HR and Payroll bulletin - May 2024

Managing HR Service requests

When you receive a response from the AskHR/payroll team, the status of the service request may be changed to 'resolved' if the team have determined that there is nothing further, they can add to the query at that stage. However, there is a five-day window following this in which you can still choose to add a further message to a resolved request e.g. to provide further information.

The default setting to view existing service requests does not include resolved requests, so when the status is changed to resolved, the service request may disappear from the initial view, however, you can still view resolved requests. To do this, please click on the advanced search filter (found next to the blank 'list' box near the top) and change the status filter to include resolved requests. Where possible, please add messages to existing service requests where they relate to the same query, rather than adding new service requests, as this will enable us to answer your query more efficiently.

Local Government Pensions Scheme (LGPS)

Pension contributions have continued to be deducted from salary payments and paid over to Lancashire Pension Partnership Administration (LPPA).  Leavers are reported weekly to LPPA.

Existing LGPS members' service has been reported up to 31 July 2023.

Payroll Services is currently working on a reporting solution with Digital Services and LPPA to submit service from August 2023 onwards.

LPPA have access to Oracle Fusion to assist in progressing pension payments and answering employee enquiries.

Teachers Pensions (TP)

Following the upgrade to Oracle Fusion, Teacher Pensions contributions have continued to be deducted from salary payments and paid over to TP each month. There remains a current reporting issue preventing TP from allocating the contributions to the appropriate teachers' records.  We are aware that this causes concern among our teacher colleagues and continue to address cases on an individual basis in retirement cases.  Please be assured that this issue remains a very high priority and work continues on the development of a solution. We will advise once this solution is ready for deployment.

Due to the ongoing issues with the reporting of service information to Teachers' Pensions, if any employee requires an update to their service in order to obtain their annual allowance details or something similar, please submit a request to payroll-clients@lancashire.gov.uk

Foundation Living Wage (FLW)

As previously advised, the new FLW rate of £12.00 per hour was applied with April salaries, effective from 1 April 2024.

To accommodate the uplift to the new FLW rate while an NJC pay agreement is being negotiated, employees on Grade 4 will be paid on the Foundation Living Wage Grade Ladder within Oracle Fusion. This will include employees on all spinal column points within Grade 4, this will enable progression through the grade.

Changes to paternity leave and pay

HM Government is making changes to the way paternity leave and pay can be claimed and taken, which will make it more flexible for fathers and partners to access. These changes came into effect  from 6 April 2024.

These changes will allow fathers and partners to take their leave in non-consecutive blocks. Currently, only one block of leave can be taken, which can be either one or two weeks. The changes will remove this barrier by enabling fathers to take two non-consecutive weeks of leave. 

It will also allow fathers and partners to take their leave and pay at any point in the first year after the birth or adoption of their child. This gives fathers and partners more flexibility to take their paternity leave at a time that works for their family.  

These changes will also shorten the notice period that fathers and partners are required to give their employers for each period of leave. The new measure will require an employee to give only four weeks’ notice before each period of leave. This means that they can decide when to take their leave at shorter notice to accommodate the changing needs of their families.

P60s

You can now access your P60 through Oracle Fusion for the 2023/2024 tax year. Please note that the Works/Payroll number quoted next to your National Insurance number is not your LCC payroll number, but HMRC's reference for you.

To view, save or print the document, please follow the actions below:

On the Fusion dashboard, from the Me tile, click PAY, then Year-End Documents and the document will be accessible from there downloadable in a PDF format.

P60s for leavers who no longer have access to the system and those employees who receive a paper payslip will be posted to their home address.

Oracle Fusion – help/tips/reminders – Payroll

As well as the Oracle Fusion pages on the intranet, we also have a payroll specific area (intranet access required) that provides, for example, an overview on how pay is calculated and what deductions you might expect. An example payslip is displayed, explaining what the various pay elements mean.

A comprehensive explanation of payslip entries produced by the Chartered Institute of Payroll Professionals (CIPP) can be viewed on their website. 

Absences - reminder

When an absence is input, you must select submit and not just save, for the action to be processed. 

Please also remember that when an end date is added to an open-ended absence, you must remove the open-ended tick, or it will continue to be processed as an open absence.

Leavers - reminder

Managers are reminded that terminations must be entered into Oracle as soon as the notice of leaving is received and that the correct leaving date and reason are entered to avoid delays with pensions for retirees.

Please don't terminate a record for an employee who is transferring to another LCC position. Recruitment will complete a transfer for this.

When processing a termination, please remember to choose the option "Lancashire County Council" rather than "Schools and academies" (this is for schools only) which, will pull through the correct list of applicable leaving reasons. Please pay particular attention to the retirement reasons available.

The first date is the date of notice/receipt of the leaving notification and the leaving date is in the second field.

Please ensure that the reason for leaving is accurately completed and submitted.

Would managers also ensure that any outstanding payment claims submitted by leavers are actioned before the employee's actual termination date passes, as after this point the transactional data is no longer visible on the notification and the manager is therefore unable to see what they are being asked to approve.

Change to mileage claims on Oracle Fusion 

A change has now been applied to Mileage Claims in Oracle Fusion, in line with the Travel and Expenses policy and procedure.

A vehicle must be insured before mileage can be claimed. The Fusion mileage plan has now been amended to check that your entered journey date is not before your approved vehicle start date or after your insurance expiry date.

Entering a mileage claim on Oracle Fusion

Entering a mileage claim is done in Oracle Fusion, by following the path of Me> Show More> Manage Personal Contributions. Click Add then, select under the 'Plan' section, select 'Mileage', and under 'Option', select 'Mileage'.

Once you enter a journey date if you do not have an approved vehicle at this date, the vehicle drop-down menu will only display 'pedal cycle'.

If this happens, click cancel to return to the main menu. You will need to add a vehicle before you make a claim.

To enter a vehicle for manager approval, go to the Document Records section in Oracle Fusion and search for 'Maintain Vehicle Details', if you have had a vehicle in the past, this will be displayed.

Click onto the 'glasses' symbol to view your current vehicle and the details. If these vehicle details are all correct and already display a start date and insurance expiry date that covers your journey date, and your manager has approved your vehicle, then you can make a claim.  If, however, you need to make a change, then do not edit this document record, instead please create a new one.

Creating a new document record

To create a new Document Record Click 'Add' from the Document Record page.

This will display the window stating 'document type.' In this, you can either type in 'Maintain Vehicle Details' or click on the arrow to scroll down through the options and select 'Maintain Vehicle Details.'

This will now display the 'Maintain Vehicle Details' Document Record. Enter details, attach relevant documents and submit. Your manager will now be able to check your documents and approve your vehicle.

Once your manager has approved your vehicle, you can enter your mileage claim.

This information will shortly be available on Oracle Fusion Guided Learning. 

When claiming mileage for Teachers, please do not select "Excess Travel".  This is not a valid option for teachers and will not produce a payment. 

How to report a defect on Oracle Fusion including access issues

Payroll Deadlines 2024-25

The complete deadline dates are available in the pay deadlines and dates guide (intranet access required). 

Please ensure all processing is completed on time to guarantee changes are made in time for pay day.