People First: How do I view / edit a new employees employment details?

Overview

This article explains how to check a new person's employment details and edit them as appropriate. This should be completed when creating a new employee, after you have reviewed their personal details (for further information, see People First: How do I change an employee's personal details?).

Instructions

Follow these steps to update a person's employment details:

  1. If you already have the employee's record open, proceed to Step 3.

  2. Locate the individual in the Organisation Chart and select their name:

  3. Select the Employment section in the Personal tab in their record:

    Where the Employment start date entered is earlier than today’s date, a warning message listing the date you are viewing is shown with the option to Return to Today's Date.

    When you edit these details the Active From date of the role will change. The role start date may differ from the employee start date. Always check the date you are selecting.

    Select the expand icon to view the record full screen:

  4. Review each section and edit / add the required details as necessary. When finished, select Save:

Notes for completing each of the employment cards

Select an accordion to find out more about completing each of the employment cards:

  • Job information

    1. Select blue text to view / edit.
    2. Review each item and change as required.
    3. For Job status, select from:
      1. Historical - old role / job.
      2. Primary - main role / job.
      3. Secondary - additional role / job. 
    4. For a fixed term contract:
      1. Enter an Expected end in job date.
      2. Then enter the Expected end in job reason (this becomes mandatory).
      3. Select a Reason for fixed term.
    5. If you need to change the Location from the inherited value, unlock the padlock, then enter the work base.
    6. Select Save.

  • Employment period

    1. Select blue text to view / edit.
    2. Review Employment start date.
    3. Enter the Reckonable service date (continuous service date) if not already completed. This is the start date with the employer.
    4. Select Save.

  • Salary

    1. Select Reveal Salary Details.
    2. Select blue text to view / edit.
    3. When prompted, select / enter a date in Make a new edit on.
    4. Select Add New.
    5. Unlock the padlock to edit the inherited values, and check that the start date is correct:
    6. Either enter an off-scale value in Salary or

    7. Check Use Grade and pay scales  to use a preset grade/scale.

      If you are using the Teachers’ Advisory Pay Ranges select the relevant Teachers Range (Points) and the starting Point (pay scale).  This will auto-populate the FTE salary.

    8. If the salary differs from the scale value:
      1. Check Override pay scale.
      2. Enter the Override reason.
      3. Enter the Salary.
    9. Review the Currency and Basis.
    10. Select Monthly for How often does <employee name> get paid? 
    11. Optionally, enter a Reason for salary change.
    12. Select / enter the Next increment date (either 1st April or 1 September as appropriate).
    13. Select Save.
    14. Select Employment information to return.

  • Terms & conditions - Notice period

    1. To add a new Notice period:
      1. Select Add New.
      2. Select Add notice period.
      3. Select / enter a date in Make a new edit on.
      4. Select Add New.
      5. To override the default, inherited value, toggle Override to edit.
      6. Add the Notice period.
      7. Select Save.
    2. To make changes to an existing Notice period:
      1. Select the blue text over Notice period.
      2. Select Edit.
      3. To override the default, inherited value, toggle Override to edit.
      4. Change the Notice period.
      5. Select Save.

    The system allows only one notice period and cannot accommodate the variant periods for teachers (for example, 2 months in Spring, Autumn, 3 months in the Summer).

  • Terms & conditions - Probationary period

    1. To add a new Probationary period:
      1. Select Add New.
      2. Select Add probationary period.
      3. Select / enter a date in Make a new edit on.
      4. Select Add New.
      5. Enter a Start date and End date.
      6. Select a Reason for the change in probationary period from New Appointment or New in job as applicable.
      7. Select Save.
    2. To make changes to an existing Probationary period:
      1. Select the blue text over Probationary period.
      2. Select Edit.
      3. Make your changes. You must ensure that the Start date, End date, and Reason are all completed.
      4. Select Save.

    Consider adding probation review details in accordance with your policy in the Note area, for example, reviews at 8, 16 and 24 weeks. Once entered, check Visible to employee so that they can view the note. 

    Consider uploading a copy of your probation policy as an attachment. 

  • Schemes & Benefits

    This is where all regular payments and deductions are recorded, for example, allowances, GMB deductions and childcare vouchers.

    Salary is automatically applied here.

    Add any other regular payments and / or deductions here,for example, applicable allowances (such as TLRs), Frinage allowances, Union deductions, Childcare vouchers, other non-payroll schemes / benefits specific to your site (such as EAP).

    To add a new item:

    1. Select Add new.

    2. Select a scheme / benefit:

    3. Complete the details as required. 

      If the payment is for a fixed period (for example, TLR 3 or a Recruitment & Retention) add a Revision end date.

      For Fringe Payments only, select a value for Choice in cash.

      For all other allowances check Click here to input your own choice, and enter the annual FTE value. 

      Allowances such as such as Fringe, TLR1, TLR 2, and SEN must be FTE annual figures as the system will pro-rate for part time roles, in accordance with the contractual hours.

      If a TLR 1 or 2 is not to be pro-rated at the same percentage as the overall contract, select TLR (not pro-rated) and enter the actual annual amount to be paid. The system will not pro-rate in accordance with the contract.

    4. Other payments will be paid/deducted at the annual sum entered.
    5. Select Save.

  • Hours & Basis

    1. Select blue text to view / edit.
    2. Review each item and change as required.
      1. Select Edit to change the details from the start date.
      2. Or enter a date in Make a new edit on if the hours and basis details are being updated from a specific date
    3. If you are changing Contractual hours to part time, then Basis must also be changed from Full time to Part time.
    4. Select Save.

  • Working pattern

    1. Select blue text to view / edit.

      A warning will appear in the overview card if the contracted hours do not match the working pattern:

    2. Review the working pattern and change as required:
      1. Select Edit to change the details from the start date.
      2. Or enter a date in Make a new edit on if the hours and basis details are being updated from a specific date
      3. Select the padlock icon to allow changes. A warning message is displayed:
      4. The Details section on the left should be correct, however, you can select Edit to change them.
      5. Select Unlock, then change the details as needed, considering the following:
        • Pattern Type:  Usually Basic 1-2 weeks.
        • Pattern name: Monday - Friday 7.4 (for support) Monday - Friday 6.5 (for teachers)
        • Number of weeks in Pattern: Usually 1, but can be 2.
        • Pattern start date: Defaults to the start date of employee.
        • Non-working pattern: This is pre-set as applicable.
      6. Select Continue.
      7. Scroll to Pattern Set Up.
    3. The Pattern Set Up shows editing pencils to the right of each day. Follow these steps to ensure the Overview matches:
      1. To update a single day, select the pencil next to the day, change as applicable and then select Save.
      2. To update multiple days with the same values, check the relevant days which will reveal a bulk update option in the pattern set up, change as applicable and then select Save.
      3. Select Save at the bottom of the pattern set up.
      4. Select Yes, when the warning appears regarding absences.
    4. Select Employment information to return.
    5. Select Save.

  • Pension Information

    Complete the appropriate pension information, checking Tick if teacher. and completing MCR Role ID and LG reference. 

  • Absence policy

    The absence policy defaults to type, for example, Teaching or Support.

    If you have a support staff employee, who works all year round (52 weeks), you will need to uncheck Disable holiday absence from the default checked value. and add their holiday allowance. To do this:

    1. Select the blue text in the right-hand section to view / edit.
    2. Select Edit.
    3. Toggle the padlock to Override to edit.
    4. Ensure that the Start date is set to the start date of employment.
    5. Uncheck Disable absence.
    6. Select Fixed Scheme as the Scheme year type.

    7. Select the Scheme start month and Scheme start day. By default this is April 1.

      If your holiday year for 52 week workers runs from September, amend accordingly.

      If you change the year to September, it will show all absences including sickness in the year Sept – Aug. 

    8. Leave Length of service scheme blank.
    9. Select FTE value for Pro-rata type.
    10. Leave Holiday daily rate calculation blank.
    11. Select Save.

Outcome

The employee's employment details are updated.

Send the employee's P45 or completed New Starter Declaration to Juniper Education by raising a helpdesk ticket.

If you are setting up a new employee and you use People First Payroll, you should now attach them to the payroll. See People First: How do I attach an employee to the payroll?

Related information

Updated

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