September 2023 bulletin

October Main Payroll deadline – Monday 9th

Visit the Payroll deadlines and cycles page for information about the monthly payroll cycle, including the monthly key payroll dates for People Management users.

Details of all the upcoming payroll deadlines can be found on the Payroll website.

Visit the Payroll website 


News and updates

Following the revision of the ‘OA1 form’ for recording outside appointments, a new UDF has been created and will be available in PeopleXD from 2 October 2023. Please take the following actions: 

  • For current appointments where the UDF has already been updated, there is no action to take.
  • For current appointments (already recorded) where a change is needed, complete the new UDF following our revised guidance.
  • For any new appointments recorded after 2 October, complete the new UDF following our revised guidance.
  • The PERDEP48 OUTSIDE APPOINTMENTS report will be updated to only include the information recorded in the new UDF from 2 October 2023. Therefore if you wish to report on the data that has been recorded in the current UDF, please run and export the report before 30 September 2023.

The updated Scenario factsheet: Outside appointments will be available from our website from 2 October 2023.

The revised 'OA1 Form' is available from the HR Support webpages:

HR Support webpages 

The 2023 national pay award for clinical consultants has been approved for implementation in the University. With effect from 1 April 2023 clinical consultant basic salaries will increase by 6%. Salary scales for doctors in training have been increased by 6%, plus an additional consolidated increase of £1,250 for each pay point. 

There is no change to Clinical Excellence Awards, discretionary points, and distinction awards. 

The uplift will be implemented in the October payroll and backdated to 1 April 2023. 

From early November, updated clinical salary scales with effect from 1 April 2023 will be available to view on the Pay Awards webpage.

View the Pay Awards webpage 

Throughout September - expect HESA-related queries from our team 
Wednesday 20 September - Online briefing: Introducing Onboarding in PeopleXD 
Thursday 12 October - Online HR Systems quarterly briefing (invitations sent)
Wednesday 1 November - PeopleXD Onboarding go-live 


Thank you to our departmental/faculty colleagues for their efforts in addressing data errors following our recent emails. Your efforts are valued and contribute to our timely completion of this year's HESA staff return. Whilst progress has been made, some errors remain. Please check and correct errors by the end of the month, using these reports: 

The accuracy and completeness of this data is also crucial for Athena SWAN, Medical Schools Council Survey, financial year-end reporting, equal pay audit and the Race Equality Charter. Your commitment to data quality helps to advance these initiatives – thank you for your support. 

For guidance visit the data quality clearing errors webpage:

Data quality clearing errors 

For further assistance email the Data Quality team, including relevant details:

Email the data quality team

Incorrectly entered UK postcodes have recently caused issues with Payroll due to HMRC and pensions rules. To avoid errors, ensure that UK postcodes are entered across both, the ‘Prefix’ and ‘Suffix’ postcode fields, as per the guidance on pages 3-5 of the Add and manage personal details guide. 

Where new starters are completing these details via Onboarding, or existing staff make updates to their home address in ESS, run the PERDEP20 Changes Made in Employee Self-Service report to monitor this. 

We’d like to remind you that September 2023 will be the last month in which casual workers will be issued paper payslips. From October 2023, casual workers’ payslips will be issued exclusively online. In exceptional circumstances, printed payslips can be requested following the existing process for exceptions. For further details, refer to the email sent to all PeopleXD users on 24 August 2023. 

We have communicated this change through various University channels, including the all-staff University bulletin (18 September), and the upcoming printed September payslips. 

Updated guidance

We have updated the following document templates, which are available to download from PeopleXD:  



Casual letter of engagement Updated in line with the latest updates made by the HR Policy team
Casual teaching contract for services Updated in line with the latest updates made by the HR Policy team

The following guides and reports have been updated: 



Managing a successful applicant Appointing guides

Updated to reflect the introduction of Onboarding
PERDEP21 - Cost allocation changes Updated to show changes made to the cost allocation for an appointment i.e. where the employee's pay is costed to. New report will be available by the end of September 

Project updates

Details of the projects currently in scope under the HR Systems Programme can be found on our dedicated webpage:

HR Systems Programme projects

This page includes the latest updates and timelines for each project where available. Please note that these pages are still under development and will be updated on a regular basis.