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Solution home Business World 'How to' Guidance 2) Line Manager Guidance


EMPLOYEE LIFECYCLE MANAGEMENT – NOTIFICATION OF APPOINTMENT – MANAGERS GUIDANCE

MODIFIED ON: FRI, 4 AUG, 2023 12:15 PM

Quickly access the guide here - Notification of Appointment form




When to use this form:

This form should be used when you need to confirm that you have:

 * Agreed a start date with a successful external candidate (following the
   completion of all pre-employment checks as confirmed by the Business Support
   team)
 * appointed to an agency assignment/appointed a contractor where access to BW
   will be required in order to undertake the requirements of the role (see
   guidance on IR35: Responsibilities for Managers - From 6th April 2021
   Important Changes to Off-Payroll Working Rules (IR35) (sharepoint.com)
 * appointed someone internally to a new role (following the completion of all
   pre-employment checks)
 * appointed someone to a secondment (following the completion of all
   pre-employment checks)
 * appointed someone to act up
 * appointed a redeployee




Please be aware that only the line manager held on Business World will be able
to notify any changes via this form.




Key details that should be included:

Provisional start date

This field should contain the actual start date that has been agreed with the
individual following the completion of all pre-employment checks – this will
then be used in their contract of employment.

For agency workers/contractors this should be the start date agreed for the
commencement of the assignment.




Work schedules 

Work schedules are essential to a number of BW processes. The system uses this
information to both deduct the correct number of hours for each working day from
annual leave balances, to deduct the correct number of hours during a period of
sickness absence, and to ensure that pay is calculated correctly. It is
therefore essential that you input the correct work schedule for the individual.
 

Ensure the work schedule is completed for all appointments even relief/casual as
this is mandatory. 0.00 can be entered each day for staff on 0 hours. 

Guidance on how a work schedule should be documented can be found here: Work
Schedules and Contracted Hours Guidance (sharepoint.com)




Redeployees

This form should be completed at the end of the trial period once this has been
confirmed as successful for the new contract to be issued. If pay protection
will apply, this needs to be included in the ‘Further Information’ section of
the form.




Allowances

Attraction and Retention allowances that have been offered as part of the
recruitment process need to be included on the form. This will ensure that this
is appropriately referenced in the contract of employment.  

Any other types allowances that may be required should be added via the
Allowance and Salary Amendment form, once you have been notified of the new
starter Resource ID.




Continuous Service Date

Where an individual is joining LCC with continuous service from any public
authority to which the Redundancy Modification Order [Local Government] 1983 [as
amended] applies, please ensure this date is completed to enable entitlements to
be set up correctly to recognise this.




Appointing one point below, and spot salaries

Under the Current Position Details Section the grade for the position will be
shown.   

Under the Appointment Details Section you will need to select the grade below
and the SCP one point below the maximum point of that grade.

In the ‘Further Information’ box please insert details to confirm that the
appointment is in accordance with the Appointing One Point Below Policy and
therefore should remain on the SCP listed until otherwise informed. 

Where a spot salary has been agreed, you will be able to select the appropriate
grade for example G2.1. If salaries are fixed on the basis of the achievement of
a qualification, for example, please follow the process for appointing one point
below as noted above.




Other considerations

If you are appointing an individual to a new position, you should have already
considered whether this position will have any additional financial
responsibilities within BW, such as a role of requisitioner, Spend Manager,
Budget Manager, or working within the Financial Services or Pensions Teams, when
you established this role. Requests for this should be in line with the Scheme
of Authorisation and that the appropriate role has been requested based on the
tasks they will need to complete, for example an individual cannot be both a
Spend Manager and a Requisitioner.

If you have not already requested this via the Position and Recruitment form,
please ensure that this captured on the ‘Further Information’ section of the
Notification of Appointment form, and ensure your usual Finance contact made
aware of this requirement.

If you are appointing into an existing position, the current financial role for
that position will be applied from their start date. If this should not be the
case, please detail as above, and ensure your usual Finance contact is aware of
this requirement.







Deadlines and approval process

This form can only be submitted by the line manager held in BW for that employee
and it will then workflow through to the following:   

 * HR Admin – to verify all information required has been completed
 * Business Support– to verify all checks are complete
 * Finance – to action for budget updates
 * HR Admin/Payroll – to make the changes on BW




Please ensure you allow time for the form to be approved or rejected back to you
for adjustments to be made and to ensure it is re-submitted in time to meet
payroll deadlines.

There is no automatic approval after a set period – forms will remain at that
workflow stage until action is taken. Please note that the form cannot be
accessed by HR Admin/Payroll for processing until all of the previous steps in
the workflow are complete.

Guidance on payroll deadlines can be found here: Starters, Changes and Leavers -
HR Admin & Payroll Deadlines (sharepoint.com)

 

Where a new employee to the Council is due to start in post between/on/or after
the 15th and the end of a month, their first pay date will be the 23rd of the
following month.

Forms that arrive via a completed workflow after the payroll deadline will not
be processed until this following month, which can result in under and
overpayments, and impact on employees. Please ensure you begin the process with
sufficient time for all approval stages to be completed.

Requests for advance payments and overpayments are all monitored to help improve
performance and can be mitigated by ensuring all changes are submitted to HR
Admin ahead of payroll deadlines.  

Don’t forget that completing the BW tasks is only part of the process of
preparing for a new team member. A key part of this is setting up their IT
systems access, including their email address and access requirements for BW.

Please ensure you complete the Create New User Account form at the same time as
your Notification of Appointment form for those joining LCC. You will be
required to enter the email address provided by IT into BW to enable your new
starter to access the system

Further guidance on this, and the other tasks you will need to complete to make
this a smooth process can be found here: Step-by-Step Guide ONBOARDING
(sharepoint.com)







 




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