Appoint: Marie Curie Students

Transcription

1 Appoint: Marie Curie Students Note: It is advisable to check QRG PA2p Request & Appoint: Marie Curie Fellows and Researchers before following the guidance below, to ensure Marie Curie Student is the correct categorisation for the individual involved. What s Changed? 1. Note added regarding QRG PA2p (18/10/12) As Marie Curie students are non-employees you cannot use the Staff Request process to request a post for them. Instead HR Systems Support with the following details and they will create the post for you. You can then continue and appoint the Marie Curie Student as a direct appointment, with Marie Curie specific data which is important for reporting purposes. Required information when requesting a new post for a Marie Curie Student: Expected Start Date Expected End Date Department Pay Administered by (usually the department) Location Default cost centre for the department (cost allocations can be added later). Hours to be worked. Navigate to: Personnel > Maintenance > Personal Profile The Employee Search window (PER021S) 1. Click the button. The Applicants/Posts window opens. 2. Select the Posts tab. A B 3. Enter the Post Number [A]. Click.The system displays the relevant Post. 4. Click the button (to the right) [B]. The New Appointment Search window opens. 5. Use the Search criteria to see if the individual already has a Personnel record. Enter the individuals Surname, NI number or Date of Birth to search on. Click. 6. An individual new to the University SHOULD NOT exist in the database. The search results list will remain blank. PA2k_Appoint_Marie Curie v1.5.docx Page 1 of 9

2 Note: If the individual is found they should be appointed as an Additional Appointment or Rehire as appropriate. Refer to QRG: Appoint Existing Employee to an Additional Post (PA2b) or Appoint Rehire (PA2d) - but remember to complete the specific appointment details as per the guidance on page 3 of this guide. Check also if the pay group needs to be updated by the HRIS Support team. If you expected to find the individual but were unable to locate them as expected please contact HRIS support as their record may have restricted access. 7. Assuming the individual does not have a previous history with the University, click. The 3-step New Person Record Wizard opens: 8. Complete the fields as below. Field Name (* mandatory) Forename * Surname * Known As * Title * Initials * Qualification Address * Post Code * Phone No. * Description Check/enter first name and all middle names in full. E.g. Robert not Bob. Enter/check surname. Enter first name only. Can be shortened if preferred. This will be used to generate the work address. Select from drop-down list. Enter initials for forename and middle names. Enter/check full address details. Enter/check post code - should be using both fields. Enter details. PA2k_Appoint_Marie Curie v1.5.docx Page 2 of 9

3 Country * Nationality Gender * Date of Birth * Retirement Date * Marital Status Date of Marriage Previous Surname NI Number * Health Insurance Name/No. File Complete Select from drop-down list. Select as appropriate. Complete using the format DD-MMM-YYYY. Please ignore this field. System calculated, but not compliant with recent legislative changes. Enter when known, either now or when individual starts. 9. Click. 10. Complete the fields as below. Field Name (* mandatory) Start Date * Target End Date * Post Type Description Enter agreed start date. Enter if applicable e.g. for fixed term post. Should be Non-employee. Project * Should be default code (00/00000). Job Category Job Title * Do not use. Should be Marie Curie Student. * 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 * Select Non-employee. PA2k_Appoint_Marie Curie v1.5.docx Page 3 of 9

4 Sub Status * Category * Sub Category * Select Payroll Service. This reflects that even though they are a nonemployee we will be using the main payroll to disburse their allowances. Select Not Applicable/Not Required. 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. Would expect to use AP (Research Staff) for this type of post. Hours * Enter normal working hours e.g FTE Hours * Enter FTE hours e.g FTE * FTE% * Action * Will be calculated by the system, ensure it is correct and adjust hours accordingly. Will be calculated by the system. Select New Appointment. Reason Code * 11. Click. Select New Starter New to University 12. Check details are correct and update any of the following fields if required. Field Name (* mandatory) Description Pay Group * Select Monthly Pay Rate Type Select Personal Pay Scale Select MCS Amount Enter 0 Multiplier * Increment Due Date * Comments Salary Comments * Set to 0 so no salary is generated. Not used Enter comments if required, e.g. no increment due date. Enter notes for the Approver/ Payroll, e.g. Marie Curie Student. PA2k_Appoint_Marie Curie v1.5.docx Page 4 of 9

5 Paygroup Hours This value has no impact on pay and should be ignored. 13. Click. Note: You should make a note of the Personnel Number for your future reference. 14. Click. You are returned to the Appointment Details window (PER746). Allocate funding (Cost Allocations) 1. Click button Post Appt Maintenance (PER620) window opens. 2. Go to Selection > Cost Allocation Cost Allocations window opens. 3. Click button. The Add/Edit Cost Allocation window opens: 4. Complete details as below. Field Name (* mandatory) Start Date * End Date * Description Enter the start date for the new cost allocation. 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 * Project Code * Select or enter relevant GL or project code. Note: You can type cost centre straight into the field, but it must be in upper case. Cost centre search will look within the Name and Code fields together, therefore when searching for a cost centre code you need to prefix the search criteria with a wild card %. E.g. to search for codes starting DKRR enter search criteria %dkrr (search field is not case sensitive). Name is displayed first in the search results but you can scroll right to see the codes. Select or enter relevant task/activity. PA2k_Appoint_Marie Curie v1.5.docx Page 5 of 9

6 5. Click then. You are returned to the Cost Allocations window. 6. Click. You are returned to the Post Appointment Maintenance (PER620) 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. A 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. 8. Click. You are returned to the Post Appointment Maintenance window. PA2k_Appoint_Marie Curie v1.5.docx Page 6 of 9

7 Set up of Allowances Marie Curie students are paid a Student Living Allowance. They may also be entitled to other Marie Curie allowances. 1. From Post Appointment Maintenance (PER620) screen go to Selection > Amend Pay Rate. 2. The Add Salary and Allowance window opens: A B C 3. To set up a new allowance, set the Effective Date [A] to the date the new allowance is to be paid from. 4. Click the checkbox Allowances Only [B]. 5. Click the button [C]. The Add Allowance window opens: PA2k_Appoint_Marie Curie v1.5.docx Page 7 of 9

8 6. Complete the Allowance Details screen as below. Field Name (* mandatory) Allowance * Start Date * End Date * Scale Point Percentage Value Cost Centre * Project * Expense Reason * Reference * Description Select MC Student Living Allowance. Check the start date was entered correctly - effective date entered earlier. Enter the end date if required. Note: If the end date is left blank, payment will be paid continually. Not applicable. Not applicable. Enter the value of the allowance, eg 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. Select the relevant cost centre. Note: Cost centre needs to be specified here ONLY if the funding for the allowance is from a different cost centre to the funding for this appointment. Select the relevant Project code. Note: Project code needs to be specified here ONLY if the funding for the allowance is from a different project code to the funding for this appointment. Leave blank - this field is not used by the University. Select the relevant reason code, e.g. Allowance Awarded. Not Applicable PA2k_Appoint_Marie Curie v1.5.docx Page 8 of 9

9 7. Click. The Add Allowances window closes. Multiple allowances can be added at this time if required. 8. Click. The system will ask if you are sure you want to add this salary amendment. Click. 9. The Maintain HR Salary Amendments window opens. If you have Salary Approval access and it is appropriate to do so you can approve the allowance change straight away. 10. Exit all windows back to the Personnel main screen. NEXT STEPS: Unless you were able to approve the allowance, the allowance will now appear in your approver s list for approval. Approvers should refer to QRG: Approve (or Reject) Salary/ Allowances (FD5) for guidance on approving. PA2k_Appoint_Marie Curie v1.5.docx Page 9 of 9