Actions to complete before payroll closes
In IBC self-service, there are actions that should take before payroll closes each month.
The payroll page includes deadline dates for:
- Paper notifications
- Achieve / online forms (i.e. IBC web forms)
- ESS Lite and IBC entry (5pm deadline)
Pay increase 2021 - questions and answers about your payslip
Impact of payroll deadlines on self-service tasks
Payroll will be closed for approximately three and a half working days from the dates shown above.
During this time:
- staff can’t update bank details.
- some actions you take will be held in the self-service system until payroll re-opens. When it re-opens these actions will load onto the system and the status will change from ‘submitted’ to ‘complete’. This affects:
- adding new staff to the system
- managing leavers
- organisational management forms
- changes to staff records or positions
- schools can change staff working patterns on the system but the patterns won’t update until payroll re-opens. If you want to make a further change to the pattern you won’t be able to do this until after the original pattern created is on the system.
- expense claims can be submitted but they won’t be processed until payroll re-opens.
From 6 April 2017 new responsibilities have come in to force for public sector organisations in relation to payments made to workers that operate through their own personal service or limited companies.
If you have workers that you currently pay via an invoice that you have assessed to fall under the IR35 rules, please follow the steps below:
- Email firstname.lastname@example.org for specific guidance.
- Once agreed and processed, the IBC will set up a SAP personnel number.
- Once you have this SAP personnel number you can then action the payment through IBC.
- Enter the invoiced amount (excluding the VAT if they are VAT registered) in IBC under the ‘Casual Time Entry’ tile as a ‘Casual Sessional Pay’. The wage type to use will be 3774.
- The payment will then be made in next month’s payroll and subject to the tax and NI.
Please note - These casual records will be ended automatically from SAP if no claims have been made in 13 months.
Employee Self Service (ESS Lite)
- School staff must register with Employee Self-Service (ESS) Lite to give them access to the system to view their payslip, amend personal details and bank details and claim expenses.
- When it asks for a ‘Logon name’ this will be their personnel number.
- Any problems with accessing ESS Lite call 0300 555 0155 and enter 7000.
IBC Toolkit – Useful pay and calculation information
Useful pay related information:
- Converting minutes to decimals (xlsx format, 12Kb)
- Teachers' full time equivalent into hours (pdf format, 18Kb)
- Sickness codes (pdf format, 110Kb)
Pay for School Support Staff
Pay awards are subject to national pay negotiations and will usually be applied from 1 April.
If an employee leaves the council before a pay award is agreed for that year, they will need to email email@example.com to request for backdated pay arrears (for the period 1 April to the leaving date) to be paid to them once the pay award is agreed. The employee will need to confirm their bank details are the same.
- Green Book salary grades 2021-22 (pdf format, 29Kb)
- Annual and Hourly Pay Rates plus Casual Enhanced Rates 2021-22 (pdf format, 55Kb) Hourly rates paid to casuals accrue a holiday entitlement that is automatically calculated when payroll runs and is shown as a separate entry on the payslip.
- Annual and hourly pay rates with term-time only pro rata salary calculator (xlsx format, 21Kb)
Most jobs have a pay grade with four pay points (increments). When an employee starts a job they are normally appointed at the bottom of the grade, unless they have significant experience in a similar role. Increments for school support staff are applied automatically on 1 April until they reach the top of their pay grade.
Staff starting between 1 October and 31 March will get their first increment six months from their start date (to coincide with the end of their probation period). This is applied automatically. In subsequent years increments will be awarded on 1 April.
Additional pay information for support staff
- Apprentice pay rates 2021 (pdf format, 68Kb)
- Apprentice pay rates 2020 (xlsx format, 16Kb)
- Holiday entitlement for Support Staff (pdf format, 352Kb)
- Qualification allowance for Teaching Assistants (pdf format, 98Kb)
Grades for jobs are determined under a Job Evaluation Scheme.
Pay for Teaching Staff
These pay scales apply to all teachers in Oxfordshire schools using the Oxfordshire Model Pay Policy (doc format, 178Kb) and any other employees within Oxfordshire County Council employed on teachers terms and conditions.
Additional pay information for teaching staff
- School Teacher's Pay and Conditions Document
- Teacher salary assessment - new appointments on the main pay range (doc format, 22Kb)
It is recommended that all schools should have a pay policy which sets out the basis on which they determine pay and the procedures for determining appeals. Separate pay policies cover arrangements for teachers and support staff in schools.
- Model pay policy for Support Staff (docx format, 91Kb)
- Model pay policy for Teachers (docx format, 178Kb)
Your tax office details
South Wales Area (Oxford)
PAYE Reference: 075 A9000
Telephone 0300 200 3300.