payroll - electronic staff record · payroll march 2017 the nhs ... livered in partnership with ibm...

It’s your ESR

Payroll March 2017

The NHS Electronic Staff Record Programme is delivered in partnership with IBM

© NHS Electronic Staff Record 2017

ESR automates every aspect of the payment of staff, and is fully integrated with the HR

functionality in order to save time and eliminate errors.

Overview

ESR holds all the information needed to produce accurate and timely payments to staff. This

includes personal details that are shared with the HR functionality of the system so that there

is no duplication of information. Other data specific to pay is added, such as tax and National

Insurance details, allowances and deductions, and pension arrangements. ESR holds all the

relevant pay grades and rates for allowances and deductions allowing NHS organisations

local flexibility.

A particular feature is Date Tracking whereby the entire payment history for each staff

member can be amended in the past or into the future. This enables back-dated or post-

dated changes to be implemented very simply and quickly, and in the former case, for back-

dated payments to be made automatically using the Retro Pay feature.

The reporting module allows control and audit of all aspects of the payroll process, and

produces the mandatory information required for all relevant internal and external bodies.

Payroll processing within ESR requires that all due processes and reports are run in a given

order to ensure that payrolls are processed accurately and on time; with this in mind the

Payroll Best Practice Guide has been developed.

Benefits

ESR holds the full range of Agenda for Change and Medical and Dental rates of pay and allowances, together with a full set of national deductions elements.

The Date Track facility enables the calculation of future-dated and backdated changes.

The Retro Pay facility enables arrears dating back over any period to be cleared within the normal payroll cycle.

Interfaces with third party Time and Attendance Systems and travel expenses systems improve data quality and efficiency.

Flexibility over input of time sheet information – Batch Input facilities or Web ADI to allow mass input of data.

It’s your ESR

Payroll March 2017



Full suite of Interfaces with NHS Pensions for New Joiners, Leavers, Changes and Year-End.

Inbound and outbound EDI interfaces with HMRC enabling Real Time reporting.

Facility to hold both default and alternative pension schemes for Auto Enrolment purposes.

The Quick Pay facility enables an on-screen “gross to net” calculation for any employee, for example to preview the effect of any change to rates or circumstances.

The Retry facility allows for the recalculation of payments to individuals rather than a full re-run of the payroll – which reduces the number of queries and need for supplementary payments.

Four levels of security control access to payroll information and facilities.

What It Looks Like

The payroll component of ESR can be broken down into three elements:

New Joiners

Elements

Payroll Processing

It’s your ESR

Payroll March 2017



New Joiners

Assignment Form

ESR collects the employee’s personal details at the recruitment stage. On hiring,

the “assignment” record is set up to contain contract details, tax information and

payment method.

Payroll staff enter only payroll specific information to reduce duplication.

Capturing the employee’s bank details, P45 and Pension options as part of the

recruitment process helps streamline the process and ensure correct payment

from day one.

It’s your ESR

Payroll March 2017



Tax Information Form

Where an employee has more than one assignment, the records can be

linked for Tax and NI purposes.

National Insurance contribution information can be verified or amended by

clicking on the “NI Details” tab.

Where the employee has provided a P45 or a HMRC starter checklist the

relevant details can be entered on this form. Otherwise, the system defaults

to Basic rate tax.

It’s your ESR

Payroll March 2017



Elements

Element Entry Form

The system creates a pre-defined set of elements for each new

assignment. Some of these have default values to ensure the employee is

paid. These will need to be reviewed for accuracy and amended

accordingly. For example, the employee has completed a form SD502 to

opt out of the pension scheme. You would need to change the Pension

NHS element to reflect that the employee has chosen to opt out of the

scheme.

It’s your ESR

Payroll March 2017



NHS Pension Details Entry Form

This form details information relating to the employee’s NHS Pension

scheme membership. It is important that these details are correctly set up to

ensure that the pensions interface passes accurate information relating to

the employee’s assignment. Default values are loaded but these need to be

checked in each case and amended as necessary. The employee’s

contribution rate is a default value and can be changed by amending the

capacity code.

The basis for all element entries is very similar – both recurring and non-

recurring entries can be manually entered. ESR also has alternative

methods for entering non-recurring elements, such as out of hours

supplements. These include Time and Attendance & Expenses interfaces

along with Web ADI uploads and batch input facilities.

It’s your ESR

Payroll March 2017



Payroll Processing

Request Form

Once a payroll is selected, the system will default in the basic parameters to

assist in processing. These can be amended as required. Different

processes have different parameters.

Processes can be scheduled to run at given times.

It’s your ESR

Payroll March 2017



Payroll Best Practice

The M-3025 Payroll Best Practice Guide provides recommended payroll best practice

guidance based on the experience gained from system usage, and following feedback from

NHS Payroll Providers. The ESR National Payroll Special Interest Group has endorsed the

Payroll Best Practice and Critical Path.

With the majority of monthly payrolls paid towards the end of the month, critical processes

tend to run around the third week of the month. The Payroll Best practice process ensures

the processing of payrolls has the minimum impact upon other system users during core

hours, and ensures that Trusts payrolls are completed accurately and on time. It also allows

IBM to forecast any potential problems and assist Payroll providers where issues arise.

The critical processes and reports required for payroll running are the following:

Pre-Payroll Processing

NHS Bank Increment process

NHS Pre-Increment report

NHS Increment process

NHS Post Increment report

Employee Changes & Highlights report

Employee Change Event Log

NHS Element Batch Details report

Validate & transfer batches

NHS Tax and NI Aggregation Report

NHS Retro-Pay process

NHS Impending Retro Payments report

NHS Negate Retro Pay process

NHS Starters Analysis report

NHS Leavers Analysis report

NHS Absence Inbound Interface

NHS OSP Batch Process Request Set

NHS Assignments Unavailable for Processing report

NHS Pre-Payroll Exception report

Check for Quick Pays

It’s your ESR

Payroll March 2017



Payroll Processing

NHS Payroll Run including Run Copy Pay Advice & Generate Payslip Data Archive

NHS Pension Exception Analysis report

NHS Payroll Message report

NHS Payroll Exception report

NHS Element Result Listing – Negative Net Pay

NHS Prepayments

NHS Duplicate Bank Account Report

NHS Payments Summary Report (GB)

NHS RTI FPS EDI Process

NHS BACS

NHS BACS report

NHS Payroll BACS File Transfer

NHS RTI EDI File Transfer to HMRC

NHS Pay Advice

NHS Cheque report

NHS Cheque Writer

NHS Complete Payslip Data Archive

NHS P45 Process

P45 (3) & P46 Exception report

NHS Gross to Net Summary report

NHS Costing

NHS GL Interface

Payroll Statutory Calendar

Reconciliation

NHS Out of Period Payroll Actions report

NHS Third Party Element Listing report

NHS RTI Reconciliation report – balance to Gross to Net report

Post Payroll Processing

NHS RTI EPS Create Process

NHS RTI EPS EDI Process

NHS RTI EDI File Transfer to HMRC

NHS Union Deduction report

NHS Monthly Summary for Pension Schemes report

NHS Maximum Weeks SSP report

It’s your ESR

Payroll March 2017



Reporting Capability

ESR has a suite of standard reports that organisations are able to run to effectively monitor

and manage payrolls and make payments to third parties, such as the Inland Revenue, NHS

Pensions Scheme, and Trade Unions. These reports facilitate the balancing of payrolls with

the General Ledger and with HMRC and Pension Returns. It is recommended that Trusts

balance their payrolls on a monthly basis. This will ensure that any differences between the

Gross to Net and RTI submissions can be cleared before the final process at the year end.

The Standard Reports that are available in ESR include:

NHS Pre and Post Increment Reports

NHS Duplicate Bank Account Details Report

NHS Element Batch Details Report

NHS Impending Retropayments Report

NHS Payroll Checking Reports

NHS Payroll Leavers and New Joiners Request Set

NHS Pensions Exceptions Reports

NHS Pre Payroll Exception Report

NHS Payroll Exception Report

NHS Payroll Message Report

NHS Gross To Net Summary Report

NHS Element Result Listing

NHS Monthly Summary for Pension Schemes

NHS RTI Year to Date Reconciliation Report

NHS Union Subscriptions Report

NHS Third Party Element Listing Report

The main Discoverer Analyses used by payroll are:

NHS Element Schedule

NHS DateTrack Changes and Highlights Analysis

NHS Employees Approaching Half Pay or No Pay Analysis

It’s your ESR

Payroll March 2017



Business Intelligence

ESR Business Intelligence (ESRBI) enhances the current range of standard reporting

available within ESR. There are a number of analyses that are available for Payroll reporting:

NHS Element Entries Dashboard

NHS Financial Cost Analysis Dashboard

NHS Pay Bill Dashboard

NHS Pensions Dashboard

NHS Staff in Post Dashboard

NHS Payroll Dashboard

Gives the ability to report on payroll data for allowances and deductions:

E.g. Pay History Tab

It’s your ESR

Payroll March 2017



NHS Change Event Log Dashboard

This enables reporting on changes input to the core database, including entries made by

Proxy Users:

It’s your ESR

Payroll March 2017



NHS Payroll Run Analysis Dashboard

The dashboard is designed to provide analysis of Payroll Run Results over a number of

periods at a range of levels. As well as a summary dashboard, it has the ability to drill down

to Organisation and/or Staff Groups, Assignments and individual employee totals by Element

Name:

It’s your ESR

Payroll March 2017



Further Information Further information can be obtained below:

Links

ESR Website

ESR User Manual (N3 Only)

Kbase:

https://www.electronicstaffrecord.nhs.uk/kbase/login/index_enter/

http://www.esr.nhs.uk/

http://portal.mhapp.nhs.uk/esrusermanual/

https://www.electronicstaffrecord.nhs.uk/kbase/login/index_enter/

payroll - electronic staff record · payroll march 2017 the nhs ... livered in partnership with ibm...

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