ESR payslip for the pay period. Each payslip will provide details of salary and any additional payments against hours worked on the timesheet. Overtime payments, weekend working, night duty etc. will be itemised on the payslip. Statutory and voluntary deductions in line with legislation i.e. Tax, NI and Pension will be separately listed with a gross and net payment clearly identified. Page 19 of 28

20 c. Payslips will be sent to the employee's base a deduction (2 nd Class) of postal charges will be made if a request is made to send payslips to the home address. d. It is the Line Managers responsibility to ensure that all staff receive their payslip each month. Arrangements must be in place to ensure those staff not on duty or working the nightshift receiving their payslips with the minimum of delay. The Line manager will retain any unclaimed payslips in a secure place and ensure that all payslips are handed to the respective employee as close as possible to the payment date. e. Where staff are known to be absent from work for a period of time due to Sickness etc., the managers responsibility to see that payslips are forwarded on to the employees home address. When a member of staff is expected to remain off sick long term a request should be made to HR Payroll Services for the payslip to be sent to the home address automatically with no charge Contractual Changes Staff Changes Forms a. A changes form is required for all changes to contract. The forms used must be the standard form for the THB and authorised by the employee's Budget Manager. The forms should include the appropriate supporting documentation, Organisation and position details to ensure Budget costs are applied correctly. b. Where a change in Bank or Building Society details is necessary, the employees may choose to complete the portion on the payslip and return to payroll department or use the Personal Details Changes form on the intranet. c. There is also a part on the payslip that allows staff to notify payroll of change of address. d. The Standard Staff Changes Form available on the intranet is to be used where changes in the following details are required. Regradings due to successful interview or Appeal Change of Location Change of Organisation Change of Position Working conditions, hour's etc. Allowances Deductions Personal Details Qualification notification e. Where there is a temporary allowance to be paid for a period of time a review date must be included on the form to avoid overpayment. f. Every staff changes form completed must be recorded on a change form login sheet, (see appendix 18) which is to be maintained by the Human Resources Personnel Department. It is important that the staff member responsible for the register ensures every change form issued is entered therein. Gaps in sequences must be queried and cancelled changes forms should be retained by the Hospital for audit purposes, the login sheet in Page 20 of 28

21 HR Personnel Department being noted accordingly Temporary Movement into a Higher Pay Band a. Where staff are temporarily working in a higher Band due to termination or long term sickness of a senior post the termination form should be endorsed. b. Fixed term with the period of review which should be no longer than a period of 6 months. c. Managers should ensure that employees taking on the role of the higher post have the skill and experience in line with the KSF outline to take on the additional responsibilities. d. The higher post should not be offered if: The employee does not have the skills and experience with reference to the KSF outline The employee will only be covering part of the higher duties. The cover is required for annual Leave The cover is less than a month e. Payment in the Band will be in accordance with the A4C Terms and Conditions of service Para 6.31e f. Where the temporary cover is for a vacant post, the post must be in the process of being advertised Termination Forms a. All staff are required to give at least one-month notice. It is the responsibility of the line manager, to inform the Payroll Services of the termination of employee in advance of the termination date by completing and submitting a termination form immediately notification is received to avoid any overpayment of salary. Forms should be forwarded electronically to the Payroll address. The account should be that of the line manager and will become the electronic signature. b. Where the period of notice is for less than 4 weeks it is the Managers responsibility to ensure that a phone call is made to payroll services department to alert them to the imminent termination of the employee to avoid any unnecessary overpayments. The Termination form should then be sent via ea-mail as confirmation of the telephone conversation. c. Annual leave due at termination should be put in writing as soon as it is known by the line manager to payroll services. d. It is important the Termination form contains the following information:- Date of termination Reason for terminating Home address New address and date applicable from Details of the employee Assignment number and Hospital/Base Any relevant final payments due e.g. Pay in Lieu of notice, Redundancy etc. together with supporting letters. e. An appropriate authorising officer must sign all forms. Page 21 of 28