a. request a regrade - university of web viewfor guidance on changing the increment due date ......

Quick Reference Guide:Regrading

v2.11 January 2014

HRIS Support Centre/

Personnel Services

HRIS Support Centre/Personnel Services QRG: CH11

RegradingRequests for regrading and the subsequent appointment process (assuming a successful application for regrade) involve the same process steps as for a new starter. This guide covers all steps required including request, transfer, commencement etc.

ContentsA. Request a Regrade....................................................................................................................3

B. Approve or Reject a Staff Request (APPROVER).....................................................................8

C. Regrading................................................................................................................................10

D. Appoint Transfer – within same department............................................................................10

E. Generate a New Contract........................................................................................................15

F. Update Details (if relevant)......................................................................................................16

G. Commence Employee.............................................................................................................17

H. Set up Allowances (if required)................................................................................................18

I. Approve (or Reject) Salary / Allowances..................................................................................21

J. Close Post?..............................................................................................................................24

Appendix: Lump sum payments to compensate staff operating at a higher grade......................24

CH11_Manage Changes_Regrading_v2.11.docx of 24

What’s Changed?1. p18. Clarification on start date used

when commencing the appointment.


A. Request a Regrade

You should raise a staff request based on the existing post for a regrade.

To comply with the regrading procedure the staff request will need to be approved by the Departmental Administrator unless otherwise agreed with the Reward Team, prior to grading.

Before creating the request you will need to know the Post Number and Job Title that you wish to base the request on by looking at the record of the person in their current post:

Searching for Post Number/Job title

Navigate to: Personnel > Maintenance > Personal Profile

1. Enter search criteria e.g. Name (Surname followed by first initial) or Personnel No, click and open the relevant employee record. The Personal Profile Maintenance

(HR0120) window opens.

2. Go to Select Detail box > Appointment Details. The Appointment Details (PER746) window opens. The Post Number and Job Title are shown in the Appointments area:

Create the staff request

Navigate to: CorePortal > QuickJump > Core e-Recruitment > My Staff Requisitions

1. Click Search Existing Posts.

2. Use the search criteria to locate the existing post. E.g.

Department. Click .



3. Locate the relevant post from the Search Results. The posts are listed in Job Title sequence. Click the relevant Post Title to select it.

4. A new Staff Request window will open with fields pre-populated. Check that the correct post is shown in the blue box at the top of the screen.

5. Complete the remaining staff request fields as appropriate:

Field Name (* mandatory) GuidanceManager Order No. This field is not currently in use.Organisational Structure Data populated from existing post, cannot be changed.Company Data populated from existing post, cannot be changed.Division Data populated from existing post, cannot be changed.Sub Division Data populated from existing post, cannot be changed.Level 4 Data populated from existing post, cannot be changed.Management Unit Data populated from existing post, cannot be changed.Department Data populated from existing post, cannot be changed.Pay Administered by * Generally select the relevant Department, unless the request is for a

senior academic post that is managed by the Division.Cost Centre * Data populated from existing post, change if required. Should be the

default GL coding for the department/division selected in the department field above. Format will be AA00000000000 where AA is the 2 digit department code. The coding string includes Activity followed by Source of Funds with no punctuation separators.

Location * Data populated from existing post, change if required.College Association Data populated from existing post, change if required.



Field Name (* mandatory) Guidance

Vacancy Type * Select the relevant Vacancy Type:- Academic- Professional and Management- Research- Support and Technical

Note: This is used to allocate where the advert for this vacancy will appear on the University’s jobs and vacancies web pages.

Position Type * This field is used to classify the staff request, and advise the Reward Team of the urgency and nature of the request. Select Regrading.

Vacancy Reason This field is not in use.

Replacing Employee This field is not in use.

Job Title * Select the relevant job title, or closest match. Note: The existing job title may have been created by the migration process and therefore may not be very accurate, select a more appropriate generic job title if appropriate.’

Job Description * Enter the actual job title (even if the same as above) as used on the job description and advert.

Category * Indicates the role/categorisation of an academic contract. It relates to the contract of employment and the job description. Select the relevant option:

- Not Applicable/Not Required (applies to academic-related, support and variable hours staff and casuals)

- Not Teaching and/or Research (but not within the above groups, e.g. senior university officers)

- Research Only (applies where the contracted primary academic employment function is research only, even though the contract may include a limited number of hours teaching)

- Teaching and Research (applies where the contracted academic employment function is both teaching and research, e.g. university lecturer)

- Teaching Only (applies where the contracted academic employment function is teaching only.)

Note: Data used in this field is used for HESA reporting purposes. Any queries should be raised with Ilana Veitch in PRAS.

Sub Category * Data populated from existing post, change if required. It is important that the correct staff classification is selected. Full guidance notes can be found on the Personnel Services website.


http://www.admin.ox.ac.uk/personnel/recruit/recruitproc/newstarter/staffclass/


Pay Scale * Select the proposed pay scale (pending confirmation from the Reward Team).

Budgeted Select the checkbox if the Post is budgeted.

Field Name (* mandatory) GuidanceRequest Date * Enter today’s date.Planned Start Date * Enter the first date of the current month e.g. 01/09/2012. Planned End Date * Enter the planned end date if applicable, (e g if fixed term).Contract Duration * Enter the contract duration if fixed term.Employee Status * Select the relevant employee status:

- Permanent- Open Ended Externally Funded- Fixed term- Variable Hours Employee- Self Financing

Note: the Open Ended Externally Funded option can only be given to Academic-Related staff.

Sub Status * Select the relevant sub status e.g. Full Time, Part Time, Term TimeReporting To This field is not in use.Hours * Enter the relevant weekly hours, e.g. 37.5.FTE * Enter the FTE, e.g. 1 for full time, 0.5 for half-time.

Note: The existing FTE may have been created by the migration process and therefore could be lower than the approved head count for this post - update as appropriate.

Positions Required * 1 for regrading.Additional Information Enter any additional information as required. E.g. regrade request for xxx

and the date on which the new duties commenced.

Check you have completed all mandatory fields highlighted by * above.

6. Click . The system will confirm the request has been saved. Click . The screen will refresh and additional sections will appear at the end of the request.



7. Assign Cost Allocations: Specific cost allocations where known should be selected or the defaults entered. Multiple lines should be completed for posts which will have split funding allocations. The total must add up to 100%.

Field Name GuidanceCost Centre Select the relevant GL code. Format will be AA999999999 where AA is the

2 digit department code. The coding string includes Activity followed by Source of Funds with no punctuation separators.OR Select or enter ‘CCPROJ’ if it is going to be funded by a project or grant.Refer to Recording Cost Allocations in CoreHR.

Project Either leave blank if a GL cost centre has been selected.OR Select the relevant Project Code (Task/Sub Task). Format will be AAXXXXXX.XXXX.00 where AAXXXXXX is the Project Code and XXXX.00 is the Project Task and Sub Task. Take care to check the correct code has been selected.

Date From Enter start date of costing.Date To Enter the planned end date if applicable.Percentage Enter 100% unless the post is going to be split over several cost centres.

8. Staff Request Documents: In all cases, attach an application form, job description and organisation chart (see the Regrading guidance on the Reward section of the Personnel Services website). You may also wish to attach a business case or other documentation if required by your departmental/divisional staff request approver.

Click on the to browse and locate existing documents. Upload each document individually. Click

9. Funding Details: Select the Funding Source (external or internal funding). Enter the Funding Source Detail (for externally funded posts).

10. Assign Approver: Select the appropriate Approver for this request from the list. Note: Divisional and Department Approvers are in the same list. Click .

11. Check your work and make any edits. Click , when you are ready to submit the request for approval.

NOTE: You cannot edit a Staff Request after you submitted it, unless it is subsequently ‘rejected with edit’ by your approver.


http://www.admin.ox.ac.uk/personnel/reward/jobeval/existing/

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/Recording_Cost_Allocations_in_CoreHR.pdf


12. Close Staff Request window. Exit from CorePortal (Logout).

NEXT STEPS:If you are the Department Approver refer to Section B. Otherwise, await confirmation from the Reward Team that the post has been setup.

You can check the status of the request at: CorePortal > QuickJump > Core e-Recruitment > My Staff Requisitions: My Requests.

B. Approve or Reject a Staff Request (APPROVER)

In order for a staff request to be submitted to the Reward Team for creation of a post and appointment, the request must be approved – by a departmental approver, or divisional approver (depending on protocol requirements). In accordance with the Regrading procedure, requests for Grade 10 posts to be regraded must be approved at a divisional level, whilst all other requests can be approved within the department.

If a staff request cannot be approved then the Approver must reject it. Depending on the reason for the rejection the request can be:

Rejected with edit – in which case the requestor will be able to update the staff request and resubmit once the rejection comments have been reviewed and acted upon. E.g. where further detail needs to be added to the business case. Note: It is not possible for Approvers to edit a staff request directly and then approve it. Edits must be made by the requestor.

Rejected - the request and rejection comments can be viewed by the requestor, but the request cannot be updated or resubmitted. E.g. where funds are not available as hoped.

Navigate to: CorePortal > QuickJump > Core e-Recruitment > My Staff Requisitions

1. All staff requests awaiting approval will be displayed in the My Approvals section.

2. Click My Outstanding. All staff requests awaiting your approval will be displayed in the main screen area.

3. Click the icon to the right of the relevant staff request.

4. Check the details of the request carefully. To view attached documents, click the icon to the right of the attachment.



Approving a Request

5. To approve the staff request click the button. The Approve Request screen will open:

6. Enter Comments e.g. Approved by xxx approving body on x date on x date. Protocol number xxxxx.

Note: The comments you add will be viewable by anyone who has security access to view the staff requests for your department or division.

7. Click the button.

8. Close Staff Request window. Exit all windows back to the Personnel main screen.

Rejecting a Request1. To reject the request click the button. The Reject Request screen will open:

2. Enter Rejection Reason e.g. further detail needed in business case.3. Enter Comments e.g. Request rejected by xxx approving body on x date.

Note: As above, the comments you add will be viewable by anyone who has security access to view the staff requests for your department or division.


A


4. If relevant, check/tick the Allow Edit tick box [A] (to indicate that the request can be amended and resubmitted (reject with edit) by the requestor.

5. Click the button.6. Close Staff Request window. Exit all windows back to the Personnel main screen.

NEXT STEPS:

Approved staff requests are automatically passed to the Reward Team within CoreHR. The approver will be notified when the new post/appointment has been set up.

C. Regrading

The regrading evaluation is undertaken off-system by the Reward Team. Where a regrading is unsuccessful feedback will be provided to the department/division (as appropriate) and the Reward Team will put the request on-hold for 30 days pending an appeal. After 30 days the request will be rejected.

If the regrading application is rejected no further action in the system is required.

Where the regrading application is successful you will receive an email notification containing the new post number, after which you should proceed through the following stages:

D. Appoint Transfer – within same department Before you begin, identify and make a note of the Post Number and Employee Number as you will need these during the process.


Employee Search window (PER021S)

1. Click the button. The Applicants/Posts window opens.

In the Applicants/Posts window:

2. Select the Posts tab and enter the new Post Number [A].

3. Click .The system displays the relevant Post.


A


4. Click the button (to the right) of the post. The New Appointment Search window opens:

5. Use the Search criteria to locate the existing employee. Enter the employee’s Name.6. Click .

7. Locate the relevant employee in the list. Click the button (to the right of the employee record).

8. The Appoint Existing Person window opens:

9. To view the current appointment, e.g. to check existing hours; click View Appointment [A] to open the View current appointment window.

Note: If the Job Category field indicates that the employee is TUPE or HYBRID – do not proceed – contact Personnel Services for guidance.

10. Click to close the appointment details.


A

CB

B


11. Tick the Checkbox: Select Appointment [B] against the appointment they are transferring from.

12. Ensure that Replace An Existing Appointment [C] is selected (this option is selected by default).

13. Select Replacement Type: Appoint Person. Click .

The Post Details screen opens:

14. Complete/check details as below.

Field Name (* mandatory) Description

Start Date * Enter the first of the month in which the regrading application was received by the Reward team. e.g. 01SEP2012. See appendix.

Target End Date * Enter if applicable e.g. for fixed term post.

Cost Centre * Should be the departmental default. Format will be AA00000000000 where AA is the 2 digit department code. The coding string includes Activity followed by Source of Funds with no punctuation separators

Project Code Leave blank. You should not enter any information in this field on the appointment.

Job Category Do not use.

Job Title * Check/select this from the generic list.

* Click the button and enter the actual job title (case sensitive). Note: the actual job title will appear in the template documents, such as the conditional offer/contract letter.

Employee Status * Check/select relevant e.g. Permanent, Fixed term.

Sub Status * Select relevant, e.g. Full-Time, Part-Time.

Category * Check/update if necessary.



Sub Category * Check/update if necessary. It is important that the correct staff classification is selected. Full guidance notes can be found on the Personnel Services website.

Hours * Enter, e.g. 37.5

FTE Hours * Select the relevant hours e.g. 37.5 Note: when you tab or click out of the hours field, the system will automatically update the FTE%.

FTE * Check as expected and update Hours if necessary to correct.

FTE% * Check as expected and update Hours if necessary to correct.

Action * Select Change in Grade.

Reason Code * Select Re-grading (Grade Increase)/ Grade Decrease/ Ad Hominem as appropriate.

Comments Enter notes to re-iterate the type of appointment e.g., regrade and to note the date of effect for the pay change, i.e. the date the enhanced duties commenced. NOTE: Payroll will use the date provided here to calculate any back pay owed. See appendix.

15. Click .

16. Complete/check the details as below:Field Name (* mandatory) Description

Pay Group * Check pay group is correct. If it is not correct, contact HRIS support.

Point * Check/update the salary scale point as required, taking into account any incremental progression due.

Multiplier * Check as expected. If it is not, click Previous, and correct Hours.

Increment Due Date Cannot be changed here. Date relates to existing appointment.

Comments * Enter comments if required relevant to the increment due date.


http://www.admin.ox.ac.uk/personnel/recruit/recruitproc/newstarter/staffclass/


Salary Comments *

Enter notes for the Approver/ Payroll, to re-iterate the type of appointment e.g., regrade, and to note the date of effect for the pay change, i.e. the date the enhanced duties commenced, and any incremental progression due during that period. For example: ‘Regrade to grade 6.4 with effect from 1 May 2012, with automatic progression to 6.5 on 1 Oct 2012’. NOTE: Payroll will use the date provided here to calculate any back pay owed. See appendix.

17. Click . You are returned to the Appointment Details window (PER746).

Note: For guidance on changing the increment due date for the new appointment (if relevant) refer to QRG: Manage Changes: Increment Due Date (CH17).

Allocate funding (Cost Allocations)

1. Click button – Post Appt Main window (PER620) opens.2. Go to Selection > Cost Allocation – Cost Allocations window opens.

3. If there is already a cost allocation, click to update if required. Alternatively, click

button. The Add/Edit Cost Allocation window opens:

4.

Complete details as below.Field Name (* mandatory) DescriptionStart Date * Enter the start date for the new cost allocation.End Date * Enter the end date if relevant. % * Enter %, e.g. 100, 50.

Note: allocation may be split between more than one Cost Centre, but the total allocation must add up to 100%, even where the FTE is less than 1.

Cost Centre * Select or enter the relevant GL code. Format will be AA999999999 where AA is the 2 digit department code. The coding string includes Activity followed by Source of Funds with no punctuation separators.OR Select or enter ‘CCPROJ’ if it is going to be funded by a project or grant.Note: You can type cost centre straight into the field, but it must be in



upper case. Cost centre search is not case sensitive.Name is displayed first in the search results but you can scroll right to see the codes. Take care not to select old R11 format codes.Refer to Recording Cost Allocations in CoreHR.

Project Code * Either leave blank if a GL cost centre has been selected.OR Select the relevant Project Code (Task/Sub Task). Format will be AAXXXXXX.XXXX.00 where AAXXXXXX is the Project Code and XXXX.00 is the Project Task and Sub Task. Take care to check the correct code has been selected.

5. Click then . You are returned to the Cost Allocations window.

6. Click . You are returned to the Post Appointment Maintenance window.

Source of Funds

Where the cost centre code does not reflect the source of funds, additional information must be provided. This is important for PRAS to be able to then define the HESA source of funds.

E.g. where a suspense code is being used whilst awaiting a ‘true’ cost centre to be set up, or where a GL code is being used to administer externally funded appointments.

1. Go to Selection box > User Data. The User Maintenance window opens.

2. Click to display User Defined Field List of Values.3. Select Appt: Source of Funding.

4. Click .

5. Enter the Date From [A]. This should be the appointment start date.6. Enter additional information as required into Comments field(s).

7. Click then . You are returned to the User Maintenance window.


A

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/Recording_Cost_Allocations_in_CoreHR.pdf


8. Click . You are returned to the Post Appointment Maintenance (PER620) window.

E. Generate a New Contract

It is important that you select the correct contract template depending on the type of post.

Note: Currently academic contracts, departmental lecturer contracts, and casual engagement letters are not generated through CoreHR.


1. Enter search criteria e.g. Personnel No or Name and click and open the relevant employee record. The Personal Profile Maintenance (HR0120) window opens:

2. Go to Select Detail box > Appointment Details. The Appointment Details window opens.

3. If relevant, click into the Post Number to ensure the correct appointment is highlighted. Click

the button. The Post Appointment Maintenance (PER620) window opens.

4. Go to the Tools menu and select Letters.

5. Select Letter Group: Post Appointments

6. Letter Type: select the required contract template from the list.

7. Ensure current record is selected. Click .

8. Microsoft Word will open the template followed by the populated document. Edit / Save / Print the document as required.

Note: The template will be pre-populated with standard paragraphs in accordance with the data selected in the Employee Status and Sub Status fields. It is important that these have been completed accurately so the contract letter is appropriately populated.

9. Close the document and the template and Exit Word to return to CoreHR.

10. The system displays a message: ‘Did the letter print successfully?’ Click .

NEXT STEPS: Having generated the contract it must be signed by an appropriately authorised signatory within your department before being sent to the individual. To track the contract you



should update the relevant part of the Appointment User Data once the letter has been signed and returned by the individual. See QRG: Prepare (Section H) for details.

F. Update Details (if relevant)

Depending on the new grade there are a number of areas which may need to be checked and/or updated:

Oxford pay group QRG: New Starter (NS0) section A3.

Pension arrangements QRG: New Starter (NS0) section A6.

Qualifications QRG: New Starter (NS0) section B.

NHS contract details QRG: New Starter (NS0) section C3.

White book details QRG: Pre-Arrival (PA0) section I.

G. Commence Employee

As a final stage before the change is communicated to payroll, it is necessary to ‘commence’ their appointment within Core Personnel.



2. Go to Select Detail box > Appointment Details.

3. Click into the Post Number to ensure the correct appointment is highlighted. Click the

button. The Post Appointment Maintenance (PER620) window opens.

4. Go to Selection box > Commence Appointment.



5. Enter the first of the month in which the regrading application was received by the Reward team. e.g. 01SEP2012. See appendix.

6. Click . Click then .

H. Set up Allowances (if required)

Where allowances (e.g. for callout, clothing, etc) are required they will need to be set up and approved within the CoreHR system. Approvers should refer to Section I or QRG: Approve/Reject Salary/Allowances (FD5) for guidance on approving.

Note: Off-system approval for certain allowances (see the Allowance Guide document for more details) must continue to be sought from the Reward Team before they are set up in the CoreHR system.

NOTE: An Appointment must have a status of Commenced before Allowances may be set up.



2. Go to Select Detail box > Appointment Details. The Appointment Details (PER746) window opens.



3. If relevant, click into the Post Number to ensure the correct appointment is highlighted. Click

the button. The Post Appointment Maintenance (PER620) window opens.

4. Go to Selection > Amend Pay Rate.

The Add Salary and Allowance window opens:

5. To set up a new allowance, set the Effective Date [A] to the date the new allowance is to be paid from.

6. Click the checkbox Allowances Only [B].


AB

C


7. Click the button [C]. The Add Allowance window opens:

8. Complete the Allowance Details screen as below.

For fields marked ■ below - depending on the allowance selected either Scale Point, Percentage or Value will be used. See the Allowance Guide for more information.


Allowance * Select the relevant value from the list, e.g. Standby and call out pay cash.

Start Date * Check the start date was entered correctly - effective date entered earlier.

End Date * Enter the end date if required.

Note: if the end date is left blank, payment will be paid continually.

Scale Point ■ If relevant, select Scale point, this will relate to a rate table.

Percentage ■ If relevant, enter % to be applied.

Value ■ If relevant, enter the value of the allowance, e.g., 200 for a £200 per month allowance.

Press tab - the system will automatically calculate the annualised value.

Note: Most allowances are paid in full, i.e. the amount entered will not be prorated to take account of FTE, ensure value entered takes account of FTE and salary multiplier.

Cost Centre * Select or enter (case sensitive) the relevant GL code. Format will be AA999999999 where AA is the 2 digit department code. The coding string includes Activity followed by Source of Funds with no punctuation separators.

OR CH11_Manage Changes_Regrading_v2.11.docx of 24


Select or enter ‘CCPROJ’ if it is going to be funded by a project or grant.

Note: Costing information needs to be specified here ONLY if the funding for the allowance is from a different cost allocation to the funding for this appointment.

Project * Either leave blank if a GL cost centre has been selected.

OR

Select the relevant Project Code (Task/Sub Task). Format will be AAXXXXXX.0000 where AA is the 2 digit department code and 0000 represents a sequence number. The Project Task and Sub Task will be visible in the Project Description field. Take care to check the correct code has been selected.

Note: Costing information needs to be specified here ONLY if the funding for the allowance is from a different cost allocation to the funding for this appointment.

Expense Leave blank - this field is not used by the University.

Reason * Select the relevant reason code, e.g. Allowance Awarded.

Reference * Enter Reward Team authorisation reference if relevant. For scale allowances enter % of allowance, e.g. 50%.

NOTE: this field is restricted to 12 letters including spaces.

9. Click . The Add Allowances window closes. Multiple allowances can be added at this time if required.

10. Click . The system will ask if you are sure you want to add this salary

amendment. Click .

11. The Maintain HR Salary Amendments window opens. If you have Salary Approval access and it is appropriate to do so you can approve the salary and/or allowance change straight away.

NEXT STEPS: Unless you were able to approve the allowance, the allowance will now appear in your approver’s list for approval.

I. Approve (or Reject) Salary / Allowances

All salary and allowance additions and changes must be approved within your department before they are actioned by payroll.

NOTE: When a Salary Approver logs onto CoreHR, a message displays to indicate if there are any Salary /Allowances awaiting approval.

Approve Salary Amendments? Click Yes. This will take you directly to the Maintain Approvals window (see 3 below).

Alternatively, navigate as below.



Navigate to: Personnel > Maintenance > Salary Administration > Maintain Salary Approvals

Maintain Approvals (PER3010) window.

1. The Maintain Approvals window defaults to My Approval Items [A].

2. The list of items awaiting approval includes: Salary Approvals and Allowances (if set up at the same time) Allowances only (denoted by the tickbox Allowances Only [B])

3. Select the relevant employee entry and click the button [C] (or reject).


A

Bb

C

Eb

G


The Approve Salary Amendments window opens:

Note: The name of the employee and their personnel number are shown in the header [D].

The Approve Salary Amendment window is divided into two sections:

Current Salary Allowances [E]. The Total Salary (including Allowances) field for a new starter is normally zero.

New Salary/Allowances [F].

4. Check the New Salary/Allowances data is correct:


Effective date * Date new rate of pay expected to start from.

Pay scale * Grade.

Point * Point on grade.

Rate of Pay * FTE salary associated with the grade and point.

Multiplier * Value used to calculate the actual salary to be paid. Normally relates to FTE, but may be adjusted to allow for half-pay or no-pay situations.

Actual Pay * Actual salary once multiplier has been taken into account.

Reason * Reason for the change in salary.

Salary comments * Note for salary approver, including the date of effect for the pay change, i.e. the date the enhanced duties commenced. NOTE: Payroll will use the date provided here to calculate any back pay owed. See appendix.

Allowance * Name of allowance.


Bb

C

D

F


Allowance type * Variable value, Scaled or Variable Percentage as appropriate for the specific allowance.

Scale point/percentage * Either scale or percentage depending on the allowances type.

Value * Generally £s, but could be days or hours.

Annual Value * Value multiplied up to annual equivalent, assuming it is continued for that long.

Start date * Start date for the allowance.

End date * End date for the allowance.

Reason * Reason for the change in allowances.

5. If required, click the button to see more details of the costings related to an allowance.

6. Add any approval notes or reason for rejection in Comments [G].

7. Click . A message appears asking you if you are sure you want to approve/

reject this salary amendment. Click . The Approve Salary Amendments window closes.

Note: If you have rejected a change request it is important to make separate contact with full details to notify the requestor of the reason for the rejection as this will not be visible to them in CoreHR.

8. Exit all windows back to the Personnel main screen.

NEXT STEPS:Approved salary/allowances are passed to the Payroll team, via a report, for actioning.

J. Close Post?

Unless this was an ad hominem regrading or a multiple-appointment post, you should contact the Reward Team to close the original post.

Appendix: Lump sum payments to compensate staff operating at a higher grade

In the case of all successful regrading applications, the effective date of the regrading will be the first of the month in which the regrading application was received by the Reward team. The new contract should also be effective from this date. Departments may, if they deem it appropriate, make a non-pensionable lump sum payment to compensate staff for working at the higher grade. This lump sum can equate to the value of the difference in salary for up to 12 months. This should be communicated to Payroll via the salary comments and will show on your payroll costing report against the pay element “regrading”.
