Section 1 – Introduction



HR-Payroll SystemStaff and Manager Requests ProcessingContents TOC \o "1-4" \h \z \u Section 1 – Introduction PAGEREF _Toc353889065 \h 6Purpose PAGEREF _Toc353889066 \h 6Who is it for? PAGEREF _Toc353889067 \h 6Employees who raise staff and manager requests PAGEREF _Toc353889068 \h 6Employees who authorise staff and manager requests PAGEREF _Toc353889069 \h 6Section 2 - Staff Requests General Information PAGEREF _Toc353889070 \h 7Purpose PAGEREF _Toc353889071 \h 7Terminology PAGEREF _Toc353889072 \h 7Post and appointments PAGEREF _Toc353889073 \h 7Job Text PAGEREF _Toc353889074 \h 7Request types PAGEREF _Toc353889075 \h 7Before you start checklist PAGEREF _Toc353889076 \h 8Checklist PAGEREF _Toc353889077 \h 8Type of appointment PAGEREF _Toc353889078 \h 8Funding details PAGEREF _Toc353889079 \h 8Supporting documentation PAGEREF _Toc353889080 \h 11Staff Request field list PAGEREF _Toc353889081 \h 12Section 3 – Raising Staff Request PAGEREF _Toc353889082 \h 17How to access Staff Requests PAGEREF _Toc353889083 \h 17Log in Page PAGEREF _Toc353889084 \h 17Staff Requests PAGEREF _Toc353889085 \h 18My Staff Requests PAGEREF _Toc353889086 \h 19Search Staff Requests PAGEREF _Toc353889087 \h 19Copy Staff Requests PAGEREF _Toc353889088 \h 20Monitor progress of Staff Requests PAGEREF _Toc353889089 \h 20University Services Approval levels PAGEREF _Toc353889090 \h 20General - PAGEREF _Toc353889091 \h 20External PAGEREF _Toc353889092 \h 20Funding limit PAGEREF _Toc353889093 \h 20CREATE A REQUEST PAGEREF _Toc353889094 \h 21Search Existing Posts PAGEREF _Toc353889095 \h 21Create New Request PAGEREF _Toc353889096 \h 27Forecasting vacancy PAGEREF _Toc353889097 \h 27Update to vacancy data PAGEREF _Toc353889098 \h 28Approved request PAGEREF _Toc353889099 \h 28Section 4 – Approve Staff Request PAGEREF _Toc353889100 \h 29Approve Staff Request PAGEREF _Toc353889101 \h 29Log in Page PAGEREF _Toc353889102 \h 29Staff Requests PAGEREF _Toc353889103 \h 30Section 5 Manager Requests PAGEREF _Toc353889104 \h 34Purpose PAGEREF _Toc353889105 \h 34Process PAGEREF _Toc353889106 \h 34Contract change requests PAGEREF _Toc353889107 \h 34User access to CoreHR requests PAGEREF _Toc353889108 \h 34Manager Requests on Forecast PAGEREF _Toc353889109 \h 34Bulk Update Request PAGEREF _Toc353889110 \h 34Manager Request List PAGEREF _Toc353889111 \h 35University Services Approval levels – Manager Requests PAGEREF _Toc353889112 \h 35General - PAGEREF _Toc353889113 \h 35External PAGEREF _Toc353889114 \h 35Endowment PAGEREF _Toc353889115 \h 35Raise a Manager Request PAGEREF _Toc353889116 \h 36Log in Page PAGEREF _Toc353889117 \h 36Manager Requests PAGEREF _Toc353889118 \h 37Adding Documents to Manager Request PAGEREF _Toc353889119 \h 39Searching Manager Requests PAGEREF _Toc353889120 \h 39Section 6 Approve Manager Request PAGEREF _Toc353889121 \h 41Log in Page PAGEREF _Toc353889122 \h 41Staff Requests PAGEREF _Toc353889123 \h 42Manager Request Examples PAGEREF _Toc353889124 \h 47Allowance Change PAGEREF _Toc353889125 \h 47Approver Access PAGEREF _Toc353889126 \h 48Approver Substitutions PAGEREF _Toc353889127 \h 49Campus Serv/Lib/SRS/Manager Request PAGEREF _Toc353889128 \h 50Continue Employee With Current Contract PAGEREF _Toc353889129 \h 51Continue Employee with New Funding PAGEREF _Toc353889130 \h 53Decrease in Hours PAGEREF _Toc353889131 \h 54Deletion of Post PAGEREF _Toc353889132 \h 56Extension of Maternity Cover PAGEREF _Toc353889133 \h 57Funding Change Only PAGEREF _Toc353889134 \h 57Increase in Hours PAGEREF _Toc353889135 \h 59Keeping in Touch Days PAGEREF _Toc353889136 \h 60Leavers – Staff PAGEREF _Toc353889137 \h 61Line Manager Change Request PAGEREF _Toc353889138 \h 62Responsibility Payment (One-Off) PAGEREF _Toc353889139 \h 63Restructure PAGEREF _Toc353889140 \h 64SUERC Manager Requests PAGEREF _Toc353889141 \h 64Temporary Regrading PAGEREF _Toc353889142 \h 65Temporary Scale Pont Increase PAGEREF _Toc353889143 \h 66Appendix 1 – Contacts PAGEREF _Toc353889144 \h 68University Services Human Resources PAGEREF _Toc353889145 \h 68HR Recruitment Team PAGEREF _Toc353889146 \h 68HR System Support PAGEREF _Toc353889147 \h 68University Services Court Office Finance PAGEREF _Toc353889148 \h 69Finance Office Management Accounts PAGEREF _Toc353889149 \h 69Appendix 2 – Finance type PAGEREF _Toc353889150 \h 70Appendix 3 – HESA Cost Centre PAGEREF _Toc353889151 \h 72Appendix 4 – Flowchart – Staff Request PAGEREF _Toc353889152 \h 73Appendix 5 – Flowchart – Manager Request PAGEREF _Toc353889153 \h 74Section 1 – IntroductionPurposeThis manual is designed to be a step by step guide to Staff and Manager Requests processed on the HR/Payroll System. It details - how and where to enter on the system; how to track request progress; authorisation process; how data interacts with other systems/processes in particular budgets and forecasts; provides description on each data field and defines its purpose; contact details for each step of the process.Who is it for?Employees who raise staff and manager requests See – Section 3 Raising Staff RequestTo raise staff requests you must be nominated by your head of service. This allows you to raise staff requests on behalf of a whole service. Best practise is to nominate a few people per Service. To arrange access the head of service should submit an Approver Access Manager Request - see Approver Access. There is also a Approver Substitution Manager Request – see Approver Substitution - to nominate substitutes for period absence e.g. while on annual leaveTo raise manager requests you must be nominated by your head of service/line manager. This role is allocated by work group/team. To arrange access the head of service/line manager should submit an Approver Access Manager Request – see Approver Access There is also a Approver Substitution Manager Request – see Approver Substitutions to nominate substitutes for period absence e.g. while on annual leave.Employees who authorise staff and manager requestsSection 4 – Approve Staff RequestThe authorisation chain is defined by head of College/US and varies from College to College and process to process. The authorisation chain is detailed for each process. The roles authorised to approve requests are clearly defined however an authoriser can nominate a substitute using the Approver Substitution Manager Request – see Approver Substitution Approver Substitutions e.g. while on annual leave.Section 2 - Staff Requests General InformationPurposeStaff requests are used to start a Recruitment campaign. Once it has been authorised on HR/Payroll System the data is transferred to the e-recruitment system, i-Grasp, to start the recruitment process. TerminologyPost and appointmentsPost - In the HR-Payroll system a post is a six digit generic template owned by a School/Institute/Service, defined by grade and generic job title. Appointment – when a person is attached to a post it is by an appointment made up of the post number plus a sequence number. Appointments are allocated to different subject/sections within the School/Institute/Service.ExampleService A has four subject/sections and each section has one Grade 5 administrative assistantPost number for all four will be the same e.g. 123456 but the appointment numbers will be different and unique to that employee for the duration of their appointment in that post.Appointments will be 123456-1, 123456-2, 123456-3, 123456-4. If one of the administrative assistants leaves the same post should be used to raise the staff request for the vacancy and the new appointment number will be generated as the next in sequence i.e. 123456-5.Job TextIn the above example the generic post title is Administrative Assistant however each role holder may have a distinct job title – this is known as the Job Text. The Job Text is displayed on the staff A-Z against an employee’s name. For the above example we could have the following.Appointment ID Job TitleJob Text123456-1Administrative AssistantAdmin Assistant to Team Leader123456-2Administrative AssistantAdmin Assistant to Section Head123456-3Administrative AssistantCourse A Administrative Assistant123456-4Administrative AssistantCourse B Admin AssistRequest typesThere are two request types to select from Search existing posts SELECT FIRST IN ALL CASES TO CHECK FOR EXISTING POST even if completely new role for your area.Create New Request very rarely should this be used as in most Services a post of relevant grade and job title will already exist.Before you start checklistThe following check list is a guide for information to gather/consider before starting your request and to help you select the correct type of request.ChecklistType of appointmentIs this a completely new appointment/role? If yes – has it been agreed by US Executive CommitteeIs this a replacement appointment? - e.g. a member of your team is leaving and you require to recruit a replacementNote: In most cases it will be a simple replace like for like however you should take the opportunity to consider a re-structure of the role. Maybe there have been significant changes in processes recently that have altered the nature of the work and a lower/higher graded post may be more appropriate; or a part time appointment may now be sufficient. For help and guidance on this type of review contact your HR Officer Appendix 1 – Contacts University Services Human Resources Funding details Is the appointment within the current budget? Type of funding – general/external/endowment? Project code(s) and percentage(s)If you are not the budget holder check with your Service finance person or Head of Service. You will need the costs for the remaining months of current financial year and any costs for the next year. For type of funding see Appendix 2 – Finance Type; For salary costs see Impact Checklist for Staff/Manager requestsKey points to considerActionDo you have a budget to cover the cost?If yes, proceed with below. If not, and the cost is significant, you should obtain authorisation for the additional spend from US Executive Group, prior to inputting the request(s) onto Core. You will need to provide a business case to support the request.Is this a standalone request or is there a wider impact e.g. more than one request being raised? If stand alone then you can record the financial impact on the request. If there is a wider impact, attach a summary to your requests on Core showing the current position v the proposal. Ensure you include the financial impact (even if it is within budget or there is zero financial impact).Has the request been completed accurately?Check the request to ensure it has been completed accurately.Has all relevant information been provided to the authoriser?Impact on budget: If the cost is within budget you need to clarify the budget being used to cover the cost e.g:direct replacement (post number, if not already stated, and previous post holder),non forecasting pay.If you are requesting to use your budget for a different purpose you need to provide details of the budget you intend to use and why is it no longer required for the purpose it was provided.If you do not have budget to cover the cost and the cost is not significant, you can input to Core with a note that you are requesting to overspend.Any supporting paperwork on authorisation should be attached to the request on Core.Have you provided a costing?You need to provide a costing whether you have a budget or not including a separate note of any void savings you are expecting.Your costing informs the authoriser of the financial impact of the request i.e. the cost/saving against budget e.g.If you are requesting an increase in hours – you record only the cost the increase in hoursA decrease in hours results in a saving which you should record even if you intend to use the savings to cover another cost but you need to state this on the requestA new post, replacement, backfill– record the cost in the current financial year and per annum recurrent thereafter (until end date, if fixed)Note: Re the note above, you will need to state whether your cost is covered within budget or not.CostingsCostings should be for this financial year and per annum recurrent thereafter (to the end date, where fixed).Financial year runs from 1 August (Period 1 or P1) to 31 July (Period 12 or P12). Current financial year: this is referred to as 2012/13 and runs from 1 August 2012 to 31 July 2013.For staff requests you would use the salary scales on the HR website with on-costs as this provides the total cost to the University. Always cost new appointments at midpoint unless you know that the postholder is being appointed at a different grade. Manager requests for current staff would be costed using actual/forecast data.Example 1 – staff request: Fixed replacement at Grade 6 1fte from 1/6/13 to 31/3/14 funded from current budget:2012/13 for 2 months: ?5.7k (?34,364 x 2/12)2013/14 for 8 months: ?23.4k (?34,364 x 102.5%= ?35,051 x 8/12)Example 2 – manager request: Continue increase in hours of member of staff from 17.5 to 30 on Grade 5, spine point 19 from 1/5/13 to 31/7/13 funded from current budget:2012/13 for 3 months: ?2.5k (30-17.5 = 12.5 increase in hrs) (?28,310 x 12.5/35 = ?10,111 x 3/12 = ?2.5k)Have you managed your fte?You need to consider whether there is an impact on your fte and if so you need to inform HR of any amendments that are required. For example, if you are replacing a 1fte post at a different grade with no backfill, you also need to ensure that the fte on the ‘old’ post is reduced by 1. This would not be picked up by HR when you process the request for the new post – you need to request this separately. If by email, then you need to copy me in so that I know you have actioned this and to avoid duplication.Monthly reportingThe salary forecast and monthly reporting wont be covered at this session but it is worth noting that the person in your area responsible for monthly reporting should be made aware of any significant financial impact arising from Core requests. Note: the person responsible for monthly reporting should maintain a record of significant financial impact arising from Core requests. This can then be used to determine your forecast and explain budget/forecast variances. For informationVacancies (including those for established posts) do not forecast until they are authorised and processed on Core.In order to allocate your budget per post for next year (2013/14) we need a post number which, if not already an existing forecasting post, can only be obtained via Core request so please ensure you have put your requests onto Core (see previous email communication – excludes non forecasting pay).If you are the financial person in your area you should check your salary forecast monthly to ensure it accurately reflects costs to date and forecast for future months. If costs to date are not correct, you will need to determine why by firstly, checking the request that was input to Core to ensure it was correct. Thereafter contact your financial person to obtain further guidance or refer to contacts list provided at Appendix 1Supporting documentationAny correspondence e.g. emails; PAF, letters - which may be relevant particularly in relation to costs e.g. US Executive Committee agreement – this can be attached to the request to inform approvers and help speed up the authorisation process. Job description – although not required for staff request you will need it once request approved and even if replacing like for like the job description is reviewed and approved by HR Officer/Manager. If request for a completely new appointment it is best practice to have your job description reviewed to ensure it matches the grade you are requesting your HR Officer will be able to advise you on this – see Appendix 1 – Contacts University Services Human Resources Staff Request field listField nameData item descriptionPurposeSection 1Staff request numberNumber generated by system unique to requestTo identify request and help track through systemManager Order NoFree textCan use as extra reference field if required Organisational structureDefaultDefines CoreHR organisational hierarchy from 1st August 2010 (University Restructure)CompanyDefaultDefines CoreHR organisational hierarchy - linked to Organisation StructureCollege/USUniversity ServicesDefines CoreHR organisational hierarchy – linked to College/USDepartmentService within the University Defines CoreHR organisational hierarchy – linked to College/US - Subject/SectionSubject/Sections linked to ServiceOne of many within Service. Only subject/sections relevant to your service will display. If this equates to an Agresso cost centre employees will appear grouped under it on Staff A-ZTheme/TeamTheme/Team linked to Subject/SectionOne of many within Subject/Section. Only theme/teams relevant to your subject/section will display. If this equates to an Agresso cost centre employees will appear grouped under it on Staff A-ZCost Centre8 digit Agresso cost centre to which appointment belongsThis is a mandatory field however it is not used for any costing purpose within Core – can be displayed on CoreBI reports LocationBuilding person in appointment will be based E.g. Security Officer could be on Main Campus or based at Garscube. Intention for other systems to use e.g. to generate email lists for all staff at GarscubeWork GroupA Work Group defines a team of employees who report to the same line manager. It is used to allocate security for various functions in the system – leave request approval; absence recording access. As work groups can cross Services they cannot be linked directly to a unit therefore there is a large list to choose from. A list of work groups relevant to you can be requested from HR System Support team. The initials at the end of each work group are those of the line manager of the work group/team where only one. Area of work (SOC)The SOC codes identify the generic type of work the employee does. They are defined by government lists and used for various statutory reports e.g. HESA (Higher National Statistical Agency)You should only have to populate this if you are creating a completely new post. If you copy or use Search Existing posts which is recommended it will already be populated. For all academic staff use Academic Professional. If not sure please contact HR System Support. Academic Employ (AEF)This data item is defined by HESA and is also used to define employees who may be eligible for REF. For any employee in the Research and Teaching Job Family it must be completed with an entry other than X. All other employees us XTeaching only – use for employees who’s contract is for teaching only – e.g. University Teachers; TutorsResearch Only – use for employees who are engaged in research only contract – e.g. Research Assistants/Research Associates Teaching and Research – use for employees engaged in both teaching and research – e.g. Lecturer; Reader; ProfessorThis field will be populated if use Search Existing Posts or copy existing requestHESA Cost CentreThis data item is defined by HESA to group employees into functional or academic subject areasSee – appendix 3 for code to use for University Service areasThis field will be populated if use Search Existing Posts or copy existing requestVacancy TypeUse onlyFor external advertisingFor internal advertisingFor named appointment this defines the type of recruitment campaign required. Majority will be external i.e. once Job Seekers Register is checked it will be advertised externally.External – advertise externallyInternal – advertise to University employees onlyNamed (use for Direct Appointments also) – the new role holder has already been identified – normally applicable for short term appointments or researcher named on a grantPosition TypeRecruit (Completely New)Recruit (Maternity/Paternity Cover)Recruit (Named Appointment)Recruit (Different Grade)Recruit (Replace Same Grade)Recruit (Secondment Cover)Recruit (Sickness Cover)Select relevant type for this requestVacancy ReasonFree text field Use for a brief explanation if not covered by above or by supporting documentation e.g. note name of person resigning and date of resignation if replacementReplace Employee Select from list of employees presently attached to postUse if employee has resigned and you are replacing like for like. It helps identify that budget is already in place for this appointment. Note if the date the employee left is already past they will not appear on the list. In this scenario note name in vacancy reason field abovePost TitleThis is the generic job title defined on a poste.g. Administrative Assistant This field will be populated if use Search Existing Posts or copy existing requestJob TitleJob Text - Free text field for actual job title of individual. This is the title that appears on the Staff A-Z web liste.g. Administrative Assistant to Support Team Job FamilyCategory of staff –MPA; Operational; Technical; R&TThis field will be populated if use Search Existing Posts or copy existing requestGradeGrade relevant to the job. If the role is for grade above grade 9 ensure salary required for budget forecast is noted in Additional information. This field will be populated if use Search Existing Posts or copy existing requestAll appointments are created at mid point of grade for forecasting. Request DateAuto-generated by system when new request is raisedNote if you plan a request but do not submit for a few days this date remains as original date that the request was createdPlanned Start DateEarliest date you expect to fill the appointment BE REALISTIC – Recruitment can advise on average times to recruit depending on grade and category – never complete as today’s date.Should equal project code start date Planned End DateExpected End date of appointment if applicable Should equal final project code end date if enteredContract DurationWhere funding is for specified period define length of contract e.g. 1 year 10 monthsUsed as check that start and end dates have been entered correctly Employee StatusType of contractOpen-endedOpen-ended with funding end dateFixed term for duration of projectFixed term for some other substantive reason e.g. maternity leave coverRecruitment Section can advise on type of contract Sub StatusFull timeFull Time Compressed HoursFull Time - Term time onlyPart TimePart Time – Term time onlyZero HoursSelect the appropriate status for appointmentReporting ToThe line manager of the work group This should be auto populated based on work group selectedHoursHours per week e.g. 35 for fulltime appointmentEnter number per week for appointmentFTE0-1This can only be a value up to 1 even if more than one appointment being requested. Note individual fte per appointment in Additional information field.Positions RequiredTotal appointments required – minimum = 1Used to define number of appointments required for this recruitment campaign – an unique appointment ID will be created for each with an entry for each on the CoreBudget Forecast reportsWork Patterne.g. 9am to 5 pm Monday to Wednesdaye.g. shift workerHours and days person is expected to work. Majority of full time employees will be 9-5 Mon to Fri. This is important for part timers to ensure holiday calculations are correct. If actual pattern not known at this stage it can be advised to Recruitment team when final contract being agreedDisclosure PVGDisclosure or Protection of Vulnerable GroupsTick if appointment requires PVG clearance or contact your US HR OfficerClinical Research TypeNot relevant for University Services appointmentsNHS Research PassportRequired non-clinical researchers working with patients If you think this may be applicable see or contact you US HR OfficerAdditional InfoFree text field to help clarify any additional information e.g. 3 cleaners positions requested 2 @ 14.5 hours per week1 @ 16 hours per weekDetail any relevant additional information specific to the requestSection 2Appears when Section 1 has been completed and saved Assign Cost AllocationsCost allocations is the screen project codes are recorded on in back office against an appointmentProject Code and DescriptionEnter project code (s) for this appointmentType project code number into search field and select. It is important to check that your request costs are in the project budget allocation before selectingCost CentreDefaults to cost centre for projectAuto populatesDate FromDate funding starts First entry should match planned start date Enter multiple rows if more than one project code and start date for each periodDate ToDate funding due to end if applicableShould match contract duration end date. Enter multiple rows if more than one project code and end date for each periodPercentage% against each projectEnter % to each project code if applicable or 100% if only one. e.g. 50% for first project; 10% second project; 40% third project etcStaff Request documentsAttach documents by clicking on the paperclip iconDocuments will display to approver. In particular attach any documents relating to financial approval /discussions Funding DetailsFunding Source General; External; See appendix 2 for definitions. The selection here defines the authorisation route for the requestFunding Source DetailFree text field to record expected cost of the appointment and whether in budget or not – overtype text displayed.‘PLEASE COMPLETE: DO YOU EXPECT THE COST FOR THIS POST/APPOINTMENT TO BE COVERED WITHIN YOUR CURRENT AND/OR FUTURE YEAR BUDGET AND IF NOT, HOW WILL IT BE FUNDED?’Detail cost for remaining period of current year budget if relevant e.g. if expected start date is before 1st August – the cost from start date to end of July; Detail full cost for next year - i.e. if for 8 months, the cost of 8 months, if open ended the cost for a full year.Use Salary Scales with on costs to estimate, if do not have actual costs. Always cost at mid point of scale. supporting documentation e.g. US Executive Group agreement; emails; should be attached Section 3 – Raising Staff RequestHow to access Staff RequestsLog in PageLog on to HR-Payroll System Self Service from the SSD desktop icon Or via weblink below which is accessible via My Glasgow or from HR Service webpage following screen will open. Enter your GUID and password and click Sign In. HR-Payroll Self Service is available on and off campus 24/7.Note the message area under the login boxes. Any messages regarding the system will be displayed here. The messages rotate so it is worth taking a few seconds to check if any new messages appear e.g. system downtime will be noted here. The screen displayed after sign in will depend on your access. If you are a line manager you will see your team displayed on the right hand side in My Team box, if you are an administrator the My Team box will be empty as below. Staff Requests are accessed by selecting the quick jump option on the menu and selecting Core e-Recruitment.The following screen will display – note the only box relevant on this screen is the My Staff Requests. You can close the other ones by clicking the down arrow on top right corner and you can move them around the screen to make it easier to access / focus on the relevant box.My Staff RequestsWhen you open My Staff Requests it opens as a separate window and displays as belowYou can see under My Requests how many are at each status. Note: On-Hold is presently not an option. Search Staff RequestsOver time these will become many. You can click on any of the status to bring them all up on the list on the right hand side or you can narrow down your selection by using the search criteria – this enables you to search by status type for a specific date range or if you have your staff request number you can type it into the Search Text and Search – you will have to select a status and search on each or you can type the job title into the Search Text.For Planned you can edit; copy, delete For Completed; Rejected and Submitted you can view and copy.Hover over the Action buttons to see description of action.To return to the search screen you can click on any of the status under My Requests or you can close the Staff Request window to return to My Staff Request home page. You cannot use the back button.Copy Staff RequestsThe copy facility is particularly useful if you raise the same post again and again where most details do not change e.g. Cleaner; Janitor. You could keep a planned template and copy it each time or find latest completed one and copy it. Also for rejected – maybe it has been rejected because you forgot to attach a relevant document – you can copy, update, add the document and submit. Monitor progress of Staff RequestsWhen you submit a staff request it remains as Submit status until all levels of Approvals have been completed when it moves to Approved. Once it is approved the HR Recruitment Section transfer the data to e-recruitment system, i-Grasp, and contact you to start the Recruitment process. The status on My Staff Requests updates to Completed. You can view the progress of the staff request by opening/viewing the request and scrolling to the end where you will see Until the person approves the request it sits with their role title – the actual name of the approver displays when they approve.University Services Approval levelsGeneral - Staff Requests submitted as funding source generalLevel 1 approval = Head of ServiceLevel 2 approval = Resource ManagerLevel 3 approval = Head of FinanceExternal - Staff Requests submitted as funding source ExternalLevel 1 approval = Head of ServiceFunding limit - Staff Request for certain job types agreed as not requiring Resource Manager approval (mostly zero hour appointments in Campus Services /SRS/Library)Level 1 approval = Senior ManagerLevel 2 approval = Head of ServiceCREATE A REQUESTSearch Existing PostsTo create a staff request you MUST ALWAYS check for an existing post first even though it may be the first time your particular area within the Service has had need of such a role. Log in as detailed above at REF _Ref353188250 \h \* MERGEFORMAT How to access Staff Requests Navigate to Core e-Recruitment via quick jump menu and select My Requests and then in new window that opens under New Request select Search Existing Posts. The following will display.Click the Search button A new box Search Results will display The data appears under the headings and you can scroll up and down to find the relevant postThe Active FTE is the occupied fte for that post for the whole Service as at the day you raise the request. Where only one employee is in a post it will display their name, if it has multiple people attached to it multiple records will display. Click on the post you wish to recruit to. The following New Request appears with a number – this is referred to as the Staff Request number. If you need to contact anyone in the authorisation/processing chain this number will help speed up the enquiry. By Searching Existing Posts some of the data fields are already populated. Complete the missing fields clicking on the icon that looks like a magnifying glass or the down arrow or typing in field if free text field. Note: where * is against a field description it is a mandatory field.Options under Subject/Section and Theme/Team will be limited to your particular Service. Until you select an item from Subject/Section no items will appear in Theme/Team.Normally there will not be a long list in these two fields and you will not have to use the Search field but simply have to click on the item displayed to populate the fieldWhere there are a large number of items e.g. work groups you can use the search box to narrow down the search. If you know the code or description you can enter it and search or you can use wildcard % before and after to bring back results For a list of Workgroups for your area contact HR System Support – Appendix 1 – Contacts – HR System Support Once all fields are completed down to Additional Information - Click Save buttonThree additional boxes appear Assign Cost AllocationsStaff Request DocumentsFunding DetailsComplete as required. The Cost Centre field auto populates with the description of the cost centre attached to the selected project code. To attach a document click the paperclip and the following sub window appears Browse to select your document, click upload – the selected document will appear in box, repeat if more than one document -click close window when all relevant documents are uploaded.To check you have loaded the correct document you can click the icon. If it has been loaded in error click the red cross to deleteEnsure you select the correct funding source for your authorisation process and detail all costs for this years budget and next. Remember the more information you supply the quicker will be the authorisation process.You now have the option to Save or to Save and Submit. You may wish to Save at any point during the creation process –e.g. if you started the request and forgot to get the correct project code for instance. When you find the relevant missing code navigate to your Planned requests, re-open, add missing data, then Save and Submit.When you submit a new box Approval History with current status in ( ) will appear. And the number in your Submitted requests will increaseCreate New RequestIf there is no existing post in your Service for the grade and job title required you will have to raise a brand new post. It is the same process as Search Existing Posts except that no details will be pre-populated except the Department. Forecasting vacancyWhen the appointment is created by the Recruitment team it will appear in the CoreBudget the next time a snapshot is produced. A row for each vacancy appears on the Forecast with first field populated with VAC** and the appointment id in appropriate field. Note – VAC** numbers are not unique to an appointment and will change each time a snapshot is produced. If you need to enquire about any of the data on a vacancy please quote the appointment ID i.e. the post + sequence. Update to vacancy dataUpdates to the vacancy should be communicated to the HR Recruitment Team – see Appendix 1 -Contacts Common update requestsChange expected start/end date – e.g.the recruitment process is taking longer than expected - you wish to move the expected start/end date to amend your forecast.Change to project codeChange to Job TextAppointment no longer required – request the appointment/vacancy is ended.For any of the above your Head of Service and/or Finance team will need to be informed for CoreBudget /forecasting awareness. Approved requestWhen all approvals have been completed the status in the Core back office updates to Approved and HR Recruitment team will complete process that creates the appointment (post + sequence) and the vacancy/competition number which transfers the details to the e-Recruitment system i-Grasp. This also moves the status to completed for the person who raised the request and it moves from the approved to completed on My Requests. Section 4 – Approve Staff RequestApprove Staff RequestYou will receive an email alerting you that a Staff Request has been submitted and awaits your approval.Example of emailLog in PageLog on to HR-Payroll System Self Service from the SSD desktop icon Or via weblink below which is accessible via My Glasgow or from HR Service webpage following screen will open. Enter your GUID and password and click Sign In. HR-Payroll Self Service is available on and off campus 24/7.Note the message area under the login boxes. Any messages regarding the system will be displayed here. The messages rotate so it is worth taking a few seconds to check if any new messages appear e.g. system downtime will be noted here. The screen displayed after sign in will depend on your access. If you are a line manager you will see your team displayed on the right hand side in My Team box, if you are an administrator the My Team box will be empty as below. Staff Requests are approved by selecting the quick jump option on the menu and selecting Core e-Recruitment.The following screen will display – note the only box relevant on this screen is the My Staff Requests. You can close the other ones by clicking the down arrow on top right corner and you can move them around the screen to make it easier to access / focus on the relevant box.Navigate to Core e-Recruitment via quick jump menu and select My Requests and then in new window that opens select My Outstanding from My Approvals box.Click on the Action button for the request you wish to approve – the full request will display. Check the details, any documents, scroll to Approval Request box Enter any comments that may be relevant to the next approver or if rejecting the reason you are rejecting. Select Approved or Rejected in the Update Status field. If you wish further information before approving you can Cancel and update later. Note it is not mandatory to enter Comments when approving but it is when rejecting.Message below will appear when click Update – click OKThe comments are visible to the person who raised the request and to the next approverPerson who raised request will seeNext approver will seeWhen all approvals have been completed the status in the Core back office updates to Approved and HR Recruitment team will complete process that creates the appointment (post + sequence) and the vacancy/competition number which transfers the details to the e-Recruitment system i-Grasp. This also moves the status to completed for the person who raised the request and it moves from the Approved to Completed on My Requests. Section 5 Manager RequestsPurposeManager Requests are for requesting changes to an employee’s contract or to request updates to user access to CoreHR. Requests are submitted by a line manager or by Service nominated administrators. Access to Manager Requests are granted by work group therefore if you do not see an employee on the list of people displayed it will be because you have not been granted access to that work group. ProcessContract change requestsRequests for changes to an employee’s contract progress through the chain of approval until they are received by the HR Assistant in University Services. The HR Assistant issues contract update letter if applicable and updates the system for any changes. When all updates are actioned the HR Assistant will update the status of the request to completed and the person who raised the request will know everything is complete.User access to CoreHR requestsRequests for user access changes progress through chain of approval until they are received by the HR System Support team. HR System Support Assistant will update the access and update the request to completed, an email will inform the person who raised the request that it is complete.Manager Requests on ForecastOnly once the request has been actioned by the HR Assistant will the changes appear on the next CoreBudget snapshot produced. It is therefore important to be aware, when checking your forecast, of when the snapshot was produced versus when the manager request was completed. Bulk Update RequestNormally a manager request is raised against an individual employee. There are however occasions when the same change is required for a large number of staff e.g. update project code; extend funding end date. In these cases a request can be raised against one of the employees the change is applicable to and a spreadsheet with the list of all employees it applies to attached. Manager Request ListAllowance ChangeApprover AccessApprove SubstitutionsCampus Serv/Lib/SRS/Manager RequestContinue Employee With Current ContractContinue Employee with New FundingDecrease in HoursDeletion of PostExtension of Maternity CoverFunding Change OnlyIncrease in HoursKeeping in Touch DaysLeavers – Staff Line Manager Change RequestResponsibility Payment (One-Off)RestructureSUERC Manager RequestsTemporary RegradingTemporary Scale Pont IncreaseUniversity Services Approval levels – Manager RequestsThe approval chain for Manager Requests is as below unless stated under the actual Manager Request example.General - Manager Requests submitted as funding source generalLevel 1 approval = Head of ServiceLevel 2 approval = Resource ManagerLevel 3 approval = Head of FinanceHRA – update to completedExternal – Manager Requests submitted as funding source ExternalLevel 1 approval = Head of ServiceLevel 2 approval = Research Section, Finance OfficeHRA – update to completedEndowment – Manager Requests submitted as funding source EndowmentLevel 1 approval = Head of ServiceLevel 2 approval = Endowment Section, Finance OfficeHRA – update to completedRaise a Manager RequestLog in PageLog on to HR-Payroll System Self Service from the SSD desktop icon Or via weblink below which is accessible via My Glasgow or from HR Service webpage following screen will open. Enter your GUID and password and click Sign In. HR-Payroll Self Service is available on and off campus 24/7.Note the message area under the login boxes. Any messages regarding the system will be displayed here. The messages rotate so it is worth taking a few seconds to check if any new messages appear e.g. system downtime will be noted here. The screen displayed after sign in will depend on your access. If you are a line manager you will see your team displayed on the right hand side in My Team box, if you are an administrator the My Team box will be empty as below. Manager Requests are submitted/approved from this screen Select the Manager Request from the Manager Options box. Click on the down arrow in each field to select the employee you wish to raise a request for then the type of request you wish to raise.Then select the Add New Manager Request button A new window will open with the relevant manager request fields for completion. An example of each Manager Request is detailed later. Adding Documents to Manager RequestIf you have documents to attach to a manager request you MUST remember to Save the request which will then give you the option to attach documents. Browse to the document and click the paperclip icon to upload.You can Save if you wish to submit later or you can Submit.Searching Manager Requests You will be returned to the Manager Request Details screen which you can use to search for any requests to view their progress. You can search by Employee; by Type; by Status or a combination of these.Double click on the relevant row to open request. Section 6 Approve Manager RequestYou will receive an email advising you that a Manager Request has been submitted. Log on to HR/Payroll System see Log in PageLog on to HR-Payroll System Self Service from the SSD desktop icon Or via weblink below which is accessible via My Glasgow or from HR Service webpage following screen will open. Enter your GUID and password and click Sign In. HR-Payroll Self Service is available on and off campus 24/7.Note the message area under the login boxes. Any messages regarding the system will be displayed here. The messages rotate so it is worth taking a few seconds to check if any new messages appear e.g. system downtime will be noted here. The screen displayed after sign in will depend on your access. If you are a line manager you will see your team displayed on the right hand side in My Team box, if you are an administrator the My Team box will be empty as below. Staff Requests are accessed / approved by selecting the quick jump option on the menu and selecting Core e-Recruitment.The following screen will display – note the only box relevant on this screen is the My Staff Requests. You can close the other ones by clicking the down arrow on top right corner and you can move them around the screen to make it easier to access / focus on the relevant box.The number of outstanding requests will appear in My Approvals, Manager Request Click on the Manager Request, Workflow Tasks screen will display. You can use the Advanced Search to narrow the list To view the details of the request click on the icon under Options to open View Workflow Task Detail window. You will see the details of the email you received.Click on the icon to view the details as completed by the person who submitted the request.And the icon under Options in the Documents list to view any documents attachedTo approve or reject the request click Update Task and select the relevant option from Status field. Note: Comments are not mandatory for approval but are for rejectionsYou will be returned to your Workflow Tasks list.Manager Request ExamplesAllowance ChangeSome appointments have additional allowances as part of their contract e.g. shift allowance; contractual overtime; evacuation chair allowance. This request can be used to request an amendment to an allowance or to request a new allowance. Complete the fields and submit. Points to noteDo not amend the Appt Month/Year Always select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit button. Approver AccessUse this manager request to request access for an employee to raise/ approve various functions.Line Manager Access – a new work group/team may have been formed or existing manager may have left and the employee the request has been raised against is taking on line manager roleRaise Staff Request Access Raise Manager Requests AccessRecord Absence AccessApprover SubstitutionsUse this manager request to request a substitute approver if you are going on leave; while new approver is being recruited if someone left.The different roles that can be substitute areCampus Serv/Lib/SRS/Manager RequestThis Manager Request is for specific to roles in Campus Services; Library; Sports and Recreation Services that are below a certain financial limit and can therefore by pass the Resource Manager approval process. It combines all manager requests into one for employees in this category Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costs?Check all details before click Submit buttonContinue Employee With Current ContractThis Manager Request is to request continuation of an appointment with no changes other than end date. It may be the case that a number of employees have to be extended at the same time. In this scenario you can raise the manager request against one employee and attach list of all employees it applies to.Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonExample of attaching list for bulk update Continue Employee with New FundingThis Manager Request is used to request an extension to appointment with new funding / project codes. It may be the case that a number of employees have to be extended at the same time. In this scenario you can raise the manager request against one employee and attach list of all employees it applies to.Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonDecrease in HoursThis Manager Request is to reduce hours for an employee in an appointmentPoints to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you included new work patternHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonDeletion of PostWhere an employee has left and no replacement is to be made you can request the deletion/reduction of fte on that post i.e. if the employee was the only person attached to the post – HR System Support team will end the post; if there is more than one person attached to the post HR System Support team will reduce the total fte on the post. Extension of Maternity CoverThis Manager Request is used to extend an employee who is in an appointment covering for an employee on Maternity leavePoints to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you included new work patternHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonFunding Change OnlyThis Manager Request is used to update the funding against an appointment but no other details are required to be amended.Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonIncrease in HoursThis manager request is used to increase hours for employee’s appointmentPoints to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you included new work patternHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonKeeping in Touch DaysThis Manager Request is used to advise payroll of any keeping in touch days for an employee on Maternity leave. It goes to Payroll to Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonLeavers – Staff This Manager Request is used to advise HR that an employee is leaving. It should be used in conjunction with the Leavers checklist within the Leaver Guidance for Managers at to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonThe notification goes directly to US Human Resources with a copy for confirmation to the employee’s line manager advising them to check the Leaver Guidance for Managers.Line Manager Change RequestThis Manager Request is used to request a change of line manager for an employee due to a new team being created; existing line manager leavingPoints to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costsCheck all details before click Submit buttonResponsibility Payment (One-Off)This manager request is used to request a one-off payment for an employee for some additional responsibility they have undertaken or for a responsibility payment that may last for a few months e.g. to cover someone on long term sick leave. It should only be raised once it has been discussed and agreed with your HR Officer/Manager. Normally payments are not pensionable.Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Start date for one-off payment – select first of the month you wish payment to be made inEnd date for one-off payment – select last day of the month you wish payment to be made inCheck dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costs – including employers on-cost for NI/Pension if applicableCheck all details before click Submit buttonRestructureThis Manager Request is used where an area has undergone a restructure which has resulted in changes to their contract. Most restructures are dealt with off line and normally for a significant number of employees. It should only be raised once it has been discussed and agreed with your HR Officer/Manager.Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costs – including employers on-cost for NI/Pension if applicableCheck all details before click Submit buttonSUERC Manager RequestsNot Applicable for USTemporary RegradingThis manager request is used to request temporary re-grading for an employee for some additional responsibility they have undertaken. It should only be raised once it has been discussed and agreed with your HR Officer/Manager. Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costs – including employers on-cost for NI/Pension if applicableCheck all details before click Submit buttonTemporary Scale Pont IncreaseThis manager request is used to request temporary scale point increase for an employee for some additional responsibility they have undertaken. It should only be raised once it has been discussed and agreed with your HR Officer/Manager. Points to noteDo not amend the Appt Month/YearAlways select relevant Appointment ID Check dates – the dates do not validate that end date is greater than start date therefore please take care when enteringHave you attached any relevant documents? You must Save first for attach documents function to appearHave you included all relevant funding costs – including employers on-cost for NI/Pension if applicableCheck all details before click Submit buttonAppendix 1 – ContactsUniversity Services Human ResourcesContact US Human Resources for advice on Manager Request changes to contract; Staff Requests advice on job description/grading; HR ManagerLesley Cummingsext.3765Senior HR OfficerAllison Leitchext.4168HR OfficerMargaret McConnellext.4230HR OfficerLaura Davidsonext.4218HR AssistantDiane McFarlane (Wed-Fri)ext.3765HR AssistantPhillipa Macgregor (Mon-Wed)ext.4610HR Support Assistant????Sidrah Sirajext.3765HR Support AssistantKirsty McKenzieext.4610HR Recruitment TeamContact HR Recruitment Team for changes to Staff Request details once submitted and for progress of Recruitment campaign/vacancyRecruitment ManagerTracey Stirlingext.2913Deputy Recruitment ManagerPatricia McLarenext.2990Recruitment Team LeaderAnn Jamiesonext.3101Clinical Specialist/Team LeaderSusan McDaidext.3758Recruitment AssistantJen Thompsonext.5855Recruitment AssistantKevin Elliottext.7625Recruitment AssistantPeter Blythext.2761Recruitment Assistant (0.5fte, 5 mornings)Philippa Innesext.3379Recruitment AssistantSuzy Maxwellext.3379Recruitment AssistantLauren Hendryext.3822Recruitment Support AssistantAndrew Baxterext.3848HR System SupportContact HR System Support for enquiry regarding progress of a request; general advice on system use; advice on access to relevant forms/reports; lists of useful codes e.g. workgroupshrphelp@glasgow.ac.ukHR System Support ManagerAnne Priceext.3905HR System Support Team OfficerKathleen McLaughlinext.3906HR System Admin OfficerMichael McCabeext.7091HR System Support AssistantChris MacDonaldext.7089HR System Support AssistantAudra Mowattext.6161University Services Court Office Finance Contact Court Office Finance for enquiries regarding budget/project codesResource Manager, Ms Paula Vinaccia, Paula.Vinaccia@glasgow.ac.uk, ext 4170Head of Finance, Ms Alison Gailey, HYPERLINK "mailto:Alison.Gailey@glasgow.ac.uk"Alison.Gailey@glasgow.ac.uk, ext 8758Finance Office Management Accounts Contact Management Accounts for enquires regarding CoreBudget access/reportingSection Contact DetailsExtension Number: 2977E-mail:?finance-mact@glasgow.ac.uk Appendix 2 – Finance type Main Cost Class Definitions Every project has a cost class which can be found on your management pack - this determineswhether a request should be input as internally or externally funded as indicated below.Management packs are provided to the Financial contact in your Service every month.Cost ClassCost Class DescriptionDefinitionI&E SectionFinancial ResponsibilityGENERAL????530Commercial - General TradingGeneral trading projects will generally speaking have no contracts in placeExamples of general trading:? Hire of equipment & use of facilities and laboratories? Diagnostic testing ? Sale of printed matter (journals / books)? Sale of graduation DVDs? Payment to an individual for personal activity that is not classified as consultancy e.g. Editorship of a society or journal? Museum entrance fees? Car Parking IncomeCommercialUS 570Commercial Ring Fenced GrantsOnly for University ServicesCommercialUS 700General FundsIdeally there should be one general funds project per department where all costs are recorded. GeneralUS 701General Funds - Capital ProjectsCapital ProjectsGeneralUS - E&B702General Funds - Residences & HospitalityResidencies & Accommodation ProjectsGeneralUS 710General Funds - DiscretionaryNo income is to be recorded against these projects No new discretionary projects are to be opened going forward.OtherUS EXTERNAL????100Research - Grants & ContractsOnly research grants & contracts should be allocated to this cost class. Examples:? Contracts for research work funded by external organisations? Grants for research work funded by external organisations? Research fellowships? Vacation studentships (Sponsorship of students undertaking research out with term time)ResearchFinance Office-RSA310Teaching - Research Training Support Grants? Research studentships financed by Research Councils, industry, charities, government bodies (unless part of a research contract/grant)General (RTSG Line)Finance Office-RSA320Teaching - Research Training Support Grants (External Multi Partner Awards)External Multi Partner Awards for Research Training Support Grants? Research studentships financed by Research Councils, industry, charities, government bodies (unless part of a research contract/grant)General (RTSG Line)Finance Office-RSA501Commercial - KTA AccountsKnowledge Transfer AgreementsCommercialFinance Office-RSA520Commercial - ConsultanciesProvision of consultancy services to an external mercialFinance Office-RSA521Commercial - EC ProjectsSocrates, Erasmus, Nexus, ERDF projects and any other European Commission funded projectsCommercialFinance Office-RSA522Commercial - Other Services Rendered ContractsOther services rendered contracts are income generating activities that do not fall into the more specific service types such as consultancies or conferences. Examples include:? Routine testing and analysis of materials and components as part of a service contract which runs over a specified period of time? Any service provided to an external organisation where the service is governed by an agreement or contract where the obligations, risks, required outputs, timeframe, budget and payment procedures are clearly defined.Any projects allocated to this category must have a contract with a start and end date, otherwise use the ‘general trading’ cost classificationCommercialFinance Office-RSA523Commercial - RoyaltiesIP, licensing and royalties incomeCommercialFinance Office-RSA540Commercial - Salaries RecoveredA salary recovery is a payment due and payable by an organisation outside the University (e.g. NHS body) towards the cost, full or partial, of the salary (and occasionally other costs) of a member of the University staff. A salary recovery does not apply where an individual is employed by the University in terms of a research grant or contract, a services rendered contract or a mercialFinance Office - General Ledger (Annette Wilson)550Commercial - Conferences & Events? Conferences that are not of a professional development nature (these conferences could be attended by the general public). The primary purpose of a conference is to exchange information and facilitate networking.? Networking events? Careers evenings? Sponsorship of events? Trade fairs & exhibitionsCommercialFinance Office-RSA554Commercial - Short CoursesShort courses not of a professional development nature (could be attended by general public). CommercialFinance Office-RSA560Commercial - EarmarkedGrants / Funding awarded for a specific purpose or programme Examples? Scottish Museums Council Grants? Higher Education Authority? Funding received for an educational project such as teaching infrastructure, development of teaching materials or techniques or the support of educational mercialFinance Office-RSA565Commercial - SFC EarmarkedGrants / Funding awarded for a specific purpose or programme Examples? Scottish Funding Council award for educational programmes? JISCCommercialFinance Office-RSA566Commercial - SFC Earmarked External Multi Partner AwardsEarmarked grants from SFC that form external multi partner awardsCommercialFinance Office-RSA711General Funds - Donations / FundraisingRestricted donations only. All donations must be given for a specific purpose.Examples? Donation campaigns run by development & alumni ? Chancellor’s Fund Awards? Donations received for a specific purpose (Donation income will not be recognised until the conditions of the donation are met)OtherFinance Office -Financial Accounting (Anne Wheeler)800EndowmentEndowments ProjectsGeneral (Endowment line)Finance Office -Financial Accounting (Anne Wheeler)Appendix 3 – HESA Cost CentreService DescriptionHESA Cost Centre DescriptionBIOLOGICAL SERVICESCENTRAL ADMINISTRATION & SERVICESCAREERS SERVICESTAFF & STUDENT FACILITIESCENTRAL SERVICESPREMISESCENTRE FOR OPEN STUDIESCONTINUING EDUCATIONCLEANING SERVICESPREMISESCONFERENCE & VISITOR SERVICES OFFICERESIDENCES & CATERINGCORPORATE COMMUNICATIONSCENTRAL ADMINISTRATION & SERVICESCOUNSELLING AND PSYCHOLOGICAL SERVICESSTAFF & STUDENT FACILITIESCOURT OFFICECENTRAL ADMINISTRATION & SERVICESDATA PROTECTION & FOI OFFICECENTRAL ADMINISTRATION & SERVICESDEVELOPMENT & ALUMNI SERVICESCENTRAL ADMINISTRATION & SERVICESDISABILITY SERVICESTAFF & STUDENT FACILITIESESTATES & BUILDINGSPREMISESFINANCE OFFICECENTRAL ADMINISTRATION & SERVICESHEALTH & WELLBEINGSTAFF & STUDENT FACILITIESHOSPITALITY SERVICESRESIDENCES & CATERINGHUMAN RESOURCES SERVICECENTRAL ADMINISTRATION & SERVICESINTERFAITH CHAPLAINCYSTAFF & STUDENT FACILITIESIT SERVICESCENTRAL ADMINISTRATION & SERVICESLEARNING & TEACHING CENTRETOTAL ACADEMIC SERVICESLIBRARYTOTAL ACADEMIC SERVICESMUSEUM & ART GALLERYTOTAL ACADEMIC SERVICESOCCUPATIONAL HEALTH SERVICESTAFF & STUDENT FACILITIESPLANNING SERVICESCENTRAL ADMINISTRATION & SERVICESPRINCIPAL'S OFFICECENTRAL ADMINISTRATION & SERVICESPRO-VICE PRINCIPALCENTRAL ADMINISTRATION & SERVICESRADIATION AND PROTECTION SERVICESSTAFF & STUDENT FACILITIESRECRUITMENT & INTERNATIONAL OFFICECENTRAL ADMINISTRATION & SERVICESREGISTRYCENTRAL ADMINISTRATION & SERVICESRESEARCH STRATEGY AND INNOVATIONCENTRAL ADMINISTRATION & SERVICESRESIDENTIAL SERVICESRESIDENCES & CATERINGSAFETY & ENVIROMENTAL PROTECTION SERVICESTAFF & STUDENT FACILITIESSENATE OFFICECENTRAL ADMINISTRATION & SERVICESSENIOR VICE PRINCIPALCENTRAL ADMINISTRATION & SERVICESSPORT & RECREATIONSTAFF & STUDENT FACILITIESSTUDENT LIFECYCLE SUPPORT & DEVELOPMENTCENTRAL ADMINISTRATION & SERVICESSTUDENT SERVICESCENTRAL ADMINISTRATION & SERVICESSTUDENT SERVICES ENQUIRY TEAMSTAFF & STUDENT FACILITIESTRANSPORT SERVICESCENTRAL ADMINISTRATION & SERVICESVICE PRINCIPAL LEARNING & TEACHINGCENTRAL ADMINISTRATION & SERVICESVICE PRINCIPAL RESEARCH & ENTERPRISECENTRAL ADMINISTRATION & SERVICESVICE PRINCIPAL STRATEGY & RESOURCESCENTRAL ADMINISTRATION & SERVICESAppendix 4 – Flowchart – Staff RequestDISCUSS PRIOR STEPSFinancial Approval (1) General Funds – Is the appointment in current budget – i.e. if replacement for resignation check forecast for costs- these are required for the Staff Request. If funds not in present budget make case to Executive Group External Funds only:(2) R&E = PAF authorised iGrasp vacancy number createdCore Appointment ID createdAppointment ID will appear on next CoreBudget/ Forecast snapshotProgress of SR approval can be tracked by on Core by person who raised requestEmail alerts are sent to ApproversApproval Stage (General Funds)(1) Head of Service(2) Resource Manager(3) Head of FinanceSearch Existing Posts in first instance or Copy previously completed request - only if no posts at same grade or post title in Service area use Create New Request optionIf need to close a post complete a Delete Post Manager Request Approved Staff Request Interface to e-Recruitment - iGrasp system to commence Recruitment & Selectione-Recruitment - iGraspRecruitment & Selection Stage –for further information on to Core Portal – HR/Payroll SystemQuick jump to Core e-RecruitmentService Administrator or Line ManagerCompletes Staff Request (SR) on CORE for approval of new and replacement posts/appointment Approval Stage (External Funds)(1) Head of ServiceNB: ROSS is contacted for financial approval when successful candidate is identifiedAppendix 5 – Flowchart – Manager RequestChanges include:Contract extensionFunding changeIncrease/decrease in hoursChanges to salaryAllowances/Responsibility PaymentsApprover substitutionKeeping In Touch daysDeletion of a postLog on to Core Portal HR/Payroll SystemApproval Stage (Library/Campus Services/SRS)(1) HoS(2) Head of DivisionInfo required for approvers:Finance project code with start & end dates Is the cost in budget?Employee salary & spinal pointType of funding – i.e. general/externalApproval Stage(External Funds)(1) HoS (2) Research Section Finance Office (ROSS)ROSS - checks spend on grant.Will email Requisitioner if there is a shortfall to ask for alternative project codeApproval Stage (General Funds)(1) HoS(2) Resource Manager(3) Head of FinanceEnsure all relevant info entered in text box on request, i.e. a temporary funding change, what happens at the end date? If a change in hours, what is the new shift pattern?Attach any relevant documentsLine Manager / Service AdministratorCreates Manager Request (MR) on CORE for contractual/post change for existing staff.HR approval of MR will show Requisitioner when update has been actioned on the system. Any changes that impact on budget/ forecast will then appear in the next snapshotPayroll alerted to changes on CORE through WorkflowUS HRContract amendment letter sent to employee (where applicable)Amendments processed on COREEmail sent to Payroll (if complex change)Working Permissions checked & processed (as applicable)Manager Request set to approvedSalary Journal should be completed by Requisitioner, e.g. the MR is an historical funding change or due to timing change was not effective for payroll deadline.Approved Manager RequestSent to US HR workflowProgress of MR approval can be tracked on CORE HR Payroll System by person who raised itEmail alerts are sent to Approvers ................
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