Payroll Guidance How to Set-up a New Employee - Essex County ...

 
Payroll Guidance How to Set-up a New Employee - Essex County ...
Payroll Guidance

 How to Set-up a New Employee

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Payroll Guidance How to Set-up a New Employee - Essex County ...
Contents

         Essential Reading Before Using This Guide……………………………………..                        1
         Critical Decisions:Choosing the Right ePayroll Process………………………..                1
         Payroll Guide for: How to Choose the Right ePayroll Process………………...             1
         Payroll Deadlines……………………………………………………………………                                      1
         Introduction to Payroll Guide for: How to Set-up a New Employee……………             2
         ePayroll Design Overview………………………………………………………….                                  2
         Complex Data Excluded by Design……………………………………………….                               2
         Finding Employee ePayroll Records for the Same Employing Organisation…           3
         Using the ePayroll Search facility…………………………………………………                            3
         ePayroll New Hire: Stage…………………………………………………………..                                 4
         Main Menu Selection for New Hire Stage………………………………………..                          4
         Stage 1: Enter Basic Details Section……………………………………………..                          5
         Stage 1: Person Details: Hire Details……………………………………………..                         6
         Stage 1: Person Details: Name……………………………………………………                                6
         Stage 1: Person Details: Other……………………………………………………                               7
         Stage 1: Person Details: Main Address…………………………………………..                          8
         Stage 1: Person Details: Phone Numbers……………………………………….                           8
         Stage 1: Person Details: Extra Information………………………………………                        9
         Stage 1: Assignment Details: Position……………………………………………                           10
         Stage 1: Assignment Details: Organisation………………………………………                         10
         Stage 1: Assignment Details: Grade……………………………………………...                           11
         Stage 1: Assignment Details: Hours Per Week/Teachers FTE%.....................   13
         Stage 1: Assignment Details: People Group…………………………………….                         14
         Contract Type Field Completion Guide…………………………………………..                           14
         Stage 1: Assignment Details: Other Assignment Information………………….                19
         Stage 1: Assignment Details: Salary Information………………………………..                    20
         Stage 1: Review…………………………………………………………………….                                       21
         ePayroll New Hire: Stage 2………………………………………………………..                                22
         Main Menu Selection for New Hire Stage 2……………………………………...                        22
         Stage 2: Assignment Search………………………………………………………                                  23
         Stage 2: Extra Information…………………………………………………………                                 24
         Stage 2: Bank Details………………………………………………………………                                    24
         Stage 2: RTI Starter Information…………………………………………………..                            25
         Stage 2: Schools Assignment Costing……………………………………………                             26
         Stage 2: Submission and Approval Notifications………………………………..                     30
         Appendix A ………………………………………………………………………...                                        31
         ePayroll: Data Excluded by Design, Overview Table…………………………...                   31
         Version Control……………………………………………………………………...                                     32

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Payroll Guidance How to Set-up a New Employee - Essex County ...
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 payroll
 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 Education HR Service 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 data. 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’, ‘Changing 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.

 This guide can be found on the payroll pages of the Essex Schools InfoLink. 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 forms via email and/or hard copy documents for receipt in the ECC Payroll
    Department.
 Should a deadline be inadvertently missed, the change may not be applied until the following
 pay period. If you are concerned this will result in an incorrect payment of salary please contact
 the Schools Service Centre.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Payroll Guidance How to Set-up a New Employee - Essex County ...
Introduction to Payroll Guide for: How to Set-up a New Employee

 Welcome to the guide for ‘How to Set-up a New Employee’. It will take you through each step
 of setting up a new employee record 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 input. Although we are fully committed to
 maintaining this additional advice, withdrawal may be initiated if continued support from the third
 parties cannot be obtained.

 This guide can be found on the payroll pages of the Essex Schools InfoLink. We strongly
 recommend that you use the How to Set-up a New Employee 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 first 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 set up a
 new employee you must use the ‘New Hire’ 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 alterations to standing data items following the set-up of a new
 employee record for an employee, i.e. information that is not usually subject to change such as
 start date, the employee date of birth, National Insurance number or adjusted service date.

 All Pension elections and tax codes are also handled by our Essex Payroll team. 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 new hire process is available in Appendix A at the rear of the guide.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Payroll Guidance How to Set-up a New Employee - Essex County ...
Finding Employee ePayroll Records for the Same Employing Organisation

 To check if the appointee already has a job with the same employer before setting up a new
 employee record you can use the search facility on ePayroll.

 Using the ePayroll Search facility
 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

                                                          Click on the ‘ePayroll School Administrator
                                                          link’ to expand the menu.

                                                          Click twice on the Assignment Change link.

                                                 Click into the Name field and type the employee
                                                 surname.

                                                 Click ‘Go’ to initiate the search for payroll
                                                 records with the same employer.

   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’

 For schools with Local Bank Account or Academy Status the ePayroll Employee Listing
 Report can be used as an alternative to the ePayroll search facility.
                                              Click on the ‘ePayroll Schools Reports’ link to expand
                                              the menu and select the employee listing report. This may
                                              be useful if you are performing a 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 Online Reporting Tool Guide can be found on ePayroll
                                              page of the Essex Schools InfoLink.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Payroll Guidance How to Set-up a New Employee - Essex County ...
New Hire: Stage 1

 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 New Hire Stage 1

                                                            Click on the plus sign    next to the
                                                            ‘ePayroll School New Appointment,
                                                            Essex Schools’ link to expand the menu.

                                                           Click on the plus sign     next to the ‘New
                                                           Hire (2 Stage Process)’ link to expand the
                                                           menu.

                                                           Click twice on the ‘Stage 1’ link to start the
                                                           data entry process.

 Stage 1: Enter Basic Details Section

 **Please note that all the information entered on ePayroll must be typed in or selected
 from the values available. Never copy and paste text into any field as this may result in
 system errors. **

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Payroll Guidance How to Set-up a New Employee - Essex County ...
Mandatory Field: Enter the first character only in
                                                 upper case. Example format: Smith. Search facilities
                                                 in ePayroll are case sensitive so adopting a standard
                                                 format for names will help to find records on stage 2
                                                 and in any subsequent searches once the record is
                                                 active.

                                                 Mandatory Field: Enter upper Case, no spaces or
                                                 hyphens between characters. Example format
                                                 AB123456A
                                                 All employees will have a National Insurance Number
                                                 with the possible exception of Foreign Language
                                                 assistants, who may not be able to obtain their NI
                                                 Number in time for their start date. In this instance
                                                 contact the Schools Service Centre for advice.

                                                 Mandatory Field: Enter the date or Click on
                                                 Calendar Icon and select date. E.g. 01-Oct-2015

    Click             if you are happy the details entered are correct, if incorrect, click

   If you see the error message above: You have selected the New Hire process
   incorrectly, instead of the New Additional Assignment process. The message will also
   display the employee’s existing payroll number.

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

   Providing you have selected the new hire process correctly, you will be taken to the
   Personal Details section to continue data input, as shown on the next page.’

Produced by Essex Payroll
Issued February 2019
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Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Payroll Guidance How to Set-up a New Employee - Essex County ...
Stage 1: Person Details: Hire Details

   Defaults the entry from previous screen, check
   the start date is correct. If incorrect, click to
   restart the process as this cannot be changed later
   on ePayroll.

   NB. If the appointee has come from another school, their continuous service should be
   preserved, except in cases where they have retired or been made redundant in which
   case service should normally be broken, prior to taking up a new post.
   For further advice contact your HR department.

   ‘Appendix A: Data excluded by design’ If you there is an amendment to the start
   date after the new hire stage 1 transaction has been submitted, or a new starter has an
   effective start date that is more than 90 days ago.
   Set up the starter as usual but also notify payroll. Send an ESURFA via email to:
   Schools.Servicecentre@essex.gov.uk

   Mandatory Field: Defaults value of ‘employee’ from the previous screen. If incorrect,
   click         to restart the process as this cannot be changed later on ePayroll.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Payroll Guidance How to Set-up a New Employee - Essex County ...
Stage 1: Person Details: Name

   Mandatory Field: Defaults the entry from previous screen, check this is correct as
   this cannot be changed later on ePayroll. If incorrect, see

                                          Select from the drop down list

                                                   Mandatory Field: Enter the first character
                                                   only in Upper Case e.g. Susan

                                                                 Enter the first character only in
                                                                 upper case.

                                                  Defaults the last name (last name used in this guide
                                                  is Example) from previous screen, NB Check this is
                                                  correct, If incorrect, see         at the top of the page

                                                                  Enter the first character only in upper
                                                                  case. The preferred name is one used
                                                                  instead of the first name e.g. Sue.

                                                                        Enter the previous family name
                                                                        e.g. before marriage.

 Stage 1: Person Details: Other                                             Defaults entry from the previous
                                                                            screen NB Check this is correct,
                                                                            this field cannot be changed later
                                                                            on ePayroll. If incorrect see the
                                                                            helpful tip at the top of the page.

   ‘Appendix A: Data excluded by design’
   If there is a need to amend the National Insurance after the new hire stage 1 transaction has
   been submitted, send an ESURFA to payroll via email to
   Schools.Servicecentre@essex.gov.uk

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Mandatory Field: Enter the date of birth using the
                                                 example format shown or click on the calendar and

   ‘Appendix A: Data excluded by design’
   If the employee has reached the age where they are exempt from paying National Insurance,
   proof of age must be provided. Send a copy birth certificate/passport or National Insurance
   Certificate/Letter of Age of Exemption to payroll via scanned email attachment to:
   Schools.Servicecentre@essex.gov.uk.

                                                   Select from the drop down list available.

                                                Must enter for staff employed to undertake ePayroll
                                                duties: An email address is required for all ePayroll
                                                Administrators/Approvers and Teaching staff as this
                                                may be used for communications by Teachers Pensions
                                                in the future.

                                                Mandatory Field: Where there is no previous service or
                                                it is not known at time of record creation, enter the Start
                                                Date for this appointment. Contact your HR department
                                                for advice on which service counts.

‘Appendix A: Data excluded by design.’
NB This service date is used to calculate the occupational entitlements such as sick pay so it is
very important that payroll holds the correct date. If you don’t know the correct date when you
create the ePayroll record or you need to amend it after the new hire stage 1 transaction has
been submitted, send an ESURFA to payroll via email to:
Schools.Servicecentre@essex.gov.uk If the new employee is a teacher and has applied for
maternity leave you will need to advise payroll of the continuous service date on the ML1 form
which should be emailed to payroll.

                                                     Mandatory Field: Select from the drop down list.

                                                     Mandatory Field: Select from the drop down list.

                                                     Defaults to ‘New Starter’, leave as default, or click
                                                     the eye glass to select from the list available.

                                                        Enter comments that will be of use to the school.

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Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Stage 1: Person Details: Main Address

                                                            Defaults to ‘Home’, leave as default, or
                                                            Select from the drop down list available.

                                                                 Defaults to ‘United Kingdom,’ leave
                                                                 as default, or select from list available
                                                                 to changes the address style.

                                                    ‘Address Line 1’ and the ‘Town’ fields are are
                                                    both Mandatory Enter details, for all address
                                                    fields, a validation exists to comply with HMRC RTI
                                                    regulations, the line must begin with an alpha or
                                                    numeric character, an inverted apostrophe or
                                                    comma will not be accepted.

                                                Enter the first 3 characters to speed up the search
                                                time and select the County from the options available.

                                               Enter details; the post code should be treated as a
                                               mandatory field as this information is needed by
                                               Payroll in order to raise an Ad Hoc payment.

 Stage 1: Person Details: Phone Numbers

                                                    Defaults to ‘home’, leave as defaulted value or,
                                                    select from the drop down list available.

     Enter the phone number, After checking the details
     entered are correct, click            .

    Should this warning message appear at the top of the screen:
    Click       to continue. This is a warning message only, so will not prevent you from
    continuing. The message is advising that this employee has had a payroll record before.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Stage 1: Person Details: Extra Information

   See          above, this information may be needed for reporting but if you decide to bypass
   these fields completely Click             .

                                    Click       Enter the details as appropriate where the fields are
                                    free text and Select from the drop down lists where available,
                                    then Click              .

                                   Click       Enter the details as appropriate where the fields are
                                   free text and Select from the drop down lists where available,
                                   then Click           .

                                   Click       Enter the details as appropriate where the fields are
                                   free text and Select from the drop down lists where available,
                                   then Click           .

                                   Click       Enter the details as appropriate where the fields are
                                   free text and Select from the drop down lists where available,
                                   then Click           .

   After checking the details are correct, click       , or if you notice any details are incorrect,
   click into the section(e.g Contact) that is incorrect to amend the details.

 Stage 1: Assignment Details: Position

                 Mandatory Field Enter details, type in the first 3 characters and to speed up
                 the search, or just click the eye glass to select from the full list available.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
NB. Central Payment schools only:
 Where the employee is in the Supply Teaching pool of employees; Select ‘supply’.
 Supply teachers often work at multiple central payment schools and all of these schools will
 need to view and use the record to claim any hours worked. All other positions have a cost
 code associated to it, this will automatically populate the costing segments when you pick the
 position and cannot be overridden. You can use your ePayroll employee listing to view other
 staff costing and position details if you are unsure which position to select.

 Stage 1: Assignment Details: Organisation
                                                            Mandatory Field: The organisation Name
                                                            and address are Defaulted in from the
                                                            ePayroll administrators' primary assignment
                                                            held on ePayroll. You would only need to
                                                            change this if you are an administrator that
                                                            is employed at more than one school. To
                                                            change the defaulted value, click on the eye
                                                            glass and select from the list.

 Stage 1: Assignment Details: Grade                      Mandatory Field: Enter the first 3 characters
                                                         you know will be in the grade name; then click
                                                         the eye glass, to reduce the search time, or
                                                         click the eye glass and select from list. You
                                                         may need to scroll down the list of values to
                                                         locate the Grade Name you require. Choice of
                         Using the quick select          Grade validates the Scale Point/salary values
                         button will speed up            and ceiling Point that can be selected.
                         the selection.

 For Instructors: You must establish whether the employee is a Teacher or Support Staff.
 This will determine the Frequency, Contract Type and Pension scheme values. For Advice
 contact your HR Provider.

 Finding the Pay Scales for Support Staff; The National Pay scales can be found on our
 Oracle Payroll Page, on the Schools Info link. Oracle Grade Names, Pay Points and
 salary values, are detailed therein. Use these to ensure you select the correct Oracle pay
 point.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Foreign Language Assistant Grade Names

 National Scales no longer exist: All Foreign Language Assistants must have the salary
 determined by the school. Payment on ePayroll must therefore be made on a cash value
 by using the salary annual pay basis and allowance.
 Bands not applicable as single point only                           Grade Names
                                                      Standard Areas         Fringe Area
                                                                             TeachersPP|Foreign
                                                      TeachersPP|Foreign
                                                                             Language Assistants
                                                      Language Assistants|
                                                                             +Fringe|

 Support Staff Grade Names

                                 For Essex Lea schools
 Standard and Fringe Areas use the same Grade names as Fringe is paid as a separate
 allowance **Fringe allowance payable must be added on ePayroll during the New
 Starter Stage2 process
                       Bands                                          Grade Names
  Bands 1-4                                             NJC|Band 1 to NJC|Band 4|
 Band 5 & over: Use of HAY grades
 temporary measure: Will be mapped over     HAY|Manager1|to HAY|HAY|Senior
 by Payroll once Band 5 and Band 6          Manager5|
 Structure in place on Oracle Band 5 & over
 Off Pay scale: Schools own rate            NJC|Miscellaneous|
                                  For Non Essex LEA Schools
 Each school will have been informed of which Grade Names to use for their Support Staff
 on initial on-boarding. To clarify, check with our Schools Service Centre advisors as these
 grades may not be listed.

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Tel: 033301 35888
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Teacher Grade Names: Including Head Teachers and Deputy Head Teachers

 National Scales no longer exist:
 All Teachers must have the salary determined by the school. Payment on ePayroll must
 therefore be made on a cash value by using the salary annual pay basis and allowance.
 Teachers employed by Schools in             Teachers employed by Schools in Fringe
 Standard areas                              areas
 Salary determined by the school does not    Salary determined by the school does include
 include fringe                              fringe
 Teachers PP|Unqualified Teacher Pay         Teachers PP|Unqualified Teacher Plus Fringe
 Range|U04                                   Pay Range|U04
 Teachers PP|Main Teacher Pay                Teachers PP|Main Teacher Plus Fringe Pay
 Range|WXX                                   Range|WXX
 Teachers PP|Upper                           Teachers PP|Upper
 Teacher Pay Range|PXX                       Teacher Plus Fringe Pay Range|PXX
 Teachers PP|Lead Practitioner               Teachers PP|Lead Practitioner Plus Fringe
 Pay Range|L00                               Pay Range|L00
 Teachers PP|Assistant Head                  Teachers PP|Assistant Head Plus Fringe
 Pay Range|L00                               Pay Range|L00
 Teachers PP|Deputy Head                     Teachers PP|Deputy Head Plus Fringe
 Pay Range|VXX                               Pay Range|VXX
 Teachers PP|Head Teacher                    Teachers PP|Head Teacher Plus Fringe
 Pay Range|HXX                               Pay Range|HXX

                                 Select from the drop down list available. This need only be entered
                                 if the salary basis for this employee is ‘salary spinal’ and the
                                 maximum point payable is not equal to the maximum point on the
                                 grade selected. Entering a ceiling point will stop the pay
                                 progression at this point, even if it is not a mid or maximum point on
                                 the scale. Left Blank, it will default the value of the standard
                                 maximum point.

                                                       Mandatory Field: Enter details to speed up the
                                                       search or just click the eye glass to select from
                                                       the full list. Once the eye glass has opened up
                                                       the search screen, click ‘go’ to display the full list
                                                       and select the point.

                                      Mandatory Field: Select from the drop down list available.
                                      Advice on entitlements for incremental rises should be sought
                                      from your HR Provider. Incremental rises cannot be applied if
                                      the pay baisis is salary annual, which it is for all teachers.
                                      Payroll will communciate annually to schools the increment
                                      process to be applied for both support staff and teachers.
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Stage 1: Assignment Details: Hours Per Week/Teachers FTE%
                                               Mandatory Field: Defaults to 0. The default value
                                               must be overridden where the employee has contracted
                                               hours. Do not enter more than 6 characters, (not
                                               including the decimal point) in this field as this will
                                               cause the process to error without data being saved.

 Hours Per Week/Teacher FTE% field completion Guide

 ePayroll Design in field                          Contract Type System Interpretation
 for:
 Hours Per week/teacher                       Support staff                           Teacher
 FTE% field
                                   The numeric value entered is
                                                                          The numeric value entered is
                                   interpreted as hours per week.
                                                                          interpreted as fte percentage
 The numeric value                                                        so the value must be entered
                                   Minutes must be entered as a
 entered will be                                                          to reflect the % of the full time
                                   decimal value eg. 27hours and
 interpreted in accordance                                                hours.
                                   45 minutes = 27.75. A
 to the contract type held.
                                   conversion table of all minutes
                                                                          Do not enter the % symbol eg.
                                   as a decimal figure is held on
                                                                          I day per week = 20.00
                                   the Essex Schools Infolink.
                                   LG Green Book full time hours
 Contracted hours in               are 37, if you have to set up a
 Excess of 37.                     contract for over 37 hours
                                   contact the Schools Service
                                   Contracted hours should never          Contracted fte% should never
 Relief Staff:                     be held so the value should            be held so the value should
                                   always be 0.00                         always be 0.00

                                        Mandatory Field: Select from the drop down list available.

 Frequency field completion Guide

                                                              Contract Type System Interpretation
                                                              Foreign
 ePayroll Design in field for: Frequency                                  Support
                                                             Language                   Teachers
                                                                            Staff
                                                             Assistant
 The system will use this frequency field to
 apply the relevant salary calculation.
                                                             Value must     Value must        Value must
 ▪ Where = ‘week’ the hours entered and the
                                                             always be      always be         always be
    weeks will be used to calculate the fte.
                                                              ‘Week’         ‘Week’             ‘Year’
 ▪ Where = ‘year’ the % entered will be taken
    as the fte.

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Tel: 033301 35888
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Stage 1: Assignment Details: People Group

                                                      Mandatory Field: Select from the drop down list
                                                      available, see table below for further guidance.
 Contract Type Field Completion Guide

 ePayroll Design in field for
                                            Contract Type Name                Staff Category
 Contract Type
                                                                              Foreign Language
                                                                              Assistants
 Will apply the standard Local
                                            Local Government Conditions       Support Staff
 Government Green Book Term
                                            (Green Book)
 and conditions.
                                                                              Nursery Nurse on 37
                                                                              hours fte.
                                            Local Conditions: Nil weeks
                                            sickness entitlement              Only applicable should
 Will apply the standard Local                                                the school incorporate
                                            Local Conditions:1 weeks
 Conditions for the sickness                                                  this sickness entitlement
                                            sickness entitlement.
 scheme.                                                                      contractually for any
                                            Local Conditions:2 weeks          staff
                                            sickness entitlement
 Will apply the old Nursery nurse
                                                                              Nursery Nurse on 32.5
 regulations only for use where
                                            Nursery Nurse                     hours full time
 the school has not gone through
                                                                              equivalent.
 single status.
 Will apply the Teacher Term and
                                            Teacher                           Teacher
 conditions.

                                 Select from the drop down list.
                                 The selection determines where the payslip will be sent to.
                                 Select ‘W’ for workplace.
                                 Only for Central Payment school Supply Teachers: Select ‘H for
                                 home address.
                                 Do not use R: This is for payroll use only to retain the pay advice.

    Select the relevent pension scheme appropriate for this employee.
    Where appointing to a post with teachers terms and conditions please follow the
    decision tree below
    For all categories of staff please see the pension guide overleaf and refer to the table
    that applies to the status of your school i.e. Central Payment, Local Bank Account or
    Academy.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Decision Tree for Selecting a Pension Scheme on appointing to a new job with Teacher
    Terms and Conditions.

    All Teachers must have had an assessment by TP for membership of the Career Average or the
    Final Salary Final Scheme.

       Will the person have employments on teacher terms and conditions accruing to more than
       1fte after they have been appointed to this post? The 1fte is based on the ‘person’ so any
       employments, including those with different employers must be taken into account.

                                           Yes                                            No

       Is the person already a member of the ‘Career Average                       The person can be
       Scheme’ for Teachers Pension for one or more of the existing                entered into the
       employments at the start date of the new appointment.                       appropriate Teacher
                                                                                   Pension Scheme as
                                                                                   indicated on the PI
                                                                                   form. See Column B.
                       Yes                                       No

       The person can be entered                    The person is already a
       into the appropriate Teacher                 member of the ‘Final Salary
       Pension Scheme as indicated                  Scheme’ for Teachers
       on the PI form. See Column B                 Pension for one or more of
                                                    the existing employments
                                                    at the start date of the new
                                                    appointment so can be can
                                                    be entered into the
                                                    appropriate Local
                                                    Government Pension
                                                    Scheme. See Column A

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
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Central Payment Schools only: Pension Scheme Processes and ePayroll Scheme Selection ECC is
                                   the employer for all Central Payment Schools
    A (LG Pension Rules)                      B (Teacher Pension Rules)
    Applicable to the contract types below    Applicable to the contract types below
    • Foreign Language Assistant                   • Teachers and Tutors,( including Supply) ***** See the
    • Nursery Nurse                                  Decision Tree on the previous page to select column A or B
    • Support Staff                                  fo pension
    • Teachers and Tutors (including
      Supply) *See the Decision Tree on
      the previous page to select column A
    All Central Payment Schools                   All Central Payment Schools
    Select: ‘Local Government Pension’            Select: Teacher or ‘Final Salary’ or ‘Care’ for Career average
    for all new employees                         as indicated by the employee on their Personal Information
    Never select: `None’ even if an Opt Out       form.
    Form is provided.                             Actions required where Existing elections have been made
    Any Opt Out Forms received must be             • Existing Elections made for an employment at any Central
    scanned to payroll for application.              Payment School or Local Bank Account School before
    The school should retain a copy.                 01/01/2013; (the staging date for this Authority) will not stand
                                                     for new employment after this date. The teacher will need to
                                                     complete a new opt-out application form if they still wish to
                                                     remain opted-out of the pension scheme.
                                                  Exception: Teachers that work after retirement (and
                                                  accessing their pension) must complete another opt-out
                                                  application should they not wish to contribute on their new job
                                                  as they have the opportunity to build another pension.
                                                   • Existing Elections made for an employment at any Central
                                                     Payment School or Local Bank Account School after
                                                     01/01/2013; (the staging date for this Authority) will stand for
                                                     the new employment after this date. The teacher will not
                                                     need to complete a new opt-out application form if they still
                                                     wish to remain opted-out of the pension scheme. Check
                                                     completion of numbers 14,15 and 16 on the opt out form and
                                                     where the election applied to all jobs with this employer,
                                                     send a copy to payroll with your school name and the start
                                                     date of the new job noted at the top of the form . Payroll will
                                                     apply the opt-out.
                                                  Process for New Opt-out forms
                                                  Online Opt-outs will automatically be directed to Teachers’
                                                  Records Team at County Hall for completion of Part B and the
                                                  form will then be passed to the payroll team.
                                                  Employees must download their own opt forms, it must never
                                                  downloaded by the school. The form is then completed by the
                                                  employee and sent to the Teachers’ Records Team for the
                                                  completion of Part B and a copy retained by the school.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Local Bank Account Schools only: Pension Scheme Processes and ePayroll Scheme Selection
    ECC is the employer for Pension purposes only for all LBA schools (this does not apply for other
    employment purposes)
    A (LG Pension Rules)                   B (Teacher Pension Rules)
    Applicable to the contract types below Applicable to the contract types below
    • Foreign Language Assistant
    • Nursery Nurse
    • Support Staff
    Local Bank Account Schools that        All Local Bank Account Schools
    Operated Under ‘GM or EX GM’
    Pension Scheme up to 1st April 2014
    Select: ‘Academy Pension’ for all      Select: Teacher or ‘Final Salary’ or ‘Care’ for Career average as
    new employees                          indicated by the employee on their Personal Information form.
    Never select: `None’ even if an Opt    Actions required where Existing elections have been made
    Out Form is provided.                  • Existing Elections made for an employment at any Central
    Any Opt Out Forms received must be Payment School or Local Bank Account School before
    scanned to payroll for application.    01/01/2013; (the staging date for this Authority) will not stand for
    The school should retain a copy.       new employment after this date. The teacher will need to
                                           complete a new opt-out application form if they still wish to
                                           remain opted-out of the pension scheme.
                                                 • Exception: Teachers that work after retirement (and accessing
                                                 their pension) must complete another opt-out application should
                                                 they not wish to contribute on their new job as they have the
                                                 opportunity to build another pension.
                                                 • Existing Elections made for an employment at any Central
                                                 Payment School or Local Bank Account School after
                                                 01/01/2013; (the staging date for this Authority) will stand for the
                                                 new employment after this date. The teacher will not need to
                                                 complete a new opt-out application form if they still wish to
                                                 remain opted-out of the pension scheme. Check completion of
                                                 numbers 14,15 and 16 on the opt out form and where the
                                                 election applied to all jobs with this employer, scan a copy to
                                                 payroll with your school name and the start date of the new job
                                                 noted at the top of the form . Payroll will apply the opt-out.

                                                 Process for New Opt-out forms
                                                 Online Opt-outs will automatically be directed to Teachers’
                                                 Records Team at County Hall for completion of Part B and the
                                                 form will then be passed to the payroll team.
                                                 Employees must download their own opt forms; it must
                                                 never downloaded by the school. The form is then completed
                                                 by the employee and sent to the Teachers’ Records Team for
                                                 the completion of Part B and a copy retained by the school.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Academy Schools only: Pension Scheme Processes and ePayroll Scheme Selection
    The academy is the employer for Pension and employment purposes
    A (LG Pension)                                        B (Teacher Pension)
    Rules apply to the contract types below               Rules apply to the contract types below
    • Foreign Language Assistant                          Teachers and Tutors (including Supply)
    • Nursery Nurse                                       *See the Decision Tree on the previous page to
    • Support Staff                                       select column A or B for pension
    • Teachers and Tutors,(including Supply)
    *See the Decision Tree on the previous page to
    select column A or B for pension
    Academies That Have Not Reached Their                 All Academies
    Staging Date
    Only select Pension scheme: None: If you are          Select: Teacher or ‘Final Salary’ or ‘Care’ for
    creating a new starter for a relief employee that     Career average as indicated by the employee on
    has not opted into the scheme.                        their Personal Information form. for all new
                                                          employees
    Select ‘Academy’ Pension for all Support Staff with
    an hours based contract even if an Opt-Out Form       Actions required where Existing elections have
    is provided.                                          been made
                                                           1.       Existing Elections made for an employment
    Once the Academy staging date is known; Please         at any Central Payment School or Local Bank
    tell payroll at the earliest opportunity, and include  Account School before 01/01/2013; (the staging
    confirmation of your operating decisions regarding     date for this Authority) will not stand for new
    pension as it is possible these may vary.              employment after this date. The teacher will need
    Please let us now via email to:                        to complete a new opt-out application form if they
    Schools.Servicecentre@essex.gov.uk                     still wish to remain opted-out of the pension
                                                           scheme.
    All opt out forms received must be copied and         Exception: Teachers that work after retirement
    scanned to payroll for application.                   (and accessing their pension) must complete
    The school should retain the original.                another opt-out application should they not wish to
                                                          contribute on their new job as they have the
                                                          opportunity to build another pension.
                                                          2.        Existing Elections made for an employment
                                                           at any Central Payment School or Local Bank
                                                           Account School after 01/01/2013; (the staging date
                                                           for this Authority) will stand for the new
                                                           employment after this date. The teacher will not
                                                           need to complete a new opt-out application form if
                                                           they still wish to remain opted-out of the pension
                                                           scheme. Check completion of numbers 14,15 and
                                                           16 on the opt out form and where the election
                                                           applied to all jobs with this employer, send a copy
                                                           to payroll with your school name and the start date
                                                           of the new job noted at the top of the form . Payroll
                                                           will apply the opt-out.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Process for New Opt-out forms
                                                                 Online Opt-outs will automatically be directed to
                                                                 Teachers’ Records Team at County Hall for
                                                                 completion of Part B and the form will then be
                                                                 passed to the payroll team.
                                                                 Employees must download their own opt forms; it
                                                                 must never downloaded by the school. The form is
                                                                 then completed by the employee and sent to the
                                                                 Teachers’ Records Team for the completion of Part
                                                                 B and a copy retained by the school.
    All other Academies That Have Reached Their
    Staging Date
    Only select Pension scheme: None: If you are
    creating a new starter for a relief employee that
    has not opted into the scheme. …

    Select ‘Academy’ Pension for all Support Staff with
    an hours based contract even if an Opt-Out Form
    is provided.

    All opt out forms received must be copied and
    scanned to payroll for application.
    The school should retain the original.

    Stage 1: Assignment Details - Other Assignment Information

                                                                       Mandatory Field: Select from the drop
                                                                       down list available, you will need to use
                                                                       the scroll bar once you have access the
                                                                       list to select the value of ‘new starter.’

                                                           Enter comments that may be of use to the school.

    Mandatory Field: Support Staff:
    Defaults to 52.14 (the full time weeks) if left blank
    Full time Staff: See          Full year working weeks are 52.14 not 52.0 for Essex LEA schools
    Part time staff: See     Enter the paid weeks per year, INCLUDING annual leave
    Relief staff: Enter 0.00
    Teachers: Defaults to 52.14 (the full time weeks) if left blank, this is correct for all teachers, full
    time, part time or supply as the system only uses the fte% to calculate the salary. If desired an
    entry or 52.14 can be made.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Mandatory Field: Select from the drop down list
                                                     available CRB (now known as DBS stands for the
                                                     Disclosure Barring Service).

                                                                  Select from the drop down list available.

                                                        Enter the Date, or click on the calendar to select.

                                                                 Select from the drop down list available.

                                                                 Select from the drop down list available.

                                                         Enter review date or click on the calendar to
                                                         select the date for the assignment (contract limit
                                                         or review date). If no review date, leave blank.
                                                         Entering a review date will trigger a reminder
                                                         report but will not stop payment continuing.

                                                                                This field can be left blank.

                                                       Mandatory Field: Select from the drop down list
                                                       available
                                                       NB If the ‘Employee Category’ is ‘as and when,’ a
                                                       basic salary will not be generated, even if the hours
                                                       per week field is populated.

    Mandatory Field: Select from the drop down list available.
    The assignment category is used to populate Teacher Pension Reports so it is essential to
    select the correct value to ensure it accurately reflects the employee contract.
    NB Assignment category of ‘term time must never be used: For Support staff with less than 37
    hours per week and for Teachers with less than 100.00% fte, select ‘Part Time.’

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Stage 1: Assignment Details: Salary Information

                                                             Defaults to Salary Spinal, Leave as default for
                                                             Support Staff on the National Pay scales.

                                                             For Teachers and Foreign Language
                                                             Assistants Select Salary Annual from the
                                                             drop down list available in line with teacher pay
                                                             and conditions schools must define the salary

                                                             payable. See tip      For further advice on
                                                             payments due to Foreign Lanaguage
                                                             Assistants and details about the minimum
                                                             wage payable to Chinese Foreign Language
                                                             Assistants please see the British Council
                                                             website.
                                                             For Support Staff on a spot salary: Select
                                                             salary annual.

       Click           button after checking the details entered are correct, or click              .

    This warning message can be ignored; it will not prevent you from continuing. Each school has
    all positions set up once, when a position is filled to the equivalent of one fte, this message will
    appear.

     After checking the details entered are correct, click              , or if details are incorrect
     click         .

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Stage 1: Review

    A review page will be displayed, use this to check your data entry is correct. You can save this
    page as an electronic copy or a hard copy. A partial screen shot is shown below:

      After checking the information entered is correct, click                  or if details are incorrect
      click,

     A confirmation message will apppear click                   button or the click the home link at the top
     of the page.

      Stage 1 is automatically approved by the system as payment details are not yet held;
      you can see this advisory notification on your work-list.

    You must now compete stage 2 to complete the payroll record.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
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 New Hire: Stage 2

    Main Menu Selection for New Hire Stage 1

                                                                 Click on the ePayroll ‘School New
                                                                 Appointment’ link.

                                                                 Click on the ‘New Hire (2 Stage
                                                                 Process)’ link.

    Stage 2: Assignment Search

                                                                      Leave this field blank, It is not a
                                                                      required field to search for the record.

                                                      Enter The Last Name using exactly the same
                                                      format used to create stage 1.
                                                      If you unsure of the format used previously, you can
                                                      view the notification. Any variance will prevent the
                                                      search from finding the stage 1 record.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Enter The NI Number using exactly the same format
                                                    used to create stage 1 - see above if you unsure of
                                                    the format used previously.

                                                    Enter The Start Date or select date using the
                                                    calendar, using exactly the same format used to
                                                    create stage 1 - see above if you unsure of the format
                                                    used previously.

    Click

    If you see the error message it is most likely that you have entered details for Stage 2 search
    that are not identical to the details on Stage 1, re-start stage 2, enter identical details.

      Click on the Green Arrow in the Action column in the table shown above.

    Stage 2: Extra Information

    Stage 2: Bank Details

   Mandatory Field: Click             to enter bank details for all new starters.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
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Mandatory Field: Value
                                                                             defaulted in as detailed below

    Central Payment Schools the value defaults in to show: Central Payments Schools BACS-
    LBA and Academy the value defaults in to show the School Name followed by ‘BACS.

                                            Mandatory Field: Enter the 6 digit sort code, no Spaces or
                                            hyphens between digits. NB If less than 6 digits are entered
                                            a leading zero will be defaulted in for the missing digits.

                                                             Mandatory Field: Enter the first 3 characters
                                                             to speed up the search, then select from the
                                                             list available or click the eye glass and select
                                                             from the full list available.

                                                            This field is not mandatory but the information
                                                            can be useful if queries arise.

                                                       Mandatory Field: Enter the account number which
                                                       should be 8 digits, no Spaces or hyphens between
                                                       digits. NB If less than 6 digits are entered a leading
                                                       zero will be defaulted in for the missing digits.

                                                                 Mandatory Field: Enter the account name,
                                                                 there is a maximum of 18 characters to
                                                                 mirror the BACS file validation.

                                                            Enter the details, not essential to make BACS
                                                            payments but this information may be of use to
                                                            resolve queries should they arise.

                                                                      Enter the building society account
                                                                      number where appropriate. This field
                                                                      also has maximum 18 characters.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Click           to continue, or click            to cancel this action and return to the previous page.

    Stage 2: RTI Starter Information

    What is RTI and how does it impact employers?

    RTI is HMRC’s monthly reporting process. It is designed to support the evolving Universal
    Credits System that will eventually replace the existing Job Seeker, Income Support, Housing
    Benefit and Tax Credit payments.

         Mandatory Field: Click             to enter the Tax Declaration for all new starters.

      Enter Letter A, B or C, or click on the eye glass, then click to use the quick select
      keys. Whichever method you use, you must select the Declaration Letter A, B or C as
      indicated by employee on the signed tax declaration.

      If the employee has not signed a declaration please select C.

      Click

      Appendix A: Data excluded by design

      To notify payroll of the tax declaration send the tax declaration section of the PI form as an
      attachment via email to Schools.Servicecentre@essex.gov.uk or send the or hard copy
      document in the post. *NB. Entering the declaration on ePayroll is for RTI reporting
      purposes only and will not change the employee tax code.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Stage 2: Schools Assignment Costing

         Mandatory Field for Local Bank Account and Academy Schools:
         Click    to enter the costing for all new starters.

    Central Payment Schools only: Do not enter any details - costing details are defaulted
    automatically from the position selected, click .

                                                            Enter the first 2 digits and select from the list
                                                            available or Click on the eye glass to select
                                                            from the full list available.

                                                            As above: Enter the 3rd and 4th digits.

                                                            As above: Enter 5th to 8th digits.

                                                                 As above: Enter 9th to 12th digits.

      Click

    For Local Bank Account and Academy Schools:
    The Cost Code Sections now populated with data will now show Update as an option rather
    than Add.

    After completing the details for each section you will see that the narrative on the button for that
    section has changed from              to         .

                                                    After checking the details entered are correct

                                                    click     , or if details are incorrect click        in
                                                    the relevant section to correct the data.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
Stage 2: Add New Allowances/Deductions

       Click                      where there is an allowance or deduction to enter,
       **NB All Teachers and any support staff paid on a salary determined by the school
       (not the NJC National Scales) are paid on a salary annual allowance
       **Support staff Fringe is paid as a separate allowance for Essex LEA Schools.
       Where there are no allowances/deductions to enter, Click

                                                                 Select ‘Allowance Recurring’ or ‘Deduction
                                                                 Recurring’ as appropriate from the drop
                                                                 down list. Recurring means this will pay
                                                                 every month. Non recurring
                                                                 payments/deductions must be made on the
                                                                 ePayroll Batch facility- see separate guide.

                                                                 Select from the drop down list available.
                                                                 Only recurring allowances on the list can be
                                                                 set up on ePayroll.

    ‘Appendix A: Excluded by design’: To notify payroll to process an allowance or deduction not
    listed, send the ESURFA form via email to Schools.Servicecentre@essex.gov.uk

    The field details in this section will vary according to the element selected.

    To see an example with step by step instructions using the salary annual allowance see
    the next page.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
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The fields in this ‘details’section vary according to the element selected, the example below
    shows the salary annual allowance, NB this allowance will not be payable to all staff.

    The amount field will not be displayed if another allowance element has a fixed pre-set value.

                                                           Select the appropriate allowance from the drop
                                                           down list available, salary annual has only been
                                                           used an example and will not be relevant to all
                                                           employees: The fields you need to complete for
                                                           the allowance or deduction that has been
                                                           selected will then appear on the screen.

                                                                 Enter full time equivalent annual salary.

                                                                 Enter the review date if appropriate or
                                                                 select the date from the calendar icon.

      If left blank the cost code will default to the assignment costing already held. It is unusual
      to charge an allowance to a different costing, however, if required this field should be
      completed.

      Example format 01|31|RB05|1234 NB. The pipe symbol ‘|’ between segments, is next to the
      shift key on the left hand-side of the keyboard, hold shift and press that key. If you do not
      enter the pipe signs the error message below will appear, enter the pipe signs to proceed.

                                                                      Defaults in the start date from the
                                                                      previous screen, although it is unlikely
                                                                      to be a date other than this, the
                                                                      effective can be overridden if required.

      The on-going flag is defaulted in, to change this so that the element payment is ended at a
      set date use the end date field. Click the flag in the on-going box, the flag will be removed
      and the end date box will appear for the end date to be entered as required.

    After checking the details entered are correct, click                 to continue with this action or click
            to return to the previous page.

Produced by Essex Payroll
Issued February 2019
For further support please contact the Schools Service Centre:
Tel: 033301 35888
Email: Schools.Servicecentre@essex.gov.uk
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