Welcome to your November 2023 Payroll update for schools
We hope that you find this a useful way to receive information and updates about changes to your payroll provision. If you have any suggestions for future content, ideas or improvement please email our friendly team.
Payroll deadlines
Key payroll dates and deadlines for the current tax year are available at
Payroll Deadlines
(Please see below article for the early Christmas deadlines)
Upcoming iTrent unavailability
iTrent will be unavailable due to essential updates on:
- Monday 20 November 18.30 to 20.30
- Saturday 25 November 00.00 to 12.00
NEW INFORMATION AND UPDATES
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Please note the earlier deadlines for payroll in December:
- Starters/leavers/transfers: Wednesday 6 December
- Self-service claims approval/Other changes: Thursday 7 December
Pay day is Wednesday 20 December
The timetable can be found here: Payroll deadlines - tasks and guides (devon.gov.uk)
If you have a query with any of these arrangements please email payroll@devon.gov.uk
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Bursar Briefings in October
Thank you for having us at the October bursar briefings, we hope that you found the updates helpful. We have taken on board your very useful feedback and would like to provide you with an update / further information on points raised.
Helpdesk
The helpdesk opening times have been reviewed and as from 4.12.23 will now be open from 10am everyday instead of 12pm.
The voicemail message has also been reviewed and been made shorter. If you know which option you need to pick you can now choose this straight away rather than having to listen to the whole message.
Average Holiday pay (AHP) for TTO employees long service days
AHP is based on 20 days leave so long service days (10, 15, 20 years) do not affect this.
What can be input when itrent is closed?
- Claims (won’t be paid until the following month)
- Bank details (won’t be affective until the following month)
- Absence
- Working Patterns
Vivup and Devon Discounts
We have heard that some schools are having issues accessing Devon Discounts via Vivup. Please contact payroll if you are having difficulty with this.
Casuals holiday pay
It was raised that not all schools are paying holiday pay to their casual staff. These workers must be given paid leave from work; there are some updates in the average holiday pay guidance, but this is on the basis that these staff already receive holiday pay. For schools who have not been paying this, we are exploring options and having conversations to find the best route forwards. We will be in touch as soon as we can to clarify next steps. In the meantime, if you wish to make any adjustments or discuss these claims, please contact the Payroll helpdesk.
Support for Schools payroll pages
We will be reviewing these pages to make them more user friendly and include more information to support schools.
Multifactor Authentication (MFA) is Coming
In the new year we will be implementing Multifactor Authentication (MFA).
What is iTrent Multifactor Authentication (MFA)
iTrent Multifactor Authentication is a process to add a secure 2 step verification process for non-corporate users logging into iTrent Employee Self Service or a Professional access.
This process now allows the user to log in with an email address (or employee reference), enter their password and will be asked to confirm an authentication code from an app on their mobile device.
 This extra step of security means that if an employee’s email account is compromised then the hacker will not be able to gain access to their personal details including their bank account details.
Training Sessions
If you have a People Manager or iTrent Manager Access and would like to know more about how MFA will work, please sign up to one of our training sessions. An email with dates and how to book on will be sent out in the coming weeks.
Checking Email Addresses are Correct
Please promote to staff members to ensure their email address is correct on iTrent. This will be used to send communications about MFA and will also be the email address they will use to log in once MFA is implemented.
Equated Pay Adjustments
As a reminder, equated pay adjustments are produced in all cases when a term-time member of support staff leaves a position. This could be leaving all employment, leaving one position only or transferring from term-time contract to an all-year round contract. The equated pay adjustment will ensure that staff are paid correctly for the days that they have worked compared to the number of non-working days they have had. The period between the anniversary of their start date and their leaving date is used to calculate this. This is in line with the NJC Green Book.
The adjustment may be a payment or deduction, depending on the position leaving date compared to start date. E.g. Positions which did not start on the 1st September and are ended on the 31 August are most likely to result in a deduction, as payment will have been received throughout the summer holiday. Please note that as the calculation refers to the position's annual salary at the leaving date, employees on higher hours and grades may see larger adjustments.
December Leavers / January Starters
This is a friendly reminder to make sure that as soon as you know someone is starting, transferring roles or leaving, you should submit the relevant form.
The forms can be used at any time (including when iTrent is locked) to submit future changes.
It would be greatly appreciated if you could send any confirmed changes as soon as possible.
Term time employees who leave in December, whose forms are received after the payrun deadline of the 6th December, are at risk of overpayment.
Deadline For Christmas Delivery
Please be aware that orders through the Home & Electronics Scheme can be placed until midnight on 14 December 2023 for Christmas delivery.
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Contacting us
📧 Payroll Operations payroll@devon.gov.uk
📧 Tax Compliance Team payrollcontrolcompliance-mailbox@devon.gov.uk
☎️ Telephone 01392 383000 This is a voice automated service and will connect you to the department or person you wish to speak to.
📋 Academy Status: If your school is considering Academy Status, please contact Tracy Austin or Ali Lentern by email or call 01392 383000 as soon as possible, so they can discuss your transfer to an academy and provide details of our services to academies.
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