Pay related forms deadlines

Please ensure that all pay related forms are submitted to the Employee Lifecycle Team (ELT), or Workforce Information Team (WIT) for Mid Mersey colleagues, within given deadlines.

A recent review of forms has shown that approximately 60% are submitted after deadlines. This can lead to a number of problems and the impact is huge on health and wellbeing, creating financial worry and anxiety. As an organisation that places great emphasis on mental health and wellbeing, we need to pay colleagues the right amount at the right time and ensure overpayments are kept to an absolute minimum.

Submission timetable for all divisions (*please note change of dates around expenses approval for Mid Mersey Division managers)

Leavers forms

These should be submitted as soon as a resignation has been accepted so the form would be submitted either 4, 8 or 12 weeks in advance of someone leaving. To support colleagues the process around leavers is being reviewed to streamline with the Mid Mersey Division process. However, as an immediate action, all forms have to be received by ELT/WIT by the last day in the month to ensure they are processed for the following months’ pay day. The manager must complete the form one week prior to this date to allow the form to go through the approval process.

The reason for the form submission indicates where it stops for approval, but it would be a combination of finance, recruitment, HR. This is required to allow the form to go through this process and reach ELT/WIT by the last day of the month. Forms submitted after this date cannot be guaranteed to be processed and colleagues will need to wait until the following month. Advance payments and out of month adjustment forms must not be used routinely and will only be approved in extenuating circumstances.

Absences

Absences for colleagues on health roster should be extended beyond the pay period, before rosters are locked, to ensure the information sent to payroll is accurate.

Results of not adhering to deadlines

• Increased pressure on ELT/WIT, finance and payroll to try to ensure payments are made
• Errors with colleagues pay
  • Incorrect hours creating over or underpayments
  • Secondment/fixed term dates ended
  • Enhancements or additional hours not paid
  • On call payments not received
  • Travel expenses not paid
• Increase in advance requests
• Increase in the submission of out of month adjustment forms
• Increase in over payments being made due to leaver forms being submitted late
• Increase in volume of calls and emails to payroll.

Support with queries (all divisions except Mid Mersey)

• For any enquiries on substantive hours, overtime or additional hours, staff need to first confirm with their managers that they have submitted this via the roster and that the transactions in roster were completed. The manager will need to confirm with the roster team that the file was submitted correctly via: ERoster@Merseycare.nhs.uk and once the manager/roster team have confirmed everything is correct, the manager should contact payroll
• Roster issues including absence queries need to go directly to roster to unlock: ERoster@Merseycare.nhs.uk or 0151 471 2338
• Any enquiries on bank hours:

o    secure services: securebank@Merseycare.nhs.uk 

o    Local Division: Localbank@Merseycare.nhs.uk 

o    Specialist LD (Whalley): whalleybank@Merseycare.nhs.uk 

o    Community Division: Communitybank@Merseycare.nhs.uk 

o    Signed and approved timesheets for work completed: banktimesheets@Merseycare.nhs.uk 

• Bank annual leave requests and any enquires should be sent to: bankannualleave@Merseycare.nhs.uk 
• Payslip and P60 requests for active staff members should be accessed via MyESR.

Should there still be a requirement to contact payroll please use the following: Merseycare.payroll@sthk.nhs.uk or 0151 290 4654.

Support with queries (Mid Mersey Division)

• Any staff pay issues should first be queried with the manager to ensure Simplesaf forms have been submitted and health roster has been completed correctly
• For issues relating to Simplesaf forms contact: NWBHworkforce@Merseycare.nhs.uk
• Health roster queries should be forwarded to: eRostering@Merseycare.nhs.uk
• Bank enquiries to: NurseBank@Merseycare.nhs.uk
• Payslip and P60 requests for active staff members should be accessed via MyESR.

Should there still be a requirement to contact payroll please use the following: MidMerseyPayroll@sthk.nhs.uk or 0151 290 4690.

Thank you for your co-operation.