This checklist has been developed to support managers in recording the correct information on HealthRoster and to confirm when they need to also raise change forms to ensure that their staff are paid correctly.

For any queries relating to HealthRoster, Payroll or ESR please raise a ticket on the Employee Helpdesk  https://employeehelpdesk.esneft.nhs.uk/portal/en-gb/home

Checklist for Roster Finalisation

Before finalising a roster the following checks should be carried out to ensure the information is correct and that staff will not be under or overpaid.

Below the bullet point list of the 8 key checks is a more detailed explanation of each, and what should be recorded, including any other action that must be taken to ensure correct payments are made to staff.

·       Areas that Auto Roster

·       Sickness

·       Worked Shifts

·       Excess Hours and Overtime

·       Annual Leave and Bank Holidays

·       Other Unavailabilities

·       Maternity Returners

·       New Staff and Leaving Staff

·       Kit Days

·       Phased Return

Finalisation

The pay deadlines are very short and cannot be changed.  Rosters should be finalised on a weekly basis, if possible, to ensure that pay period deadlines can be met.

·       The full month must be finalised by the 1st of the next month for enhanced pay to be processed and to avoid manual payroll corrections for under payments.

Areas that Auto roster

·      Unless the manager has already entered the Bank Holidays, Auto roster will automatically allocate a shift. 

·      Ensure that staff who are not working the Bank Holiday have the Bank Holiday entered and the shift cancelled

Sickness

·       Ensure sickness reasons and dates are recorded correctly as they may have changed since the entry was recorded by the Staff Helpdesk.

·       Ensure sickness is end dated if staff have returned to work.  Failure to do so may entail the member of staff going into half or nil pay.

·       If a sickness will extend beyond the month end, ensure that the sickness episode is extended before finalising the roster period.

Worked Shifts

·       Ensure that all shifts worked have been entered onto the roster. Failure to do so may mean staff will not be paid some enhancements due to them.

·       Ensure that start, finish, and break times have been updated as necessary.

·       Time owing shifts should be recorded with zero hours. 

Excess Hours and Overtime 

·       Ensure all overtime and excess hours have been recorded. Failure to do so will mean staff will not be paid the additional payments due to them.

Guidance

·       Full time Staff must only be awarded overtime payments if they have exceeded their contracted hours.

·       Part time staff will only be paid excess hours rate until they have exceeded 37.5 hours.  Overtime should then be awarded for the remainder of that weekly period.

·       Staff that are band 8 or above are not entitled to overtime payments as per the agenda for change handbook.

Annual Leave and Bank Holidays

·       Ensure that Bank Holidays are recorded as Bank Holidays and not Annual Leave, including when the day is taken as lieu on a ‘Non Bank Holiday’ date *

·       Ensure that the correct number of hours are allocated to the entry.

* Annual leave and Bank Holidays must be recorded correctly to ensure the allocation is taken from the correct entitlement balance and that the correct information is fed into ESR.   Failure to do so will result in staff who regularly work overtime, unsocial hours and on-call not receiving the correct AFC Average payment.

Other Unavailabilities

·       Ensure that all unavailabilities are approved e.g. Study Leave, Carers leave

·        

Maternity Returners

·       Ensure a change form has been completed to update ESR that the member of staff is returning from Maternity Leave.  Failure to do so will mean the staff member will not be paid

·       Ensure the end date for the maternity leave is correct on the roster and that worked shifts or annual leave and Bank Holidays have been added.  Failure to do so may mean staff will not be paid some enhancements due to them.

New Staff and Leaving Staff

·       New Staff – Ensure they are on the roster and all worked shifts have been added.    If they are missing from the roster raise a ticket via the Employee Helpdesk.  Failure to do so will mean staff will not be paid any enhancements due to them.   

·       Leaving Staff - ensure a leavers form has been raised on Selenity and that they have been removed from the roster.  If the Leavers form has been raised at late notice please raise a ticket to alert the Roster and Payroll Teams.   Failure to do so will generate an overpayment

KIT days

·       Ensure a change form has been raised on Selenity advising the dates and hours of the KIT days.   Failure to do so will mean the staff member will not be paid

·        Record on the roster using the reason ‘KIT day’ under the unavailability ‘working day’

Phased Return

·       Allocate a shift as normal and change the hours to those worked.

·       Add unavailability with the reason ‘phased return’ under the unavailability ‘working day’ to bring the hours up to the contracted hours.

 PLEASE DO NOT REPLY TO THIS ANNOUNCEMENT AS THEY ARE NOT MONITORED - IF YOU HAVE A QUERY PLEASE RAISE A TICKET