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Requests for regrading and the subsequent appointment process (assuming a successful
application for regrade) involve the same process steps as for a new starter. This guide
covers all steps required including request, transfer, commencement etc. This guide covers the following process steps:
A. Request a regrade .............................................................................................. 2
Searching for Post Number/Job title ......................................................................... 2
B. Approve or reject a staff request (APPROVER) ................................................. 11
Approving a Request ............................................................................................ 12
Rejecting a Request ............................................................................................. 12
C. Regrading ......................................................................................................... 13
D. Appoint transfer – within same department ..................................................... 14
Allocate funding (Cost Allocations) ......................................................................... 19
Source of Funds ................................................................................................... 20
E. Generate a new contract ................................................................................... 21
F. Update details (if relevant) ............................................................................... 24
G. Commence employee ........................................................................................ 24
H. Set up allowances (if required) ........................................................................ 25
I. Approve (or Reject) Salary / Allowances .......................................................... 28
J. Close post? ........................................................................................................ 32
Appendix: Lump sum payments to compensate staff operating at a higher
grade .................................................................................................................... 32
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A. Request a regrade
You should raise a staff request based on the existing post for a regrade.
To comply with the regrading procedure the staff request will need to be approved by
the Departmental Administrator unless otherwise agreed with the Reward Team, prior to
grading.
Before creating the request you will need to know the Post Number and Job Title that
you wish to base the request on by looking at the record of the person in their current
post: Searching for Post Number/Job title
Navigate to: Personnel > Maintenance > Personal Profile
1. Search for and open the employee record and go to Select Detail box >
Appointment Details. The Appointment Details window opens.
2. Click on . The Post Number and Job Title are shown in the Post
Details section:
1. Click Search Existing Posts.
2. Use the search criteria to locate the
existing post. E.g. Department.
Click .
3. Enter the relevant post number into the Post Number field and click .
Alternatively you can search for the post by title. Click on the LoV button in the Post
Title field.
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NOTE: When the results have been returned you can view the details of the
post(s) including the name of the employee who is currently appointed to that
post.
4. A new Staff Request window will open with fields pre-populated. Check that the
correct post is shown in the blue box at the top of the screen.
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5. Complete the remaining staff request fields as appropriate:
Field Name (* mandatory) Guidance
Manager Order No. This field is not currently in use.
Organisational Structure Data populated from existing post, cannot be changed.
Company Data populated from existing post, cannot be changed.
Division Data populated from existing post, cannot be changed.
Sub Division Data populated from existing post, cannot be changed.
Level 4 Data populated from existing post, cannot be changed.
Management Unit Data populated from existing post, cannot be changed.
Department Data populated from existing post, cannot be changed.
Pay Administered by * Data populated from existing post, cannot be changed
unless the field is empty, in which case select
Department or Division as appropriate for the post.
If the populated details in this field are incorrect you
will need to create a Staff Request for a New Post (see
QRG: RQ1a_Create Staff Request – New Post) –
you will need to quote the existing post number within
the Additional Information field and explain that the
original post had incorrect details within the Pay
Administered By field.
Cost Centre * Data populated from existing post, change if required.
Should be the default GL coding for the
department/division selected in the department field
above. Format will be AA00000000000 where AA is the
2 digit department code. The coding string includes
Activity followed by Source of Funds with no
punctuation separators.
Location *
Data populated from existing post, change if required.
This should be the normal work location for the post
and the default delivery address for payslips.
College Association Data populated from existing post, change if required.
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Field Name (* mandatory) Guidance
Vacancy Type * Select the relevant Vacancy Type:
- Academic
- Professional and Management
- Research
- Support and Technical
Note: This is used to allocate where the advert for this
vacancy will appear on the University’s jobs and
vacancies web pages.
Position Type * This field is used to classify the staff request, and
advise the Reward Team of the urgency and nature of
the request.
Select one of the ‘Existing Post’ options (highlighted in
bold below):
- New Post – Apprenticeship
- New Post - Duplicate
- New Post - External Funding
- Regrading
- New Post - Internal Funding
- Existing Post – New Contract
- Replacement/refill
- Replacement/refill new grade
- New Post – Correction
Vacancy Reason This field is not in use.
Replacing Employee This field is not in use.
Job Title * Select the relevant job title, or closest match.
Note: The existing job title may have been created by
the migration process and may not be very accurate,
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select a more appropriate generic title if appropriate.’
Job Description * Enter the actual job title (even if the same as above)
as used on the job description and advert.
Category * Teaching only - where Sub Category below is AT.
Research only - where the contract indicates
research only or where the primary activity is research
and teaching responsibilities make up less than 16% of
contracted time.
Teaching and research - where research and
teaching responsibilities exist, and the teaching
element is more than 16% of contracted time.
Not teaching and/or research – example roles:
Vice-Chancellor, Pro-Vice-Chancellor, Proctor.
Not an ‘academic’ contract – individuals who do not
fall into the categories above and who have one of the
following Sub Category codes: DA, DP, FP, HP, IP,LP,
MP, IT, TS, DO, RM, MG
Not applicable/not required - individuals who do
not fall into the categories above and who have one of
the following Sub Category codes: DC, DS, FA, LA, MA,
MI, SB, SC, SE, SG, SH, SK, SL, SM, SO, SP, SR, SS
Note: This field is used for statutory reporting
and is especially important for HESA and REF
exercises. Full guidance notes can be found on the
Personnel Services website.
Sub Category * Data populated from existing post, change if required.
It is important that the correct staff classification
is selected. Full guidance notes can be found on the
Personnel Services website. This field must be
completed to prevent failure of interfaces to
other systems.
Pay Scale * Select proposed scale (pending confirmation from the
Reward Team) for regrades or replacement/refill at
new grade. Otherwise this should be as existing post.
Budgeted Select the checkbox if the Post is budgeted.
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Field Name (* mandatory) Guidance
Request Date * Enter today’s date.
Planned Start Date * Always enter today’s date or a specific date if known.
Planned End Date * Enter the planned end date if applicable (e.g. if Fixed
term).
Contract Duration * Enter the contract duration if fixed term.
Employee
Status *
This will be populated from the existing post. Amend
as appropriate for this particular appointment. If a
permanent change in Post Type (contract terms) is
required, then a new post will need to be created.
Please restart your request and follow QRG RQ1a to
Create Staff Request (new post).
Sub Status * Select the relevant sub status e.g. Full Time, Part
Time, Term Time, Variable Hours.
Reporting To This field is not in use.
Hours * Enter the relevant weekly hours, e.g. 37.5 or 0 for
variable hours posts
Weeks Enter the number of weeks the employee works per
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(term-time employees
only)
year inclusive of holiday entitlement. E.g. if the
employee works 38 weeks per year and is entitled to 4
weeks holiday, enter 42 weeks.
NB: only applicable to term time employees who are
paid the same amount each month.
FTE * Enter the FTE, e.g. 1 for full time, 0.5 for half-time or
0 for variable hours posts.
If you require a new appointment to be created with
an FTE that exceeds that of the post to which it is
attached, you should indicate this in the “Additional
Information” field below.
Note: The existing FTE may have been created by the
migration process and therefore could be lower than
the approved head count for this post - update as
appropriate.’
Positions Required * Enter the number of positions required. Generally 1,
but can be more if all identical and to be advertised in
one vacancy.
Additional Information Enter any additional information as required, e.g.
reason for the vacancy; name of employee; line
manager etc depending on the type of staff request. If
the job description attached to the staff request is a
generic please quote its code (e.g. GEN-01) and
indicate if the generic duties have been altered.
Where off-system divisional approval was
required (and obtained) the protocol number
should be noted here. If multiple posts are required
this should be reiterated here.
If you require a new appointment to be created with
an FTE that exceeds that of the post to which it is
attached, you should indicate this here.
Note: This field is restricted to 2000 characters. If you
need to send more information please attach as a word
or text file.
Check you have completed all mandatory fields highlighted by * above.
6. Click . The system will confirm the request has been saved. Click .
The screen will refresh and additional sections will appear at the end of the request.
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7. Assign Cost Allocations: Specific cost allocations where known should be selected
or the defaults entered. Multiple lines should be completed for posts which will have
split funding allocations. The total must add up to 100%.
Field Name Guidance
Cost Centre Select the relevant GL code. Format will be AA999999999
where AA is the 2 digit department code. The coding string
includes Activity followed by Source of Funds with no
punctuation separators.
OR
Select or enter ‘CCPROJ’ if it is going to be funded by a project
or grant.
Refer to Recording Cost Allocations in CoreHR.
Project Either leave blank if a GL cost centre has been selected.
OR
Select the relevant Project Code (Task/Sub Task). Format will
be AAXXXXXX.XXXX.00 where AAXXXXXX is the Project Code
and XXXX.00 is the Project Task and Sub Task. Take care to
check the correct code has been selected.
Expense This field is not in use
Date From Enter start date of costing (should be the same as the planned
start date).
Date To Enter the planned end date if applicable.
Percentage Enter 100% unless the post is going to be split over several
cost centres.
8. Advertising Details: Select the advertiser(s) from the LoV as applicable.
If desired enter/select the funding details i.e. where the advertising is to be paid
from. NB: only the Advertiser details will appear on the advertising screen of the
vacancy.
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9. Staff Request Documents: Attach Job Description, Business Case, Organisation
Chart, etc., as applicable to the post/ type of request. Click on the / to browse
and locate existing documents. Upload each document individually. Click
.
10. Funding Details: Select the Funding
Source (external or internal funding).
Enter the Funding Source Detail (for
externally funded posts).
11. Assign Approver: Select the appropriate Approver for this request from the list.
Note: Divisional and Department Approvers are in the same list. Click .
12. Check your work and make any edits. Click , when you are ready to
submit the request for approval.
NOTE: You cannot edit a Staff Request after you submitted it, unless it is
subsequently ‘rejected with edit’ by your approver.
13. Close Staff Request window. Exit from CorePortal (Logout).
NOTE: Staff requests based on existing posts can take up to 2-3 working days
to be processed by the reward team and 10 working days for staff requests
based on a new post.
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NEXT STEPS:
If you are the Department Approver refer to QRG: RQ2_Approve Staff Request.
Otherwise, await email confirmation that the post has been setup.
You can check the status of the request at: CorePortal > Dashboards > Staff
Request Dashboard > Launch Staff Requests.
B. Approve or reject a staff request (APPROVER)
In order for a staff request to be submitted to the Reward Team for creation of a post
and appointment, the request must be approved – by a departmental approver, or
divisional approver (depending on protocol requirements). In accordance with the
Regrading procedure, requests for Grade 10 posts to be regraded must be approved at
a divisional level, whilst all other requests can be approved within the department.
If a staff request cannot be approved then the Approver must reject it. Depending on
the reason for the rejection the request can be:
Rejected with edits – in which case the requestor will be able to update the
staff request and resubmit once the rejection comments have been reviewed and
acted upon. E.g. where further detail needs to be added to the business case.
Note: It is not possible for Approvers to edit a staff request directly and then
approve it. Edits must be made by the requestor and resubmitted for
approval.
Rejected - the request and rejection comments can be viewed by the requestor,
but the request cannot be updated or resubmitted. E.g. where funds are not
available as hoped.
CorePortal > Dashboards > Staff Request Dashboard > Launch Staff Requests
1. All staff requests awaiting approval will be displayed in the My Approvals section.
2. Click My Outstanding. All staff requests
awaiting your approval will be displayed in
the main screen area.
3. Click the icon to the right of the
relevant staff request.
4. Check the details of the request carefully.
To view attached documents, click the
icon.
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Approving a Request
1. To approve the staff request click the button. The Approve Request screen
will open:
2. Enter Comments e.g. Approved by xxx approving body on x date on x date.
Protocol number xxxxx.
Note: The comments you add will be viewable by anyone who has security
access to view the staff requests for your department or division.
3. Click the button.
4. Close Staff Request window. Exit all windows back to the Personnel main screen.
Rejecting a Request
1. To reject the request click the button. The Reject Request screen will open:
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2. Enter Rejection Reason e.g. further detail needed in business case.
3. Enter Comments e.g. Request rejected by xxx approving body on x date.
Note: As above, the comments you add will be viewable by anyone who has
security access to view the staff requests for your department or division.
4. If relevant, check/tick the Allow Edit tick box [A] (to indicate that the request can
be amended and resubmitted (reject with edit) by the requestor.
5. Click the button.
6. Close Staff Request window. Exit all windows back to the Personnel main screen.
NEXT STEPS:
Approved staff requests are automatically passed to the Reward Team within CoreHR.
The approver will be notified when the new post/appointment has been set up.
C. Regrading
The regrading evaluation is undertaken off-system by the Reward Team. Where a
regrading is unsuccessful feedback will be provided to the department/division (as
appropriate) and the Reward Team will put the request on-hold for 30 days pending an
appeal. After 30 days the request will be rejected.
If the regrading application is rejected no further action in the system is required.
Where the regrading application is successful you will receive an email notification
containing the new post number, after which you should proceed through the following
stages:
A
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D. Appoint transfer – within same department
Navigate to: Personnel > Maintenance > Personal Profile
Employee Search window opens
Before you begin, identify and make a note of the Post Number and
Employee Number as you will need these during the process.
1. Click the button. The Applicants/Posts window opens.
2. Select the Posts tab and enter the new Post Number.
3. Click .The system displays the relevant Post.
4. Click the button (to the right) of the post. The New Appointment Search
window opens:
5. Use the Search criteria to locate the existing employee. Enter the employee’s Name.
6. Click .
7. Locate the relevant employee in the list. Click the button (to the right of the
employee record).
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8. The Appoint Existing Person window opens:
9. To view the current appointment, e.g. to check existing hours; click View
Appointment [A] to open the View current appointment window.
Note: If the Job Category field
contains TUPE or HYBRID do
not proceed – contact
Personnel Services for
guidance.
10. Click to close the appointment details.
11. Tick the Checkbox: Select Appointment [B] against the appointment they are
transferring from.
12. Ensure that Replace An Existing Appointment [C] is selected (this option is
selected by default).
13. Select Replacement Type: Appoint Person. Click .The Post
Details screen opens:
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14. Complete/check details as below:
Field Name (* mandatory) Description
Start Date * Enter the first of the month in which the regrading
application was received by the Reward team
regardless of the date you are processing the
appointment. See appendix regarding compensation
payments if applicable.
Target End Date * Enter if applicable e.g. for fixed term post.
Cost Centre * Should be the departmental default. Format will be
AA00000000000 where AA is the 2 digit department
code. The coding string includes Activity followed by
Source of Funds with no punctuation separators
Project Code Leave blank. You should not enter any information in
this field on the appointment.
Job Category Do not use.
Job Title * Check/select this from the generic list.
*
Click the button and enter the actual job title (case
sensitive).
Note: the actual job title will appear in the template
documents, such as the conditional offer/contract
letter.
Employee Status * Check/select relevant e.g. Permanent, Fixed term.
Sub Status * Select relevant, e.g. Full-Time, Part-Time.
Category * Check/update if necessary.
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Sub Category
*
Check/update if necessary. It is important that the
correct staff classification is selected. Full
guidance notes can be found on the Personnel Services
website.
Hours * Enter, e.g. 37.5
FTE Hours * Select the relevant hours e.g. 37.5 Note: when you
tab or click out of the hours field, the system will
automatically update the FTE%.
FTE * Check as expected and update Hours if necessary to
correct.
FTE% * Check as expected and update Hours if necessary to
correct.
Weeks
(term-time employees
only)
Enter the number of weeks the employee works per
year inclusive of holiday entitlement. E.g. if the
employee works 38 weeks per year and is entitled to 4
weeks holiday, enter 42 weeks.
NB: only applicable to term time employees who are
paid the same amount each month.
FTE Weeks Check this is as expected based on the value you have
entered in the Weeks field. Should be the same.
Action * Select Change in Grade.
Reason Code * Select Re-grading (Grade Increase)/ Grade
Decrease/ Ad Hominem as appropriate.
Comments Enter notes to re-iterate the type of appointment e.g.,
regrade and to note the date of effect for the pay
change, i.e. the date the enhanced duties
commenced.
NOTE: Payroll will use the date provided here to
calculate any back pay owed. See appendix.
15. Click .
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16. Complete/check the details as below:
Field Name (* mandatory) Description
Pay Group * Check pay group is correct. If it is not correct, contact
HRIS support.
Point * Check/update the salary scale point as required, taking
into account any incremental progression due.
Multiplier * Check as expected. If it is not, click Previous, and
correct Hours.
Increment Due Date Cannot be changed here. Date relates to existing
appointment.
Comments * Enter comments if required relevant to the increment
due date.
Salary
Comments *
Enter notes for the Approver/ Payroll, to re-iterate the
type of appointment e.g., regrade, and to note the
date of effect for the pay change, i.e. the date the
enhanced duties commenced, and any incremental
progression due during that period. For example:
‘Regrade to grade 6.4 with effect from 1 May 2012,
with automatic progression to 6.5 on 1 Oct 2012’.
NOTE: Payroll will use the date provided here to
calculate any back pay owed. See appendix.
17. Click . You are returned to the Appointment Details window.
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Note: For guidance on changing the increment due date for the new
appointment (if relevant) refer to QRG: CH17_Manage Changes Increment
Due Date.
Allocate funding (Cost Allocations)
1. Click button – Post
Appt Main window opens.
2. Go to Selection > Cost Allocation –
Cost Allocations window opens.
3. If there is already a cost allocation, click to update if required. Alternatively,
click button. The Add/Edit Cost Allocation window opens:
4. Complete details as below:
Field Name (* mandatory) Description
Start Date * Enter the start date for the new cost allocation.
End Date * Enter the end date if relevant.
% * Enter %, e.g. 100, 50.
Note: allocation may be split between more than one
Cost Centre, but the total allocation must add up to
100%, even where the FTE is less than 1.
Cost Centre * Select or enter the relevant GL code. Format will be
AA999999999 where AA is the 2 digit department
code. The coding string includes Activity followed by
Source of Funds with no punctuation separators.
OR
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Select or enter ‘CCPROJ’ if it is going to be funded by
a project or grant.
Note: You can type cost centre straight into the field,
but it must be in upper case. Cost centre search is
not case sensitive.
Name is displayed first in the search results but you
can scroll right to see the codes. Take care not to
select old R11 format codes.
Refer to Recording Cost Allocations in CoreHR.
Project Code * Either leave blank if a GL cost centre has been
selected.
OR
Select the relevant Project Code (Task/Sub Task).
Format will be AAXXXXXX.XXXX.00 where AAXXXXXX
is the Project Code and XXXX.00 is the Project Task
and Sub Task. Take care to check the correct code
has been selected.
Expense Do not use
NB: When you add a Project code and click on ok the screen jumps to an
‘Expense’ field . This field is not being used.
Use the scroll bar at the bottom of the screen to view the cost allocations you
have recorded.
5. Click then . You are returned to the Cost Allocations
window.
6. Click . You are returned to the Post Appointment Maintenance
window.
Source of Funds
Where the cost centre code does not reflect the source of funds,
additional information must be provided. This is important for HR
Information to be able to define the HESA source of funds.
E.g. where a suspense code is being used whilst awaiting a ‘true’ cost centre
to be set up, or where a GL code is being used to administer externally funded
appointments.
1. Go to Selection box > User Data. The User Maintenance window opens.
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2. Click to display User Defined Field List of Values.
3. Select Appt: Source of Funding.
4. Click .
5. Enter the Date From [A]. This should be the appointment start date.
6. Enter additional information as required into Comments field(s).
7. Click then . You are returned to the User Maintenance
window.
8. Click . You are returned to the Post Appointment Maintenance
window.
E. Generate a new contract
It is important that you select the correct contract template depending on the type of
post.
A
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Note: Currently academic contracts, departmental lecturer contracts, and
casual engagement letters are not generated through CoreHR.
Navigate to: Personnel > Maintenance > Personal Profile
1. Search for the relevant employee record and go to Select Detail box >
Appointment Details. The Appointment Details window opens.
2. If relevant, click into the Post Number to
ensure the correct appointment is highlighted.
3. Go to Tools > Letters. The Generate Letters
Module window opens:
4. Select Letter Group: Post Appointments
5. Select Letter Type: as applicable (see table below)
6. Options will default to ‘Perform Mail Merge’ and must not be changed
7. Ensure current record is selected and click .
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8. Choose ‘Open’ for prompts to appear
9. If you can’t see the prompt questions,
minimise all screens to find prompt box
Note: The template will be pre-populated with standard paragraphs in
accordance with the data selected in the Employee Status and Sub Status
fields. It is important that these have been completed accurately so the
contract letter is appropriately populated.
10. The Word document will open.
11. If the message below appears at the top of the page click on Enable Content
12. Save the document in a secure location and Exit to return to CoreHR.
13. Close the window in your browser.
14. The system displays a message: ‘Did the letter print successfully?’ Click .
NEXT STEPS:
Having generated the contract it must be signed by an appropriately authorised
signatory within your department before being sent to the individual. To track the
contract you should update the relevant part of the Appointment User Data once the
letter has been signed and returned by the individual. See QRG: PA0_Prepare
(Section H) for details.
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F. Update details (if relevant)
Depending on the new grade there are a number of areas which may need to be
checked and/or updated. Refer to the relevant section in QRG: PANS0 Pre-arrival and
New Starter guide:
Pension arrangements Section H
Qualifications Section I
NHS contract details Section J
White book details Section F
G. Commence employee As a final stage before the change is communicated to payroll, it is necessary to
‘commence’ their appointment within Core Personnel.
Navigate to: Personnel > Maintenance > Personal Profile
1. Search for the employee record and go to Select Detail box > Appointment
Details.
2. Click into the Post Number to ensure the correct appointment is highlighted. Click
the button. The Post Appointment Maintenance window opens.
3. Go to Selection box > Commence Appointment.
4. Enter the effective date that you entered when appointing the employee into the
new post.
5. Click . Click then .
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6. Finally, go to Selection box > View Position History to check that the salary
details are all as expected.
Note: If the salary has not been set up correctly, the salary line will need to
be rejected by the department pay approver and re-entered. Refer to QRG:
CH5_Change: Pay for guidance.
H. Set up allowances (if required)
Where allowances (e.g. for callout, clothing, etc) are required they will need to be set
up and approved within the CoreHR system. Approvers should refer to Section I or
QRG: FD5_Approve/Reject Salary/Allowances for guidance on approving.
NOTE: Off-system approval for certain allowances (see the Allowance
Guide document for more details) must continue to be sought from
the Reward Team before they are set up in the CoreHR system.
NOTE: An Appointment must have a status of Commenced before
Allowances may be set up.
Navigate to: Personnel > Maintenance > Personal Profile
1. Search for the employee record and go to Select Detail box > Appointment
Details. The Appointment Details window opens.
2. If relevant, click into the Post Number to ensure the correct appointment is
highlighted. Click the button. The Post Appointment Maintenance
window opens.
The Add Salary and Allowance window opens:
3. Go to Selection > Amend Pay Rate.
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4. To set up a new allowance, set the Effective Date [A] to the date the new
allowance is to be paid from.
5. Click the checkbox Allowances Only [B].
6. Click the button [C]. The Add Allowance window opens:
A B
C
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7. Complete the Allowance Details screen as below.
For fields marked ■ below - depending on the allowance selected either Scale
Point, Percentage or Value will be used. See the Allowance Guide for more
information.
Field Name (* mandatory) Description
Allowance * Select the relevant value from the list, e.g. Standby
and call out pay cash.
Start Date * Check the start date was entered correctly - effective
date entered earlier.
End Date * Enter the end date if required.
Note: if the end date is left blank, payment will be
paid continually.
Scale Point ■ If relevant, select Scale point, this will relate to a rate
table.
Percentage ■ If relevant, enter % to be applied.
Value ■ If relevant, enter the value of the allowance, e.g., 200
for a £200 per month allowance.
Press tab - the system will automatically calculate the
annualised value.
Note: Most allowances are paid in full, i.e. the amount
entered will not be prorated to take account of FTE,
ensure value entered takes account of FTE and salary
multiplier.
Cost Centre * Select or enter (case sensitive) the relevant GL code.
Format will be AA999999999 where AA is the 2 digit
department code. The coding string includes Activity
followed by Source of Funds with no punctuation
separators.
OR
Select or enter ‘CCPROJ’ if it is going to be funded by a
project or grant.
Note: Costing information needs to be specified here
ONLY if the funding for the allowance is from a
different cost allocation to the funding for this
appointment.
Project * Either leave blank if a GL cost centre has been
selected.
OR
Select the relevant Project Code (Task/Sub Task).
Format will be AAXXXXXX.0000 where AA is the 2 digit
department code and 0000 represents a sequence
number. The Project Task and Sub Task will be visible
in the Project Description field. Take care to check the
correct code has been selected.
Note: Costing information needs to be specified here
ONLY if the funding for the allowance is from a
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different cost allocation to the funding for this
appointment.
Expense Leave blank - this field is not used by the University.
Reason * Select the relevant reason code, e.g. Allowance
Awarded.
Comments* Enter comments as applicable.
Reference No longer in use. References entered previously will
still be displayed.
8. Click . The Add Allowances window closes. Multiple allowances can
be added at this time if required.
9. Click . The system will ask if you are sure you want to add this
salary amendment. Click .
10. The Maintain HR Salary Amendments window opens. If you have Salary Approval
access and it is appropriate to do so you can approve the salary and/or allowance
change straight away.
NEXT STEPS: Unless you were able to approve the allowance, the allowance will now
appear in your approver’s list for approval.
I. Approve (or Reject) Salary / Allowances
All salary and allowance additions and changes must be approved within your
department before they are actioned by payroll.
NOTE: When a Salary Approver logs onto CoreHR, a message displays to
indicate if there are any Salary
/Allowances awaiting approval.
Approve Salary Amendments? Click Yes.
This will take you directly to the Maintain
Approvals window (see 3 below).
Alternatively, navigate as below.
Personnel >Maintenance >Salary Administration >Maintain Salary Approvals
Maintain Approvals window.
1. The Maintain Approvals window defaults to My Approval Items [A].
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2. The list of items awaiting approval includes:
Salary Approvals and Allowances (if set up at the same time)
Allowances only (denoted by the tickbox Allowances Only [B])
3. Select the relevant employee entry and click the button [C] (or
reject).
The Approve Salary Amendments window opens:
A B C
C
A
B
b
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Note: The name of the employee and their personnel number are shown in
the header [A].
The Approve Salary Amendment window is divided into two sections:
Current Salary Allowances [B]. The Total Salary (including Allowances) field
for a new starter is normally zero.
New Salary/Allowances [C].
4. Check the New Salary/Allowances data is correct:
Field Name (* mandatory) Description
Effective date * Date new rate of pay expected to start from.
Pay scale * Grade.
Point * Point on grade.
Rate of Pay * FTE salary associated with the grade and point.
Multiplier * Value used to calculate the actual salary to be paid.
Normally relates to FTE, but may be adjusted to allow
for half-pay or no-pay situations.
Actual Pay * Actual salary once multiplier has been taken into
account.
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Reason * Reason for the change in salary.
Salary comments
*
Note for salary approver, including the date of
effect for the pay change, i.e. the date the
enhanced duties commenced.
NOTE: Payroll will use the date provided here to
calculate any back pay owed. See appendix.
Allowance * Name of allowance.
Allowance type * Variable value, Scaled or Variable Percentage as
appropriate for the specific allowance.
Scale point/percentage * Either scale or percentage depending on the
allowances type.
Value * Generally £s, but could be days or hours.
Annual Value * Value multiplied up to annual equivalent, assuming it
is continued for that long.
Start date * Start date for the allowance.
End date * End date for the allowance.
Reason * Reason for the change in allowances.
5. If required, click the button to see more details of the costings related to an
allowance.
6. Add any approval notes or reason for rejection in Comments [D].
7. Click . A message appears asking you if you are sure you want to
approve/ reject this salary amendment. Click . The Approve Salary
Amendments window closes.
Note: If you have rejected a change request it is important to make separate
contact with full details to notify the requestor of the reason for the rejection
as this will not be visible to them in CoreHR.
8. Exit all windows back to the Personnel main screen.
NEXT STEPS:
Approved salary/allowances are passed to the Payroll team, via a report, for
actioning.
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J. Close post?
Unless this was an ad hominem regrading or a multiple-appointment post, you should
contact the Reward Team to close the original post.
Appendix: Lump sum payments to compensate staff operating at
a higher grade
In the case of all successful regrading applications, the effective date of the regrading
will be the first of the month in which the regrading application was received by the
Reward team. The new contract should also be effective from this date. Departments
may, if they deem it appropriate, make a non-pensionable lump sum payment to
compensate staff for working at the higher grade. This lump sum can equate to the
value of the difference in salary for up to 12 months. This should be communicated to
Payroll via the salary comments and will show on your payroll costing report against the
pay element “regrading”.