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HR and Payroll Service – Appendix ARecruitment AdministrationVacancy placement: Process requests to place adverts in publications asspecified by the schoolSchool ResponsibilitiesPromptly furnish Capita with all information and documents as reasonably requiredfor supply of serviceEnsure that all Disclosure and Barring Service (DBS) Medical Clearances andother pre-employment checks have been satisfactorily obtained before theemployee takes up the post. Capita HR Solutions (as part of Capita BusinessServices Limited) will not be held responsible for employees working without theappropriate clearancesHR AdministrationCertification of Teachers’ Annual ReturnAnnual salary notificationRequests for premature retirement in accordance with the relevant proceduresResignation or termination of employmentAdvice, support and provision of template letters and documentsProduction of and amendments to contracts of employmentEstablish and maintain HR recordsMaternity, paternity and adoption leave – notification intent to return support andadviceMonthly reminders regarding fixed term contractsNew starter administration – production of contract and qualified teacher statuschecksProduction and maintenance of annual staff listRenewal of fixed term contracts and temporary upgradingCertification of all Teachers’ Pensions FormsSupply of Schools Census DataProhibition and List 99 ChecksLondon Borough of Barnet, J:\Traded Services-033\2017-18\Catalogue\Uploads\HR and Payroll Service-Appendix A.docx
Payroll AdministrationEmployee Lifecycle:Absence recording, career breaksPayroll terminationsEstablish and maintain full payroll recordsNew starter payroll: addition to the payroll and full payroll processingTime off without pay processingPayments and Deductions:Process pay increasesArrears paymentsAd hoc payments made as part of the normal payroll cycleDeduct student loansKeep up to date records of annual pay awardsManage voluntary deductions such as Union subscriptions, HSA Give As You Earnand those arising from employee benefits schemesProcess annual increments and national pay awards where applicableNational Insurance contributions and paymentsDeath in service paymentsProcess variations to normal working hoursMaternity, paternity and adoption – calculations and paymentsOccupational or statutory sick deductions and paymentsOvertime processingPayment by BACSProcess all authorised variations to payProcessing of expenses and mileageProcessing of pay increasesRedundancy payments and calculationSalary deductionsThird party deductions (including court orders, Child Support Agency)Timesheet processingSalary recall for schools using LA bank accountsProcess and calculate leavers’ final paymentsPensions and Reporting:London Borough of Barnet, J:\Traded Services-033\2017-18\Catalogue\Uploads\HR and Payroll Service-Appendix A.docx
Payroll AdministrationCalculate pension contributionsLocal Government Pension Scheme Annual ReturnLGE pension forms for all staffProcess additional voluntary pension contributions and added yearsManagement of auto-enrolment processStandard payroll reportingGeneral Payroll Activity:RTI activity in line with HMRC guidelinesAdvice on day-to-day matters concerning pay such as Income Tax and NationalInsuranceAdvice on pay terms and conditions for teachers and support staffFull payroll reconciliationImplement tax codes as notified by HMRCImplement and manage a disaster recovery strategyIncome tax – PAYE P11D production and issue of P45 and P60Payslip distribution to one school contactSchools’ Responsibilities for HR Administration and PayrollEnsure that all information is fully accurate and completed before submitting toCapitaEnsure that all information is submitted in the correct designated format to Capita inadvance of all HR and Payroll deadlines. All deadlines will be notified to schools onan annual basis. Capita retains the right to review these deadlines at any point andadvise the schools of any changes in advance.Disclosure and Barring Service – E-bulkDBS checks for all employees and volunteersSchool ResponsibilitiesEnsure that all Disclosure and Barring Service (DBS) checks are satisfactorilyobtained before the employee takes up the post using the DBS Applicants andManagers guidelinesLondon Borough of Barnet, J:\Traded Services-033\2017-18\Catalogue\Uploads\HR and Payroll Service-Appendix A.docx
HR AdvisoryAdvice and support provided remotely or on site handling on HR aspects such ascapability, discipline, grievance, harassment, redundancy, restructures, sickness,absence management and TUPEAdvice on ill health retirement process for teaching or support staff including liaisonwith your Occupational Health provider if requiredAdvice on adverse DBS disclosuresAdvice on absence management mattersAdvice on Pay and Grading as well as Terms and Conditions for teachers andsupport staffAdvice on pre-employment contractual mattersAdvice on the preparation and presentation of cases at hearings and EmploymentTribunals (excluding legal representation)Advice on the use of equality legislation and its practical implicationsInterpretation and application of national and locally agreed terms and conditions ofemploymentInterpretation and application of maternity, paternity and adoption leaveAdvice and support in relation to probationary periods and ending fixed termcontractsAdvice and support in relation to workforce restructuring and redundancy (excludes‘project’ work that would be priced and contracted for separately, for example insupport of conversion of school status or other significant change)Attend meetings, hearings and appeals relating to capability, discipline, grievance,harassment, redundancy, reorganisation, restructures, sickness and attendancemanagement and TUPEAttend relevant meetings of the governing body to advise on redundancy andredeployment proceduresAttend formal meetings where required under the agreed procedures to supportand advise managersCoaching managers during complex casesConsult with relevant trade unions on behalf of the governing body in accordancewith statutory requirements and local agreementsAttend meetings with headteachers to assist with the management of redundancycases as per the defined redundancy procedure as necessaryAttend meetings with employees and/or their representatives, and/or accompanymanagers on behalf of the school as part of the model policies and procedures inrelation to grievances, competence or disciplinary issues where this will assist theprocess of resolutionLondon Borough of Barnet, J:\Traded Services-033\2017-18\Catalogue\Uploads\HR and Payroll Service-Appendix A.docx
HR AdvisorySupport managers on long-term sickness absence management; liaising withOccupational Health and providing support and advice to the manager to helpresolve the caseLiaison with schools’ appointed legal advisers in respect of settlement agreementsor employment tribunal responses and submissions or case supportSuccession planningSchool ResponsibilitiesProvide copies of policies and procedures adopted by the school to enable the HRstaff to advise in accordance with theseObtain legal advice for the provision of settlement agreements, and formal legalproceedings, for example, Employment Tribunal claimsProactive support for the management of long term absence casesLondon Borough of Barnet, J:\Traded Services-033\2017-18\Catalogue\Uploads\HR and Payroll Service-Appendix A.docx
London Borough of Barnet, R and Payroll Service-Appendix A.docx Payroll Administration Employee Lifecycle: Absence recording, career breaks Payroll terminations Establish and maintain full payroll records New starter payroll: addition to the payroll and full payroll processing
