Coding Staff Costs Account Codes FINANCE Policy Title ... · Coding Staff Costs – Account Codes FINANCE DEPARTMENT Policy Title 2190 MANUAL STAFF - PORTERS (change to SERVITORS)

Coding Staff Costs – Account Codes

FINANCE

DEPARTMENT

Policy Title

Purpose of Procedure

Staff coding rules are important in order to ensure consistency within the University's financial coding structure and for consistency of reporting in the University and externally. The HR Oracle system records the staff assignment including job segments and financial coding. These rules ensure that the job segment 2 field in HR oracle is aligned with the account code in eFinancials and that staff costs and staff FTEs are reported on a consistent basis. The following guidance should be used when allocating staff costs to appropriate account codes. These rules support the Payroll Policy.

Scope: Mandatory Procedure

This guidance applies to staff who are responsible for the administration of and accounting for staff costs. The authority of this policy applies University-wide.

Contact Officer Name: Role: Email:

Julia Miflin Strategic Projects [email protected]


FINANCE

DEPARTMENT

Policy Title

CODING STAFF COSTS – ACCOUNT CODES The following guidance should be used when allocating staff costs to appropriate account codes. Staff coding rules are important in order to ensure consistency within the University's financial coding structure and for consistency of reporting in the University and externally. Individuals with a contract of employment are recorded in the Oracle HR/Payroll system and paid through the Main Payroll. The Oracle system captures the costs centre, account code and job code used for posting employee costs to the financial ledger. For new employees, these codes are captured in the eRecruitment system’s Assign Cost Allocations section and this information is passed to Oracle when the successful applicant is appointed Casual Workers who complete work on behalf of the University are processed through the monthly payments payroll Account codes are made up of four numeric characters. The first character denotes the type of income and expenditure:

1. 1nnn is an income code; 2. 2nnn is salary expenditure; 3. 3nnn is research expenditure; 4. 4nnn or 5nnn denote expenditure on other departmental expenditure, for example

where we are invoiced for temporary staff, 4557 Agency Staff Costs; 5. 6nnn account codes are used by the Finance department for transfers to/from

endowment and other reserves; and 6. 7nnn account codes are for debtors, i.e. where we pay salaries on behalf of other

organisations and those organisations are recharged. 7nnn account codes are also used to charge salary costs to capital projects in the Estates Capital Plan.

The account code hierarchy in eFinancials summarises different types of staff expenditure using nine levels. Level 1 is total net expenditure, NEXP and level 9 the posting level account code. The total of general and non-research salaries is summarised using level 3, account 2000 staff expenditure. Academic salary codes such as 2110 Clinical Academics, level 9 in the hierarchy, will summarise to 21 Academic Staff, level 4 in the hierarchy, whereas 2140 Support Staff summarises to 22 Other Staff, at level 4 in the hierarchy. As staff assignments are captured in the HR Oracle database and the account codes in the HR Oracle database determine where staff costs are charged in the financial system, the job segment 2 field in the HR Oracle database needs to be aligned with the account code. This ensures that staff costs and staff FTEs are reported on a consistent basis. The mapping of job segment 2 fields to account codes is attached in Appendix 1. Appendix 1 lists all the job segment 2 to account code combinations that can be used to set up a staff assignment in the HR Oracle database. There are other valid staff account codes in this guidance that are not part of the staff assignment record that are not listed in Appendix 1. These account codes are used to pay staff overtime, clinical allowances, etc. The job segment 2 fields are generic job descriptors in the HR Oracle database. Appendix 2 provides guidance on the use of Job Segments 2 and 3.


FINANCE

DEPARTMENT

Policy Title

The four digit account codes in the following sections should be used for staff expenditure. The account codes and descriptors are grouped into the sections below:

1 GENERAL & NON-RESEARCH STAFF

2 RESEARCH STAFF

3 NON-RECURRENT STAFF

4 STAFF COSTS – FINANCE USE ONLY

5 NON-STAFF COSTS – FOR INFORMATION

1 GENERAL & NON-RESEARCH STAFF (2000) NB. Account codes beginning with 2nnn are not used in combination with job codes beginning with Rxxxx. The range of account codes beginning with 3nnn in section 2 of this guidance should be used with job codes starting Rxxxx.

1.1 ACADEMIC STAFF (21)

1.1.1 CLINICAL ACADEMIC STAFF (211) Clinical Academics: professionals directly responsible for the planning, directing and delivery of academic teaching and research in the University who additionally undertake clinical duties. These staff are paid on a clinical pay scale.

2110 CLINICAL ACADEMIC

Clinical academic staff will be coded to account code 2110. Staff will be coded to job segment 2 CLINICAL ACADEMIC or GENERAL PRACTICE CLINICIANS.

2113 OUT OF HOURS PAYMENTS

Out of Hours payments for on-call clinicians and residents. 2114 CLNEPA (CLINICAL EPA)

A non-pensionable allowance for University of Edinburgh (UoE) Clinical Academic Consultants as agreed between UoE and a NHS Trust as part of their normal working week. An EPA (Extra Programmed Activity) equates to four hours per week. It is not an ad hoc, one-off payment. 2115 UMTS & LOCUM PAYMENTS

Payment to Locum GPs to cover staff resource requirements. GP Locums have a fixed-term contract for around five to six months. 2116 OUT OF HOURS AVAILABILITY

A pensionable allowance for UoE Clinical Academic Consultants as agreed between UoE and a NHS Trust for work in addition to their normal working week. This payment is made for Consultants to be available, averaging 1% to 8% of salary based on frequency of call outs and level of availability. It forms part of the regular salary payment and is not an ad hoc payment.

2118 ADDITIONAL DUTY HOURS


FINANCE

DEPARTMENT

Policy Title

A pensionable payment for UoE Clinical Academics as agreed between UoE and a NHS Trust on an ad hoc and voluntary basis, for example, for locum cover and waiting list initiative work. This is arranged by the member of staff through NHS Lothian Staff Bank. It is based on hourly rates provided by NHS Lothian and is paid retrospectively.

2119 CLINICAL BANDING ALLOWANCE

An allowance for UoE Clinical staff below consultant level as agreed between the UoE & an NHS trust and is for on-call work in addition to their normal working week. It forms part of the member of staff’s regular monthly salary payments; it is not an ad hoc, one-off payment. It is non-pensionable. It is calculated as a % of the basic salary ranging from 20% to 100% of salary.

1.1.2 ACADEMIC STAFF (212)

Academics: professionals directly responsible for the planning, directing and delivery of academic teaching and research in the University

2120 NON CLINICAL ACADEMIC

All academic staff will usually be coded here. The job segment 2 would normally be ACADEMIC.

NB. In CAHSS tutors and demonstrators on open-ended contracts are coded to account code 2120.

2125 UNIV FELLOWS (ACADEMIC)

This code is used for fellowships awarded by external funders (but not research grants and contracts). Job segment 2 will be ACADEMIC.

NB. Staff costs funded from external research (Rxxxx job codes) should be coded to account 3032 Research Fellows with job segment 2 ACADEMIC.

2505 LECTURER & TUTOR STAFF ASSIST.

This code is used for payments to academic staff. Job segment 2 will be TUTORS & DEMONSTRATORS or ACADEMIC. Payments to administrative staff should be coded to account 2250 Other Staff Assistance Non-Academic.

NB. In CAHSS demonstrators with guaranteed hours’ contracts are coded to account code 2505.

2515 DIRECTOR OF STUDIES FEES

All Directors of Studies will usually be coded here. The job segment 2 would normally be ACADEMIC.

NB. Not to be used in CMVM.


FINANCE

DEPARTMENT

Policy Title

1.2 OTHER STAFF (22)

1.2.1 SUPPORT STAFF (214)

2140 SUPPORT STAFF

Account 2140 is used for all support staff The job segment 2 used would normally be ADMINSTRATION (or ALUMNI & DEVELOPMENT, FACILITIES & PREMISES, FINANCE, HEALTH & SAFETY, HOSPITALITY, HUMAN RESOURCES, IT, LIBRARY & INFORMATION MANAGEMENT, MARKETING & PR, PROCUREMENT, STUDENT SERVICES or TECHNICAL & SCIENTIFIC SERVICES).

This will also include academic staff working in a support capacity e.g. Assistant/Vice-Principals working in an administrative role may have a proportion of their salary charged to 2140.

NB. Accommodation Catering & Events use account 2140 for all administrative staff coded to job codes B52900 for student or B54000 for commercial activity. 2141 SUPPORT OVERTIME

Overtime for support staff graded UE1-UE5 will be coded here.

NB. Accommodation Catering & Events use account 2141 for all overtime coded to job codes B52900 for student or B54000 for commercial activity.

1.2.2 TECHNICAL STAFF (215)

2150 TECHNICAL STAFF

All technical UE1-UE10 are coded here and will usually have a TECHNICAL & SCIENTIFIC job segment 2 on the HR Oracle database. The account code 2150 is also used for staff with job segment 2 IT, OTHER HEALTHCARE PROFESSIONALS or PROCUREMENT. 2151 TECHNICAL OVERTIME

Overtime for all technical grades UE1-UE5 should be coded to 2151.

1.2.3 MANUAL STAFF (216)

2160 MANUAL PLUMBERS

This code is only used by Estates when the job segment 1 is TRADES, job segment 2 is FACILITIES & PREMISES and segment 3 is PLUMBERS. 2170 MANUAL STAFF ELECTRICIANS

This code is only used by Estates when the job segment 1 is TRADES, job segment 2 is FACILITIES & PREMISES and segment 3 is ELECTRICIANS. 2180 MANUAL BOILER/FIREMAN

This code is only used by Estates when the job segment 1 is TRADES, segment 2 is FACILITIES & PREMISES and segment 3 is TRADE SPECIALISTS.


FINANCE

DEPARTMENT

Policy Title

2190 MANUAL STAFF - PORTERS (change to SERVITORS)

This code is only when the job segment 1 is UNIVERSITY, segment 2 is FACILITIES & PREMISES or HOSPITALITY and segment 3 is PORTERING (change to SERVITORS).

NB. Accommodation Catering & Events use account 2190 for porters working on the estate (security and housekeeping) or for kitchen porters coded to job codes B52900 for student or B54000 for commercial activity. 2200 MANUAL CLEANERS

This code is only when the job segment 1 is UNIVERSITY, segment 2 is FACILITIES & PREMISES and segment 3 is CLEANING.

NB. Accommodation Catering & Events use account 2200 for domestic assistants (cleaning staff) coded to job codes B52900 for student or B54000 for commercial activity. 2210 WORKS SUPERVISORS

Only used by Estates when segment 1 is UNIVERSITY, Segment 2 is FACILITIES & PREMISES and segment 3 is PREMISES MANAGEMENT or TRADE SPECIALISTS. 2220 HEATING ENGINEERS

This code is only used by Estates when the job segment 1 is TRADES, segment 2 is FACILITIES & PREMISES and segment 3 is HEATING ENGINEERS. 2225 E&B TRADES TEAM LEADERS

Not currently in use but would only be used by Estates. 2230 BUILDING TRADESMAN

This code is only used by Estates Department where the job segment 1 is TRADES, segment 2 is FACILITIES & PREMISES and segment 3 is may contain the specific trade e.g. joiners, painters, trade specialists, plumbers, trade specialists. 2235 MANUAL STAFF - NURSES

In use in areas such as FASIC, MVM, University Day Nursery and job segment 2 is OTHER HEALTHCARE PROFESSIONALS or NURSING and job segment 3 may include "Practice Nurses", "Nursery Nurses". 2261 MANUAL OVERTIME

Overtime for manual staff graded UE1-UE5 to be coded here.

1.2.4 DEMONSTRATORS (224)

2240 DEMONSTRATORS

The Demonstrators account code is used for University staff. Job segment 2 will usually be TUTORS & DEMONSTRATORS. Account 2510 is normally used for PhD students demonstrating on courses.

NB. Not used in CAHSS where account code 2505 is used for demonstrators.


FINANCE

DEPARTMENT

Policy Title

2510 DEMONSTRATORS' FEES

This is normally used for PhD students demonstrating on courses. Job segment 2 will usually be TUTORS & DEMONSTRATORS. Typically demonstrators have a guaranteed hours’ contract and not recurrent salary. Account code 2240 Demonstrators is normally used for University staff.

NB. Not used in CMVM where account code, 2240 is used for demonstrators. Not used in CAHSS where account code 2505 is used for demonstrators.

1.2.5 CASUAL STAFF (225)

2250 OTHER STAFF ASSISTANCE NONACAD

This account code is used for non-academic staff on short-term contracts, for example, filling in for leave of absence or temporary cover for sick leave. Any grade of staff can potentially be coded here but academic staff should be coded to 2505, Lecturer & Tutor Staff Assistance (with job segment 2 TUTORS & DEMONSTRATORS). It is often used for staff charged to G job codes with job segment 2 ADMINISTRATION (or FINANCE, HOSPITALITY, IT, LIBRARY & INFORMATION MANAGEMENT, MARKETING & PR, OTHER HEALTHCARE PROFESSIONALS, STUDENT SERVICES or TECHNICAL & SCIENTIFIC SERVICES). 2251 CASUAL STAFF HALLS & HOUSES

For Accommodation Catering & Events use only with job segment 2 FACILITIES & PREMISES, ADMINISTRATION or HOSPITALITY.

NB. Accommodation Catering & Events use account 2251 for all guaranteed hours staff whether coded to job codes B52900 for student or B54000 for commercial activity.

2252 CASUAL: WARDENS STIPENDS

Not currently used but this account would be used with job segment 2 FACILITIES & PREMISES.

NB. Accommodation Catering & Events Wardens stipends are coded to account code 2605, Honoraria.

1.2.6 OTHER STAFF (226)

2205 STAFF: SENIOR DOMESTIC

Accommodation Catering & Events use account 2205 with job segment 2 FACILITIES & PREMISES for senior domestic assistants (cleaning staff) coded to job codes B52900 for student or B54000 for commercial activity. 2255 STAFF: CATERING ASSISTANT

Accommodation Catering & Events use account 2255 with job segment 2 FACILITIES & PREMISES for catering staff coded to job codes B52900 for student or B54000 for commercial activity. 2260 OTHER SALARIED STAFF


FINANCE

DEPARTMENT

Policy Title

This account code is used for staff who cannot be coded to the other account codes. This account code is used with job segment 2 ADMINISTRATION (or AGRICULTURAL WORKERS, FACILITIES & PREMISES, HOSPITALITY, IT, LIBRARY & INFORMATION MANAGEMENT, MARKETING & PR or STUDENT SERVICES).

Note 1: The Vet School use this account code for clinical residents, i.e. clinical scholars, who are paid a stipend with job segment 2 ACADEMIC. Any call payments for Out of Hours rota are coded to 2113 Out of Hours payments. Accommodation Services use account 2260 for supervisory domestic staff (cleaning staff) with job segment 2 FACILITIES & PREMISES and job codes B52900 for student or B54000 for commercial activity.

Note 2: ISG (Information Services Group) use account code 2260 for employing students as temporary members of staff in order to monitor against targets. 2265 STAFF: CHEFS

For use by Accommodation Catering & Events only. Accommodation Catering & Events use account 2265 for catering staff at Chef/Supervisor level with job segment 2 FACILITIES & PREMISES and job codes B52900 for student or B54000 for commercial activity.

1.2.7 HONORARIA (260)

2605 HONORARIA

This code is used for any ex-gratia payments made for services in a volunteer capacity or for which fees are not usually required. Academic visitors can receive expenses, reasonable honoraria and payments on an exchange basis if working in the UK as part of a permitted paid engagement.

NB. Accommodation Catering & Events use account 2605 for stipends to Wardens (and not account 2252) coded to job codes B52900 for student or B54000 for commercial activity.

1.2.8 CAPITAL PROJECTS (749)

7164 FEES – CDM CO-ORDINATOR

This code is used for charging revenue costs to projects in the Estates Capital Plan. For use by Estates only. Estates use account 7164 for staff with job segment 2 FACILITIES & PREMISES. 7165 FEES – ARCHITECT

This code is used for charging revenue costs to projects in the Estates Capital Plan. For use by Estates only. Estates use account 7165 for staff with job segment 2 FACILITIES & PREMISES. 7166 FEES – QUANTITY SURVEYOR

This code is used for charging revenue costs to projects in the Estates Capital Plan. For use by Estates only. Estates use account 7166 for staff with job segment 2 FACILITIES & PREMISES.


FINANCE

DEPARTMENT

Policy Title

7167 FEES – STRUCTURAL ENGINEER

This code is used for charging revenue costs to projects in the Estates Capital Plan. For use by Estates only. Estates use account 7167 for staff with job segment 2 FACILITIES & PREMISES. 7168 FEES – INTERNAL PROJECT MANAGEMENT

This code is used for charging revenue costs to projects in the Estates Capital Plan. For use by Estates only. Estates use account 7168 for project management staff with job segment 2 FACILITIES & PREMISES.

2 RESEARCH STAFF (3S) NB. Account codes beginning with 3nnn can only be used in combination with job codes beginning with Rxxxx. The account codes listed in section 1 starting 2nnn should be used with all other job codes.

2.1 RESEARCH ACADEMIC STAFF (3SA & 3SC)

3000 RESEARCH INVESTIGATOR

This is used for Principal Investigators (PIs) on research grants. Account code 3000 is used for academic staff with job segment 2 ACADEMIC or CLINICAL ACADEMIC and job segment 3 which includes a reference to a research activity. 3002 RESEARCH CLINICAL

This is used for academic staff with job segment 2 CLINICAL ACADEMIC or GENERAL PRACTICE CLINICIANS and job segment 3 which includes a reference to a research activity.

3006 RESEARCH ASSISTANTS

Research Assistants are specifically employed to carry out research activities on one or more grants. Funding is granted by the sponsor for the purpose of employing a Research Assistant. This is used for academic staff with job segment 2 ACADEMIC, CLINICAL ACADEMIC or TUTORS & DEMONSTRATORS and job segment 3 which includes a reference to a research activity. Staff coded here are normally grade 6 and above.

Note: ISG (Information Services Group) use account code 3006 for employing researchers with job segment 2 IT and job segment 2 LIBRARY & INFORMATION MANAGEMENT.

3032 RESEARCH FELLOWS

This code is used for fellowships awarded by external funders, for example, a Fellow of the British Academy or the Royal Society of Edinburgh. The sponsor is funding the salary for a specific period of time. Job segment 2 will be ACADEMIC or CLINICAL ACADEMIC and job segment 3 which includes a reference to a research activity. 3036 MARIE CURIE SALARY

This code is used for fellowships awarded by Marie Curie. Job segment 2 will be ACADEMIC or CLINICAL ACADEMIC and job segment 3 which includes a reference to a research activity.


FINANCE

DEPARTMENT

Policy Title

2.2 RESEARCH SUPPORT STAFF (3SS)

3008 RESEARCH SUPPORT

This is used for staff with job segment 2 ADMINSTRATION, FINANCE, IT, LIBRARY & INFORMATION MANAGEMENT, MARKETING & PR or TECHNICAL & SCIENTIFIC and job segment 3 which includes a reference to a research activity. 3009 FINANCE MANAGER

This is used for recharges of Research Grants Administration staff time to certain types of research grants, for example, Marie Curie for staff with job segment 2 ADMINSTRATION or FINANCE and job segment 3 which includes a reference to a research activity.

3014 RESEARCH CLERICAL

This is used for staff with job segment 2 ADMINSTRATION, FINANCE, IT, LIBRARY & INFORMATION MANAGEMENT, MARKETING & PR or TECHNICAL & SCIENTIFIC and job segment 3 which includes a reference to a research activity.

2.3 RESEARCH TECHNICAL STAFF (3ST)

3012 RESEARCH NURSE

This is used for staff with job segment 2 NURSING or ACADEMIC and job segment 3 which includes a reference to a research activity. 3016 RESEARCH TECHNICAL

All technical UE1-UE10 are coded here via HR Oracle and job segment 2 will be ADMINISTRATION, IT, OTHER HEALTHCARE PROFESSIONALS or TECHNICAL & SCIENTIFIC. Job segment 3 would normally include a reference to Research.

NB. Laboratory technicians can be classified as either Directly Incurred (DI) or Directly Allocated (DA). The laboratory technician infrastructure charge-out rates are calculated annually as part of the TRAC (Transparent Approach to Costing) return and applied to research project applications for Directly Allocated (DA) laboratory technicians. 3018 RESEARCH COMPUTING

This is used for staff with job segment 2 TECHNICAL & SCIENTIFIC or IT and job segment 3 which includes a reference to a research activity.

3 NON-RECURRENT STAFF – PENSION & SEVERANCE COSTS (24B)

There are other payments to staff that are non-recurrent and relate to early retirement and severance. These payments are coded to account codes starting with 24nn and are not coded to the recurrent salary codes used to pay staff in the monthly payroll. These payments are funded by the Salaries budget.

2430 VOL.SEV/E.RETIRE STAFF PAYMENT

This code is used for voluntary severance or enhanced early retirement payments. A voluntary severance (VS) payment is any payment in connection with a mutually-agreed and voluntary early departure from employment with the University. Enhanced Early


FINANCE

DEPARTMENT

Policy Title

Retirement is a form of VS where the University pays all or part of the financial package into the employee’s pension scheme. This would include any ‘early retirement funding charge’ paid by the University.

2431 REDUNDANCY PAYMENTS

The University is committed to avoiding making compulsory redundancies wherever reasonably possible. Voluntary Severance is one of the means by which the University can help manage its organisational requirements and any payments should be coded to account 2430.

4 STAFF COSTS – FINANCE USE ONLY

The following account codes are for Finance department use. These codes are used, particularly at year-end, to account for pension liabilities.

4.1 COSTS (24B)

2390 ENDOWMENT CONTRIBUTION TO SALARIES

This code is used to transfer endowment funds. Whilst income from endowment funds are usually used to fund prizes or scholarships, some endowment income is used to contribute to the funding of a Personal Chair. 2450 PENSIONS ACADEMIC

This account code is used to charge any unfunded pension costs of academic staff. This includes payments to staff relating to the mergers between the University and Mhie (Moray House Institute of Education), the University and eca (Edinburgh College of Art) and ex-gratia payments from the University.

2455 PENSIONS - NON ACADEMIC

This account code is used to charge any unfunded pension costs of non-academic staff. This includes payments to staff relating to the mergers between the University and MHIE (Moray House Institute of Education), the University and ECA (Edinburgh College of Art) and ex-gratia payments from the University. 2460 ADDITIONAL FRSID SERVICE COST

This account code is used for year-end accounting adjustments under the Financial Reporting Standard, FRS17 if the service cost of the EUSBS (University of Edinburgh Staff Benefits Scheme), LPF (Lothian Pension Fund) and SPF (Strathclyde Pension Fund) exceed the future liabilities of these pension schemes.

5 NON-STAFF COSTS – FOR INFORMATION

Although the following account codes follow the staff expenditure coding convention of 2nnn, they relate to non-staff expenditure and summarise to 40 Operating Expenditure in the account code hierarchy:

2525 DEMONSTRATOR'S EXPENSES

This code is occasionally used to pay demonstrator expenses.


FINANCE

DEPARTMENT

Policy Title

2535 ARTISTS' FEES

This code is used for payments to artists, such as painters and sculptors, and performing artists, such as musicians. Fees are processed in the Payments payroll and by invoice. From 2015/16, artists’ fees will be coded to account code 2505, Lecturer & Tutor Staff Assistance. 2536 EXAMINERS' FEES

Fees for external examiners are charged to account 2536. The University will accept or reimburse reasonable travel, subsistence and other costs incurred in the furtherance of the Examiner’s duties for the University. These are posted to the account codes relating to the type of expense, for example, 4709 Rail Travel. 2537 AGENCY STAFF COSTS - NON PAYROLL

Accommodation Catering & Events use only. Temporary staff costs from employment agencies are normally coded to 4557, Agency Staff Costs.

7527 SUNDRY DEBTORS

Job Segment 2 PAYING AGENT and account code 7527 is used for staff where the University acts as the paying agent but the staff are not employed by the University such as the Sports Union. These staff are not included in any staff reporting and returns for the University. 7551 ERI DEBTORS

Job Segment 2 PAYING AGENT and account code 7551 is used for staff where the University acts as the paying agent for the University subsidiary company Edinburgh Research & Innovation Ltd as the staff are not directly employed by the University. These staff are not included in any staff reporting and returns for the University. 7552 EDINBURGH UNIVERSITY PRESS DEBTORS

Job Segment 2 PAYING AGENT and account code 7527 is used for staff where the University acts as the paying agent for the University subsidiary company Edinburgh University Press Ltd as the staff are not directly employed by the University. These staff are not included in any staff reporting and returns for the University. 7569 RIR DEBTORS

Job Segment 2 PAYING AGENT and account code 7569 is used for staff where the University acts as the paying agent for the University subsidiary company Research into Results Ltd as the staff are not directly employed by the University. These staff are not included in any staff reporting and returns for the University.


FINANCE

DEPARTMENT

Policy Title

Appendix 1 – HR Oracle Job Segment 2 to eFinancials Account Code mapping – permitted combinations Appendix 1 lists all the job segment 2 to account code combinations that can be used to set up a staff assignment in the HR Oracle database. There are other valid staff account codes in this guidance not listed in Appendix 1 that can be used to pay staff overtime, clinical allowances, etc.


FINANCE

DEPARTMENT

Policy Title

`

2120 Non Clinical Academic 2110 Clinical Academic 2110 Clinical Academic 2120 Non Clinical Academic KEY:

2125 Univ Fellows (Academic) 3000 Research Investigator 3002 Research Clinical (Ac) 2240 Demonstrators

2235 Manual Staff - Nurses 3002 Research Clinical (Ac) 2505 Lecturer & Tutor Staff Assist.

2260 Other Salaried Staff 3006 Research Assistants (Ar) 2510 Demonstrators' Fees Research Account Codes

2505 Lecturer & Tutor Staff Assist. 3032 Research Fellows (Af) 3006 Research Assistants (Ar) Balance Sheet Codes

2515 Director of Studies Fees 3036 Marie Curie Salary

2605 Honoraria

3000 Research Investigator

3006 Research Assistants (Ar)

3012 Research Nurse (Mh)

3032 Research Fellows (Af)

3036 Marie Curie Salary

2140 Support Staff 2140 Support Staff 2140 Support Staff 2140 Support Staff 2140 Support Staff

2250 Other Staff Assistance NonAcad 2150 Technical Staff 2190 Manual Staff - Porters 2160 Manual Plumbers 2150 Technical Staff

2251 Casual Staff Halls & Houses 2250 Other Staff Assistance NonAcad 2200 Manual Cleaners 2170 Manual Staff Electricians 2250 Other Staff Assistance NonAcad

2260 Other Salaried Staff 2260 Other Salaried Staff 2250 Other Staff Assistance NonAcad 2180 Manual Boiler/Fireman 3008 Research Support

3008 Research Support (Aa/Ad) 3008 Research Support 2251 Casual Staff Halls & Houses 2190 Manual Staff - Porters 3014 Research Clerical

3009 Finance Manager 3014 Research Clerical 2255 Staff: Catering Assistant 2200 Manual Cleaners 3016 Research Technical

3014 Research Clerical (Cn) 3016 Research Technical 2260 Other Salaried Staff 2205 Staff: Senior Domestic 3018 Research Computing

3016 Research Technical (Tg) 3018 Research Computing 2265 Staff: Chefs 2210 Works Supervisors

2220 Heating Engineers

2225 Trades Team Leader

2230 Building Tradesman

2251 Casual Staff Halls & Houses

2252 Casual: Wardens Stipends

2255 Staff: Catering Assistant

2260 Other Salaried Staff

2265 Staff: Chefs

7164 Fees - CDM Co-ordinator

7165 Fees - Architect

7166 Fees - Quantity Surveyor

7167 Fees - Structural Engineeer

7168 Fees – Internal Project Management

2150 Technical Staff 2140 Support Staff 2140 Support Staff 2140 Support Staff 2140 Support Staff

2235 Manual Staff - Nurses 2250 Other Staff Assistance NonAcad 2250 Other Staff Assistance NonAcad 2250 Other Staff Assistance NonAcad 2250 Other Staff Assistance NonAcad

2250 Other Staff Assistance NonAcad 2260 Other Salaried Staff 2260 Other Salaried Staff 3008 Research Support (Aa/Ad) 2260 Other Salaried Staff

3008 Research Support (Aa/Ad) 3008 Research Support (Aa/Ad) 3008 Research Support (Aa/Ad) 3009 Finance Manager

3016 Research Technical (Tg) 3014 Research Clerical (Cn) 3014 Research Clerical (Cn) 3014 Research Clerical (Cn)

2260 Other Salaried Staff 2140 Support Staff 2235 Manual Staff - Nurses 2140 Support Staff 2140 Support Staff

7527 Sundry Debtors 2150 Technical Staff 3012 Research Nurse

7552 EU Press Debtors

2260 Other Salaried Staff 2140 Support Staff

TECHNICAL & SCIENTIFIC SERVICES

NB. Research Account Codes

(account codes beginning with

3nnn can only be used in

combination with job codes

beginning with Rxxxx)

JOB SEGMENT 2

SUPPORT, TECHNICAL & MANUAL STAFF


JOB SEGMENT 2

MARKETING & PR FINANCE STUDENT SERVICES


JOB SEGMENT 2

AGRICULTURAL WORKERS

HEALTH & SAFETYHUMAN RESOURCES

ALUMNI & DEVELOPMENT

NURSINGPAYING AGENT PROCUREMENT

ACADEMIC STAFF

JOB SEGMENT 2

General & Non-Research Account

Codes

OTHER HEALTHCARE PROFESSIONALS LIBRARY & INFORMATION MANAGEMENT

ACADEMIC CLINICAL ACADEMICS GENERAL PRACTICE CLINICIANS TUTORS & DEMONSTRATORS

FACILITIES & PREMISESHOSPITALITYIT


JOB SEGMENT 2

ADMINISTRATION


FINANCE

DEPARTMENT

Policy Title

15

Appendix 2 - JOB SEGMENT GUIDANCE Job Segment 1:

This is the simplest to complete and is based solely on the grade structure the role is attached to. The majority of staff will be allocated ‘UNIVERSITY’ as their pay will be based on the University grade structure.

Job Segment 2 and 3:

Job segment 2 should relate to the context or broad area of activity the job holder works in. For example most roles in the Finance department should have job segment 2 “Finance” as the work activity is likely to be finance focused albeit at a range of different levels from high level financial control to invoice processing. Exceptions would be a receptionist or PA/Secretary working in Finance. In such cases although the post is based in the Finance department the work activity is not finance focused so segment 2 should be “Administration” and segment three “Reception Services”, “PA” or “Secretarial/Clerical” depending on the professional activity. Similarly support staff roles in academic departments should be allocated a job segment 2 which reflects the nature of the work activity they are engaged in e.g. “Administration” or “Technical and Scientific Services” but never to “Academic”. Job segment 3 is more specific and will identify the professional activity of the role. Examples:

A Parking Attendant is engaged in work relating to the University grounds, therefore job segment 2 will be categorised as “FACILITIES & PREMISES”. Job segment 3 will be “Parking”.

The role of a Commis Chef is engaged in provision of catering services therefore segment 2 should be “HOSPITALITY”. Job segment 3 identifies the professional activity, in this case it will be “Chef”.

Although the broad area of activity the PA to the Director of HR is based in is Human Resources, the work activity that the individual performs is administration rather than HR so job segment 2 should be “ADMINISTRATION” and job segment 3 should be “PA”.

The role of a Clerical Assistant in Accounts Payable, Finance is broadly engaged in an area of finance-related activity therefore, job segment 2 should be “FINANCE” and job segment 3 should be “Administration”. In a School a Secretary/Clerical Assistant may be recruited to mainly process invoices but they will be based in a School Office where a range of administrative duties are carried out. Job segment 2 for staff carrying out administrative work in a School should generally be allocated “ADMINISTRATION” and job segment 3 should reflect the type of work being carried out, in this example it should be “Financial Administration”.

15 August 2016


FINANCE

DEPARTMENT

Policy Title

16

Document control

Author Julia Miflin (JM)

Approver JM on behalf of Staffing Data Group

Signature of approver

Date approved 15 August 2016

Section responsible for procedure maintenance & review

FIRST

Change Control record Approval date Amendment made Approved by:

Documents

Coding Staff Costs Account Codes FINANCE Policy Title ... · Coding Staff Costs – Account Codes FINANCE DEPARTMENT Policy Title 2190 MANUAL STAFF - PORTERS (change to SERVITORS)