New appointments for new and existing staff (not for online applicants)

Follow this section to complete the appointing wizard for a new starter or new appointment

Contents

3.a. No existing staff record > Create new employee OR
3.b. Existing staff record found:
i.  New appointment for existing staff member OR
ii. Rehire ex-staff member

4. Complete the appointing wizard

The appointing wizard captures essential information for the staff record and generates an employee number, if applicable. If you're appointing a casual worker- navigate back to the Casuals guide.

Titular Associate Professors (non-employees)

The appointment for Titular APs will cover the period for which the College is fully responsible for payment of salary, in readiness for the employee’s later transfer to a paid University appointment.

 

Work through each section as outlined below (in some cases, skipping Person Information):

Note: Some details may be pre-populated from a previous staff record, for rehires (check details carefully).

 

Field name

* = mandatory

 Instructions
Title * Select from drop-down list.
Forename *

Check/enter first name in full eg Robert, not Bob.

NB For HMRC purposes this must match the name on the individuals passport/right to work document.
Surname * Check/enter surname.
Middle Name Enter all middle names in full.
Known As* Enter first name only. Can be shortened, if preferred. This will be used to generate the work email address.
Initials Automatically populated with first and last initials. Delete and enter initials for forename and middle names only. Do not enter any spaces, hyphens, or full stops.
Date of Birth * Complete using the format DD-MMM-YYYY. 
Age Automatically populated with the individual’s age from the entered DOB. Do not amend.
Legal sex * Check/select as appropriate.
Country * Select from dropdown list, including for UK. 
Address Line 1 -2 * Address Lines 3 - 5

Check/enter full address details. Lines 1 and 2 are mandatory.

NB Enter the country in the last line for any non-UK addresses

Agency workers: Enter the agency name and address
Postcode Prefix and Postcode Suffix

Check/enter it is entered across both fields in alpha numeric format as shown AA1 1AA.

Agency workers: Enter the agency postcode.

 

Click NEXT in bottom right to continue to step 2.

NB Where the post details have not automatically loaded:

  • Search for post by post no. or click POST SEARCH. Once found click APPLY.
  • The post details should auto-fill.

Complete the organisational structure as follows:

Field name

* = mandatory

 Instructions
Company * Check/select ‘University of Oxford’.
Division * Check/select the relevant Division.
Sub Division * Check/select the relevant option (may be the same as above).
Level 4 * Check/select the relevant option (may be the same as above).
Management Unit * Check/select the relevant option (may be the same as above).
Department * Check/select the relevant department (may be the same as above).
Pay Administered by * Check/select the department/division that will be approving pay changes.
Cost Centre Check and update, as necessary. Should be the departmental default. Format will be AA00000000000, the first two characters, eg ‘AA’ is the department code. NB This is not where the employee’s salary will be charged, you must record these details later.
Location

Record the normal work location (based on department) for the individual. Type in the two-digit department code to find your location.

Where the individual will be working overseas:

Note * You must notify Payroll in advance when an employee will be working overseas. This is to ascertain their UK residence status for pension auto-enrolment purposes, which only applies to staff working or ordinarily working in the UK. Employees temporarily based overseas and expected to return to the UK, are deemed to be ‘ordinarily working in the UK’. Those permanently based overseas may not be subject to the auto-enrolment regulations. If in doubt, treat the employee as working in the UK.

Enter the relevant country/code, as appropriate:

  • EEA country
  • Bilateral Social Security country
  • Other (non-EEA /non-bilateral agreement)

This is required by payroll for tax purposes. Information about these location codes can be found on the government website here.
Work Group

Select the appropriate Work Group for the individual. This determines the individual's 'team’, for HR Self-Service purposes.

Leave as ‘Core Default Work Group’ for non-employees and Personal Service Companies (PSC)
College Association If known/applicable, select college, otherwise leave as is.

 

Click NEXT in bottom right.

Refer to: People Profile matrix and Staff Classification guides to ensure data accuracy below.

NB Date format in PeopleXD is DD-MM-YYYY

Field name

* = mandatory

 Instructions
Effective (start) Date *

Refer to Recording appointment start dates.

NB If the actual start date is earlier than the date shown contact HR Systems to amend this before proceeding.

Regrades: Enter first day of the month in which the regrading application was submitted to the Reward team.
Planned End Date *

If the contract is permanent/open-ended leave blank.

If the contract is fixed-term (including secondments) enter the contract end date.
Target End Date *

If the contract is permanent/open-ended leave blank.

If the contract is fixed-term (including secondments) enter the contract end date.
Job Title *

Check/select the generic job title from the dropdown list.

  • Marie Curie staff (including students): select the applicable title starting with 'Marie Curie'
  • Apprentices: select the Apprentice job title
  • Nuffield Medical Fellows: select Nuffield Medical Fellow
  • Personal Service Companies (PSC): should default to 'PSC PAYROLL'
  • Visiting academic/student: select as appropriate, eg 'Non-emp academic visitor' or 'Non-emp visiting student'
  • Titular Associate Professors: select as appropriate, eg Non-emp Supernumerary Titular CUF (ZSTC)
Job Category

Not in use.

NB If this contains TUPE or HYBRID do not proceed > contact HR Systems for guidance.
Post Type *

Leave as populated.

Check/select 'Non-employee' for:

  • Marie Curie Students
  • Nuffield Medical Fellows
  • Agency workers
  • Personal Service Companies (PSC)
  • Other non-employees
  • Academic visitors/students
  • Titular Associate Professors
Comments Add notes as required.  If individual is working overseas, enter the Country.  
Job Description

Enter the actual job title (case sensitive). 

Do not include individuals' names or any other information, such as FTE. Avoid acronyms, unless absolutely necessary and was included in the advertisement.

NB This will appear in the documents produced from PeopleXD, eg the conditional offer/contract, and in HR Self-Service.
Employee Status *

Check/select as relevant, eg Permanent, Fixed term etc

Select 'Non-employee' for:

  • Marie Curie Students
  • Nuffield Medical Fellows
  • Personal Service Companies (PSC)
  • Agency workers
  • Academic visitors/students
  • Titular Associate Professors
Sub Status *

Refers to working pattern. Select as relevant, eg 'Full-Time', 'Part-Time', 'Term-Time' etc

Select 'Payroll Service' for: Marie Curie Students; Nuffield Medical Fellows; Personal Service Companies (PSC).

Select 'Non-employee' for: Agency workers; Academic visitors/students; Titular Associate Professors.
Category *

Check/update if necessary. Relates to contract of employment and job description, and indicates the role/categorisation of an academic contract. Vital for statutory reporting, such as HESA and REF. Refer to Staff Classifications guide.

Select 'X - Not Applicable/Not Required' for: Nuffield Medical Fellows; Personal Service Companies (PSC); Academic visitors/students

Select 'Teaching and research' for: Titular Associate Professors
Sub Category *

Check/update if necessary. Vital for statutory reporting, such HESA and REF. Refer to Staff Classifications guide.

Nuffield Medical Fellows: usually should be 'AR (Research Fellow)' - check, if needed.

Titular Associate Professors: select 'Academic (teaching and research)
Contracted Hours *

Enter actual contracted weekly hours.

Part-time, Term-time only staff: enter hours to be worked per week during term time.

Enter '0' for:

  • Variable Hours staff
  • Personal Service Companies (PSC)
  • Agency workers
  • Academic students/visitors
  • Titular Associate Professors
Standard Hours *

Enter the equivalent full-time hours for the grade. For example:

  • 36.5 for grades 1-5 and casual workers and student ambassadors.
  • 37.5 for grades 6-10 and casual teachers and examiners.
  • 14.91 for 39Q
  • For other grades check the contract.

From this, the FTE will update automatically.

Enter '0' for:

  • Personal Service Companies (PSC)
  • Agency workers
  • Academic visitors/students
  • Titular Associate Professors

Contracted Weeks

(Term-time only staff)

For term-time only staff paid the same amount each month: enter number of weeks employee works per year, including holiday entitlement. Eg if they work 38 weeks p/y and are entitled to 4 weeks’ holiday, enter 42 weeks. 

Leave blank for all other staff.
Standard Weeks This field will be set by the system to 52.
FTE *

Check as expected and update, if necessary, to correct

Variable Hours and Agency staff: set to '0'.

Refer to the FTE and multiplier calculator
Action *

Select relevant action. Mostly 'NEW APPOINTMENT', but exceptions may apply, for example:

  • Secondments: Select 'SECONDMENT'
  • Regrades: Select 'CHANGE IN GRADE'
  • Promoting to substantive grade following an underfill: Select 'CHANGE IN GRADE'
  • EJRA-approved appointments: NEW APPOINTMENT (EJRA EXTENSION)
  • Working overseas: 'New Appointment Working Overseas'
Reason *

For most new roles, type ‘new’ and select the appropriate reason (see exceptions below):

  • New Starter – new to the University 
  • New Starter (ex-employee)
  • New appointment (Transfer) - when moving from one job to another in same or different department
  • New additional appointment
  • Re-grading (Grade increase/decrease)
  • New contract

NB: The above reasons will activate ‘Onboarding’ in HR Self-Service

Exceptions:

  • Secondments: select 'Secondment Start'
  • Priority candidates: where the position has been accepted on a trial basis, select 'TRIAL PERIOD'. Read the policy here.
  • Promoting to substantive grade following an underfill: select 'Promoted to substantive grade'
  • Personal Service Companies (PSC), Agency workers, Academic visitors/students, Titular Associate Professors: select 'NEW APPOINTMENT (NON-EMPLOYEE)'
  • EJRA-approved appointments: select 'EJRA EXTENSION'
  • Working Overseas
  • Flexible Retirement
Replacing Do not use
Secondment Only tick for secondments.

 

Click NEXT in bottom right of the wizard to continue to step 4.

  1. Complete this screen as per the guidance below:

Field name

* = mandatory

 Instructions
NI (National Insurance) *

Enter NI number if known. Otherwise extract and enter when completed in Onboarding as soon as this becomes available.

Titular Associate Professors: not required
Pay Group *

Select Monthly (20), or where applicable: 

Senior Pay Group (21) for: Professor (A20); Clinical Professor – old consultant contract (A70); Clinical Professor – new consultant contract (A80); Senior Administrative Officer - ALC6 (B23); Clinical Reader/University Lecturer (A82); Royal Society Professor (D94); and Marie Curie Fellow (MCF).

99 Non Employees for: Agency workers; Visiting academics/students; Titular Associate Professors

NB If already populated and cannot be updated, contact HR Systems.
Employee to be paid…

Default of Scale Point applies to standard University grades.

*Off-scale/ spot or Marie Curie grades only: Select Personal.
Pay scale

Do not amend; set by the Reward team. Exceptions apply to:

  • Off-scale/ spot posts only: re-select relevant scale, if required.
  • Marie Curie staff: check the relevant Marie Curie option is selected; update if needed.
  • Nuffield Medical Fellows: select Nuffield Medical Fellow (Nmf67)' - Code NMF67
  • Underfills (when being appointed): check this has been set to the lower grade by the Reward team.
  • Underfill promotion to substantive grade: check this has been set to the higher grade by the Reward team.
  • Personal Service Companies (PSC): should default to 'PSC'. Do not amend.
  • Agency workers, Visiting academics/students: select N99
Point on Scale * Check/update the salary scale point, as required. 
Multiplier *

Check as expected. If it is not, click Previous, and correct Hours.

Set to '0' for: Marie Curie Students; Variable Hours staff; Personal Service Companies (PSC); Agency workers; Visiting academics/students; Titular Associate Professors.

Refer to the FTE and multiplier calculator
This is to be paid * Set to Annual. Do not amend.
Amount

Leave as calculated*

*Off-scale/personal grade posts only: Enter the planned salary.

*Marie Curie Fellow/Researcher: MCFs and MCRs should have their living and mobility allowances combined into a spot salary.

*Marie Curie Student; Personal Service Companies (PSC): '0'
Apply next Increment on

Enter relevant date, in accordance with University HR guidance (can be more than a year in the future).

Nuffield Medical Fellows; Agency workers; Visiting academics/students; Titular Associate Professors: Leave blank
Salary comments

Enter notes for the Approver/ Payroll.

Regrades: Where backpay is due, state the effective date of the back payment (ie when the employee began to undertake duties at the higher grade) and incremental progression due during that period. For example, 'Regrade to grade 6.4 from 1 July 2024. Increment to 6.5 on 1 Oct 2024. Please note that this will be made as a non-pensionable lump-sum payment. Refer to the Grading policy on backdating payments for further details.

 

  1. Click SAVE in bottom right.
  2. Employee record will load and the successful record creation alert will appear in top right.
  3. The appointing process is now complete.
  4. Proceed to complete the New starter checklist, including for existing staff.

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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