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Join us for a comprehensive HR and payroll services forum covering topics such as payroll enhancements, employee relations, right to work, teacher's pensions, IR35, occupational health, and more. Don't miss this opportunity to network and get your questions answered.
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Housekeeping • Fire Alarm • Phones • Toilets • Refreshments
Agenda • Introduction • Payroll Service Enhancements • Employee Relations • Break & Networking • Right to work • Teacher’s Pensions • SIMS Good Practice • IR35 • Occupational Health & EAP • Pay Update (incl Holiday Pay) • Academisation in Harrow • Legislation Update • Networking & Questions
Payroll Service enhancements John Kitching
Payroll Offer • Access • Service Desk • Regular updates (Auto Enrolments, HMRC RTI) • SIMS to SAP facility • Joining • Issue contract of employment • Provision of information to third parties. • Advice on Migrant worker employment • Working • Payroll Administration • Overtime, All changes processed. • Reward • Cycle to work scheme • Child Care schemes • Leaving • Update Employee Records • Termination calculations
Payroll Service cost comparison between 2017/2018 - 2018/2019
Employee Relations Advisory Service John Kitching Head of HR
HR Employee Relations Team Senior HR Case Management & Policy ER Team Leader Tish Tunnacliffe Teresa Hennessy Risha Kataria Natalie Powers HR Case Management & Policy advisors Leena Bose LorraineElliot Marcus Zakrzewski
Employee Relations – Support Agreement • Annual Package • On site advice and professional consultancy support on a full range of employee relation issues. • Attendance at formal stage meetings (excluding suspensions or investigation meetings). • Free attendance on 2 training workshops for the Head Teacher and/or members of the Senior Leadership team. • Additional Consultancy Products (See SLA handed out)
Employee Relations Advisory Service Changes John Kitching
Proof of Right to Work in the UK (‘A&I’) John Kitching
Proof of Right to Work in the UK (‘A&I’) • It is illegal to employ somebody who does not have the right to work in the UK. • Non-compliance with these checks, and if found to be employing an illegal worker, could mean a Civil penalty and/or Criminal charges. • To ensure that recruitment practices do not discriminate against anyone because of their race or nationality, these checks are carried out for every prospective employee.
Proof of Right to Work Document checks • Original Documents • Check for spellings and quality of the document. • Always copy both sides of Card ID’s • Check for name on all ID’s, make sure they match • Checks must be made before employment commences
Pensions updates Peter Dearden
Teachers’ Pensions update Teachers’ Pension Scheme valuation: Impact on employer contribution rate Background: The latest national valuation was completed this summer, later than originally planned. Prior to completion it was anticipated some employer increase would occur, from 2019. Due to the lateness of the valuation outcome it was also thought any increase would be delayed until September rather than April 2019.
Teachers’ Pensions Valuation continued… In September, HM Treasury produced draft directions. These included: • Employer contribution rate of 16.48% will be increasing to an estimatedemployer rate of 23.6%, until 31 March 2023. • Implementation will be 1 September 2019 (rather than 1 April 2019) due to the delay in the announcement. • DfE fund available for the financial year 2019/20 to help schools and academies meet the additional costs. • Consultation on Teachers pension announced on 29 October 2018.
Teachers’ Pensions • Scheme members can also: • Check their Benefit Statement – paper versions are no longer produced • Update their personal details • Complete online pension forms – e.g. both retirement and opt-out forms are now only available online • Access personalised tools and calculators • Retired/ re-employed members can view their pension payslips and P60’s Please continue to encourage teachers to register with TP for “My Pension Online” via the TP website: www.teacherspensions.co.uk
SIMS Good Practice Carolyn Hockaday
Good Practice for the smooth transfer of data All changes to contracts MUST be recorded correctly in SIMS to ensure the changes are recorded in SAP. The following items are essential for the SIMS to SAP transfer to work correctly.
Golden Rule #1 Contract Changes End Date – must be accurate Contract Termination Reason – must be a “Change of ….” value User Defined Fields – must be overwritten if relevant
Golden Rule #2 Leavers End Date – must be accurate Contract Termination Reason – must be a relevant leaving reason User Defined Fields – can be left
Golden Rule #3 Staff with more than one employee no. End Date – must be accurate in the closing contract Contract Termination Reason – must be a relevant leaving reason User Defined Fields – can be left
Golden Rule #4 Fixed Term Contracts End Date – must be recorded as a future date and can be overwritten if the date is extended Contract Termination Reason – left blank when first recorded. Fixed Term Extension to be recorded if the date is extended. User Defined Fields – do not change
Golden Rule #5a Staff moving between Harrow Schools as a leaver End Date – must be accurate in the closing contract Contract Termination Reason – Transfer User Defined Fields – can be left
Golden Rule #5b Staff moving between Harrow Schools as a joiner Create the new contract using the employee number. Within the previous employer area record HC TRANSFER
Golden Rule #6 Staff joining your school. Create the new contract using 9999999 in the contract payroll number and the User Defined Field.
Good Practice for the smooth transfer of data Refer to our Flow Charts and other guidance which can be found on our website: www.emisteam.co.uk If you require any help with amending or setting up contracts, please log a call with the SIMS Team in the usual way. Be aware of the HR Transfer dates in order for the transfer of your data to be timely, accurate and fit for purpose!
IR35 MuniraKachwala Head of HR Commissioning
Quick Overview • Legislation modified from 6th April 2017 and applies to all payments made after 5th April 2017. • The changes initially limited to the Public Sector (as defined by FOI act), now looks like it will be extended to the Private Sector, with a consultation paper due during 2018. • Intended to prevent workers being post holders and being remunerated outside of PAYE. • Firmly places the responsibility with the end client to determine the workers employment status. • Penalties have been introduced if we get it wrong. • Will require all contractors engaged through a Personal Service Company (PSC) to have their employment status assessed. • Not limited to a Limited Company disguised employment can exist as a Sole trader, Partnershipor Service contract.
IR35 Update All contractors engaged through a Personal Service Company (PSC) to have their employment status assessed. Not limited to a Limited Company disguised employment can exist as a Sole trader, Partnership or Service contract. Firmly places the responsibility with the end client to determine the workers employment status. Penalties are applicable to those that do not comply. IR35 Toolkit to support School business managers. Email: IR35@buckscc.gov.uk
Occupational Health and EAP Service Munira Kachwala Head of HR Commissioning
Changing landscape of the world of work • Aging Demographics • Mental Health and wellbeing high on the agenda • Move from disease to Health Model • Move from opinion to proactive value added
At Risk/Red Flag system for EAP Workplace Wellness operates an At Risk/Red Flag system by which they manage risk to those accessing our services. When an individual is identified as posing a significant risk to themselves or others (either through self-harm or other means) they will conduct a full risk assessment, escalate the case to their team of senior counsellors and case managers, and provide appropriate support. This can involve close monitoring, proactive call backs through to alerting the appropriate authorities such as: their GP, social services or the emergency services, and on rare occasions, their employer if a risk is likely to impact the work place (e.g. alcohol or drug use within a safety sensitive environment). In the majority of cases, however, a Red Flag should not be a cause for concern for the organisation.
