how to end an additional assignment to end an additional... · forms are not issued by payroll...

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Produced by Essex Pay Issued February 2019 For further support please contact the Schools Service Centre:

Tel: 033301 35888

Email: [email protected]

Payroll Guidance

How to End an Additional Assignment

mailto:[email protected]

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Tel: 033301 35888


Contents

Essential Reading Before Using This Guide 3

Critical Decisions: Choosing the Right ePayroll Process 3

Payroll Guide for: How to Choose the Right ePayroll Process 3

Payroll Deadlines 3

Introduction to Payroll Guide for: How to End an Additional Assignment 4

ePayroll Design Overview 4

Complex Data Excluded by Design 4

Finding Employee ePayroll Records for the Same Employing Organisation 5

Other ePayroll Activities to Undertake Before Ending an assignment Record 6

Absence and Unpaid Leave 6

ePayroll End Assignment Process 7

Main Menu Selection for End Assignment Process 7

End Assignment Effective Date Options 8

End Assignment Review 11

Confirmation 11

End Assignment Submission and Approval Notifications 14

Forms are not Issued by Payroll Following the application of an End Assignment 13

P45 Forms are not Issued when an Assignment is Ended 13

Proof of Age re Exemption for National Insurance retained by payroll 13

Appendix A 13

ePayroll: End Assignment Data Excluded by Design, Overview Table 13

Version Control 14


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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 separately,

as does the new Local Government Pension Scheme 2014.

• Assessments for redundancy entitlements may also be assessed on each job. It must also

be clear that the assignment for the job is closed after the redundancy and final salary

payments have been processed. If the person is 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, Essex

Education Service, Schools 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 Essex Education

Service, Schools HR 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.

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 Essex Schools Infolink 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:

1. ePayroll approvals for all transactions.

2. 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 an incorrect salary payment, please contact our Schools

Service Centre to speak to our Payroll Customer Advisors.


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Introduction to Payroll Guide for: How to End an Additional Assignment

Welcome to the guide for ‘How to End an Additional Job’. It will take you through each step of

the end assignment 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 Essex Education

Service, Schools HR 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 Essex Schools InfoLink, we strongly

recommend that you use the ‘How to End an Additional Assignment’ 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. If you are new to ePayroll you will 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 end an

additional assignment you must use the ‘End Assignment’ 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

Essex Payroll team. See below for more information:

Complex Data Excluded by Design

Our Essex Payroll team handle temporary payments that are due as a result of the assignment

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 our Essex Payroll team that you have processed an end assignment

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.


https://schools-secure.essex.gov.uk/staff/payroll/Pages/OraclePayroll.aspx

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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 displaying 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 same employing organisation.

However, should you venture into the wrong transaction the system will display an error

message directing you to use the ‘termination process.’ If this is the case this message appears

at a very early stage in the process.

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’

Type the employee surname in the Name field

Click ‘Go’ to initiate the search for payroll records

with the same employer

Click on the plus sign next to the ‘ePayroll

School Administrator’ link to expand the menu

Click on the Assignment Change link


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ePayroll employee listing online report can be used as an alternative to the search

Other ePayroll Activities to Undertake Before Ending an assignment Record

Once an end assignment transaction has been approved on ePayroll is not possible to make

any further updates to the record, so it is important to make all necessary updates before the

end assignment is processed.

Absence and Unpaid Leave

Before ending the assignment for the employee record please check that:

1. Unpaid leave is processed on the ePayroll batch facility before the final payment is due to

avoid unnecessary overpayments. See separate batch guidance

2. ‘Appendix A: Data excluded by design’ For employees that are on Maternity Leave or a

Gradual Return to work at the date of leaving, leave this absence open and, notify payroll by

emailing an ESURFA form to [email protected] and proceed to complete

the ‘End Assignment Process’.

3. Appendix A: Data excluded by design’ For employees that have been on a prolonged period

of unpaid leave before the date of leaving, leave this absence open, notify payroll by emailing

an ESURFA form to [email protected] and proceed to complete the ‘End

Assignment Process.’

For all sickness absences where the employee has had a period of sickness absence across all

assignments, continue to manage the absence record.as usual (absences are stored under the

employee record which is still active so must be left open if the employee has not yet returned

to work).

To view all open ended absences for employees at the school, click on the ‘ePayroll Schools

Reports’ menu item shown below (at the bottom of the menu) and then run the ‘Open Absences’

report. Full guidance on ePayroll online reports and how to export the data are available on the

Essex Schools InfoLink.

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. The full

supporting guidance for this functionality can be found

on the payroll pages of the Essex Schools InfoLink.






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To view a single employees’ absence record follow the instruction below:

ePayroll End Assignment Process

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.

Main Menu Selection for End Assignment 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.

Click on the plus sign next to the ‘ePayroll School

Administrator’ link to expand the menu.

Click on the ‘End Assignment’

link to start the data entry

Click on the plus sign next to the ePayroll

‘School New Appointment’ link to expand the menu.

Click on the ‘Absence’ link to see if an individual

employee has any open absences.

Click on the plus sign next to the ‘ePayroll Schools

Reports link to run the Open Ended Absence Report for

all school employees. This may be useful if you are

terminating a number of employee records, you can also

run this report each month, after you have finished

entering your absences to make sure you haven’t

forgotten to close an existing absence. The full

supporting guidance for this functionality can be found on

the payroll pages of the Essex Schools InfoLink.



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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 assignment record you wish to update.

In most cases you will be directed straight to the next step, End Assignment Effective Date

Options on the next page but where the system detects that the employee has some other

outstanding transaction awaiting approval, you will see a similar screen appear to the example

shown below (the system is advising that there is an assignment change awaiting approval).

Click ‘ to continue with the end assignment process.


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End Assignment Effective Date Options

Defaults to today’s date, must be overridden

with the Date of Leaving. Enter the date or,

click the calendar to select the date.

Teachers: Where a teacher is paid under the Teachers’ Pay & Conditions Document:

• Where teachers are resigning, they must do so to take effect from the end of a term (except in cases of ill health retirement)

• If they are taking up a new teaching post, their last day must be 31 December, 31 August or the day before the new school opens in Summer Term.

• Where a teacher is not moving to a new teaching post their last day must be 31 December, 31 August or 30 April.

Teachers employed after retirement and accessing pension: In order to access the pension benefits there must be a genuine cessation of employment. Members’ taking up further teaching employment will require a genuine break in service of at least 31 days. No break is required in cases of Flexible retirement under the Teachers’ Pension Scheme.

Support Staff: The date of leaving can be any date (subject to notice requirements). Where an employee is leaving at the end of a term, their employment should end at the end of the subsequent closure period. In any case, where an employee is leaving to move to a post at another school, their last day of service should be the day before the new post commences to maintain their continuous service. For further guidance on determining the last day of employment, please contact your HR provider.

When Support Staff, who work term time only, leaves, it is recommended that a “Final Pay Calculation” should be made to assess any over or underpayment arising from the method of paying such staff in 12 equal instalments. Any over or underpayment should be addressed in the employee’s final pay via an e- ESURFA to [email protected]

For Guidance on final pay calculations, please contact your HR provider.

After checking the leaving date entered is

correct, click





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Appendix A: Data excluded by design

To notify payroll of temporary payments or deductions due as a result of the assignment ending

such as payment/deduction of holiday pay (holiday should be notified to payroll as a sterling

value as advised by HR schools) or to pay redundancy or settlement agreement payments

which are to be made through the payroll and/or One of the situations noted below arise, notify

payroll by sending an ESURFA form via email to [email protected]

If you have missed the payroll deadline, contact the Schools Service Centre for advice on

possible options to avoid an overpayment

1. Amendment to the leaving date after it has been approved on ePayroll.

2. New Employee leaves after working one day or less, i.e. the leaving date is the same as the

start date.

3. Removing/Deleting an additional assignment that has been created erroneously. This can

only be done before the first payroll has been run as records cannot be removed after it has

registered on the RTI return.

4. Missed the payroll deadline to approve an ‘End Assignment’ and the leaving date is in the

current payroll period.

5. Missed the deadline to approve unpaid leave on ePayroll batch for the assignment that is

ending.

6. If the employee is on Maternity Leave, a Gradual Return to Work programme or has had a

period of prolonged unpaid leave at the leaving date, please leave the absence open and

proceed with the end assignment process but notify payroll so that the contractual entitlement

can be checked.

Where you have selected the End Assignment correctly the system will take you to the next

section.

If you see the error message below: You have selected the End Assignment process

incorrectly instead of the Termination process and the system will not allow you to continue

with the End Assignment process.

Click home at the top of the form Hom Logout Preferences to return to the main menu and

use the ‘Termination Process’ instead *NB Employees that have had a termination

approved, even if the date of leaving is in the future, will be treated as an ex-employee when

these assessments are made by the system.




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End Assignment: Assignment

End Assignment Review

A review page will be displayed, use this to check your data entry is correct.

Confirmation

A confirmation message will appear, click on the

home button to return to the main menu screen.

‘End Assignment Effective

date’ is defaulted in from

the data entered on

previous screens.

After checking the information entered is correct, Click

if you wish to obtain an a copy of the review

notification, (if deemed necessary by the schools internal

processes) you can then save this electronically or right

click on the mouse and presss print for a hard copy.

NB. The process selected is

highlighted by a bue circle,

check this shows ‘Terminate

Process Assignment then

click submit.

After checking the details are correct click or click , or

Mandatory Field:

Select ‘Terminate

Process Assignment’

from the drop down list

available.



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End Assignment Submission and Approval Notifications

**NB Best practise recommendation for Future Dated End Assignments, is where

possible, to delay making the approval until the month that the employment is ending.

This will ensure you can make other updates to the record up to the last day of

employment.

Printable page Facility

The printable page facility can be used before and after approval by the recipient of the

notification as deemed necessary by the schools internal processes. For full details on ePayroll

notifications see ePayroll user Guide: The Basics to Get You Started.

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

ePayroll Administrator Work list: Notification of successful transaction

ePayroll Approver Work list: Notification Pending Approval

The approver will need to check the details are correct before approving the transaction.

Full guidance on the functions available within the ePayroll Notifications (such as return for

correction) and how to manage your Work list is available in the ePayroll user Guide: The

Basics to Get You Started.

From column: An item sent by the ePayroll Administrator, their name will appear.

Subject column: The notification details the name of the transaction, the employee name and the name of the ePayroll Administrator that has proposed this transaction for your approval.

From column: An item sent by SYSADMIN will appear.

Subject column: The notification details the name of the transaction, the name of the employee and that it has been sent for manager approval.



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Forms are not Issued by Payroll Following the application of an End Assignment

• P45 Forms are not Issued when an Assignment is Ended

• A P45 will not be produced when an assignment is ended as the employment is still active

• Proof of Age re Exemption for National Insurance retained by payroll

• Payroll retains the Age Exemption Certificate as the employment is still active.

Appendix A

End Assignment Data Excluded from ePayroll by Design for Handling by Payroll

Contact details for submitting data: Postal Address: Essex County Council, County Hall, Payroll, Corporate Operations, Chelmsford, Essex,,CM1 1QH Scan or email address: [email protected]

Data excluded

Form Name

Method of submission to

payroll

Amending a leaving date held on ePayroll.

ESURFA

form

email form New Employee leaves after working one day or less *NB

Terminations cannot be applied where the leaving date is

the same as the start date.

Missed the published deadline to approve an End Assignment on ePayroll.

Contact our Schools Service

Centre for advice on possible

actions to avoid an overpayment. Missed the published deadline to approve a batch on ePayroll to deduct unpaid leave before the final payment.

Payment/Deduction of Holiday Pay for Support staff. For

guidance on calculations please contact your HR Provider.

ESURFA

form email form

Payment/Deduction of Redundancy or Settlement

Agreement where the payment is to be made through the

payroll. For guidance on calculations please contact your

HR Provider.

ESURFA

form

email form

If the employee is on Maternity Leave or a Gradual Return

to W ork programme at the leaving date, please leave the

absence open and proceed with the end assignment

process but notify payroll so that the contractual entitlement

can be checked.

ESURFA

form

email form

Removing/Deleting an entire additional assignment Record from ePayroll. For use where for example a new starter record has been created but the employee did not actually take up employment.

ESURFA

form

email form




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Version Control

Documentation

Name

Reason for Change Section(s) Page(S) Date

Complet ed

Issue

Date

Payroll Guide

for: How to End

an Additional

Assignment

V1.0

Guide format and content

changed to better meet the

needs of Payroll

Customers

Added Essex Education

Service, Schools HR

Advice

Added Pension Advice

Added processes handled

by the Essex 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.

All

sections

All

pages

Novembe r

2014

November

2014

Payroll Guide

for: How to End

an Additional

Assignment

V2.0

Amendment to HR advice

Updated email address to

single point of contact at

Schools Service Centre

Page 6

All sections

Page 6

All pages

Nov

2015

Nov

2015

Payroll Guide for: How to End an Additional Assignment V3.0

Amendment to Teachers and Local Government Pension Advice

Page 9 End Assignment Effective Date Options

Page 9 End Assignment Effective Date Options

June 2017

June 2017


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