Key points to note
Start of leave
- If the individual wishes to receive paper payslips during their leave, refer to the Online payslip exception data guidance.
- Only record the leave/return in the payroll month in which it is effective. Do not record all the dates in advance as you will not be able to record any other appointment changes should they occur.
- If the individual has multiple appointments the leave/return must be made against all appointments.
During leave
- Your Payroll officer will make pay amendments (eg once contractual maternity pay has been exhausted) during an individuals period of family leave.
- Where your payroll officer has amended the salary to zero (eg Maternity pay has been exhausted) and the individual is taking an additional family leave type (eg Neonatal Care leave) the salary will need to be updated and approved.
Return from leave or taking multiple leave types
- Where recording consecutive multiple leave types for one indivdual do not record the return until the last period of family leave.
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All neonatal care leave and pay should be taken after any statutory family leave (and before any additional non-statutory leave, including Oxford University Additional Paternity/Partner Leave (OUAPPL)). See HR policy for further details.
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For unpaid Parental Leave follow the Unpaid leave guidance.
Always refer to the Family leave policy
In all cases, the primary adopter must take the first two weeks as adoption leave, including where Shared Parental Leave will be taken at a later date.
Update appointment? | Update salary? | Further updates/ considerations: |
---|---|---|
Y | N |
Effective date: Enter the start date of the adoption leave. Comments: Enter relevant comments for reference and reporting. Action: Select Adoption/ Adoption Leave (no SAP included). Reason: Select Adoption Leave Start/ Adoption Leave Start (No SAP Inc).
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When the individual returns, follow the relevant details in this guide to update the staff record.
In all cases, the birth mother must take the first two weeks as maternity leave, including where Shared Parental Leave will be taken at a later date.
Update appointment? | Update salary? | Further updates/ considerations: |
---|---|---|
Y | N |
Effective date: Enter the start date of the maternity leave. Comments: Enter relevant comments for reference and reporting. Action: Select Maternity/ Maternity Leave (no SMP included). Reason: Select Maternity Leave Start/ Maternity Leave Start (No SMP Inc).
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When the individual returns, follow the relevant details in this guide to update the staff record.
Update appointment? | Update salary? | Further updates/ considerations: |
---|---|---|
Y | N |
Effective date: Enter the start date of the paternity leave. Comments: Enter relevant comments for reference and reporting. Action: Select Paternity/ Paternity Leave (no SPP included). Reason: Select Paternity Leave ORD Start/ Paternity Leave Start (No SPP Inc).
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If the individual is taking additional paternity/partner leave immediately after ordinary paternity leave, follow section: Additional Paternity/Partner Leave – Start.
If the individual is returning to work, refer to the guidance in Return from family leave (Paternity - all types). See HR policy for further details.
Note: Before taking 'Additional Paternity/Partner Leave' the individual must have already taken 'Paternity Leave'. See HR policy for further details.
For continuous additional paternity/partner leave you will only need to follow the steps below once.
For discontinuous additional paternity/partner leave, follow these steps along with recording each return (for each occurrence of APPL, up to a maximum of three times).
Update appointment? | Update salary? | Further updates/ considerations: |
---|---|---|
Y | N |
Effective date: Enter the start date of the paternity leave. Comments: Enter relevant comments for reference and reporting. Action: Select Paternity/ Paternity Leave (no SPP included). Reason: Select Additional paternity/ptner leave (start).
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When the individual returns, follow the relevant details in this guide to update the staff record.
For continuous shared parental leave you will only need to follow the steps below once.
For discontinuous shared parental leave, follow these steps along with recording each return (for each occurrence of SPL, up to a maximum of three times).
Update appointment? | Update salary? | Further updates/ considerations: |
---|---|---|
Y | N |
Effective date: Enter the start date of the shared parental leave. Comments: Enter relevant comments for reference and reporting. Action: Select Shared Parental Leave or Shared Parental Leave (no SHPP). Reason: Select Shared Parental Leave Start/ Shared Parental Leave Start (No SHHP Inc).
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When the individual returns, follow the relevant details in this guide to update the staff record.
All Neonatal Care leave should be recorded after any statutory family leave and before any additional non-statutory family leave, including Oxford University Additional Paternity/Partner Leave (OUAPPL).
For example where you are recording Neonatal Care leave, Paternity leave and Additional Paternity/Partner leave (OUAPPL) for one member of staff, in the system you must record them in the following order:
- Paternity Leave (statutory)
- Neonatal Care leave (Note: leave dates recorded will not match when the baby was receiving Neonatal Care, it reflects the leave entitlement)
- Additional Paternity/Partner Leave (OUAPPL) (non-statutory)
In all cases see HR policy for further details which includes a flowchart to identify your specific scenario.
Update appointment? | Update salary? | Further updates/ considerations: |
---|---|---|
Y | N |
Effective date: Enter the start date of the Neonatal Care. Comments: Enter relevant comments for reference and reporting. Action: Select Neonatal Care Leave Reason: Select Neonatal Care Leave and Pay (Start)
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When the individual returns, follow the relevant details in this guide to update the staff record.
Where recording consecutive multiple leave types for one indivdual do not record the return until the last period of family leave
Update appointment? | Update salary? | Further actions/ considerations: |
---|---|---|
Y |
N |
Effective date: Enter the date the individual returned. Comments: Enter relevant comments for reference and reporting. Sub status: If required, amend as appropriate, eg 'part-time'. Contracted Hours: If required, update the hours to reflect what the individual will be working per week. Action: (1) If returning with no changes to working hours: Select relevant action, eg Paternity Action: (2) If returning AND changing their working hours from the same date: Select relevant action, eg Hours Decreased/ Increased. Reason: Select accordingly:
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Workforce Management participating departments only:
- Where the is change in hours/ working pattern, follow the changing hours on the same appointment guide.
- For any annual leave/ public holidays/ fixed closure dates, which were accrued whilst on family leave, refer to Make a balance adjustment guide (select 'Floating' as the adjustment type).
Where recording consecutive multiple leave types for one indivdual do not record the return until the last period of family leave
Update appointment? | Update salary? | Further actions/ considerations: |
---|---|---|
Y |
Y |
Effective date: Enter the date the individual returned. Comments: Enter relevant comments for reference and reporting. Sub status: If required, amend as appropriate, eg 'part-time'. Contracted Hours: If required, update the hours to reflect what the individual will be working per week. Action: (1) If returning with no changes to working hours: Select relevant action, eg Adoption, Maternity, Shared Parental. Action: (2) If returning AND changing their working hours from the same date: Select relevant action, eg Hours Decreased/ Increased. Reason: Select accordingly:
Effective date: Enter the date the individual returned. Salary Comments: Enter relevant comments for reference and reporting. New Multiplier: Must match the FTE. Reason: Must match the appointment Reason.
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Workforce Management participating departments only:
- Where the is change in hours/ working pattern, follow the changing hours on the same appointment guide (new version coming soon).
- For any annual leave/ public holidays/ fixed closure dates, which were accrued whilst on family leave, refer to Make a balance adjustment guide (select 'Floating' as the adjustment type).
Where an employee is eligible for SMP, this must still be paid by the University, even if their leaving date falls before the start of the Maternity Pay Period. See: HR Support website.
Where employment ends whilst on maternity leave, follow the End appointment guide. When processing the employee as a leaver, update the leaver UDF with the following details, as applicable:
- If SMP will be payable
- Address P45 is to be sent to
- Details of outstanding holiday pay
- Details of redundancy payments
- Details of course fees due to be re paid