Payroll Guidance Online Payslips

Payroll Guidance Online Payslips
Payroll Guidance
Online Payslips
Produced by Corporate Operations
Version 1.0
Date: September 2015
For further support please contact the Corporate Service Centre:
Tel: 033301 35859
email: schools.servicecentre@essex.gov.uk
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
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 2014.
 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 email 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: 033301 35859
email: schools.servicecentre@essex.gov.uk
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.
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’
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.
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
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.
Date
Issue
Completed Date
All
All
September September
sections pages 2015
2015
Section
Page
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