During the current period of disruption due to Coronavirus (COVID-19), the Payroll team will aim to process pay as far as possible with priority given to:
- the processing of basic pay to current employees including casual staff
- the processing of leavers
- the processing of new starters
The Payroll team will be working from home to do this.
Payroll notifications (Electronic)
HR Forms Plus and MyView should be used as normal. Any requests completed and authorised via these systems will be processed as normal by the Payroll team.
Services who provide information by spreadsheet should continue to do so and email this to
Payroll notifications (Paper)
A full assessment has been undertaken of the main forms usually sent to Payroll with the aim of implementing alternative arrangements during the disruption. The alternative arrangements are set out below.
Signed timesheets/claims
- where possible, authorised timesheets should be scanned and emailed to:
- Where it is not possible to authorise the timesheet prior to scanning, the original scanned timesheet(s) can be sent to Payroll by email from the authorising manager provided that they include a confirmation to the effect that "I confirm that the attached claims are valid and authorise payment of these". This email should always be sent by an authorising manager to:
Alternative delivery methods
Where appropriate, it may be possible to agree arrangements with Services to receive pay notifications by spreadsheet. This is particularly suitable where there is a high volume of timesheets being received at the same location that would otherwise need to be scanned and attached to emails. In these circumstances, it may be easier to have these payments entered to a spreadsheet and submitted for uploading. If you feel these circumstances apply to your service, please email one of the contacts below or email:
If you have any concerns about the above arrangements or feel that these will cause difficulties, please contact one of the following:
Timesheet support from Staffing & Recruitment Team
Separate guidance has been provided (below) by the Staffing & Recruitment team. This relates to the specific business functions they provide timesheet support for eg Homecare and other SWAS, Cleaning & Catering, Supply & short term temporary teachers.
Payroll queries
Queries should be emailed to:
or
Please provide information on the nature of your query. If you would prefer to speak to a member of the team please provide a contact number and we will call you back when possible.
Please note that a separate message is being issued by HR with guidance on temporary contracts, redeployment situations and casual workers who have contracts which are due to end shortly.
Timesheets supported by the Staffing & Recruitment Team
The S&R team is continuing to input timesheets to ensure payment can be made to the expected timetable wherever possible. At this time consolidations are following expected timescales; any change to this will be advised by email to the relevant managers. If you have responsibility for the submission of timesheets please do so without delay so that the S&R team can continue to keep the checking and input of these as up to date as possible.
Homecare and other SWAS hard copy claims
Paper timesheets / claim forms are currently being collected from Denny Business Centre several times per week for input remotely. This is dependant on available resources and the S&R team will regularly review collections to ensure they can continue to do so safely. If you need to discuss collection arrangements, please email
Alternative arrangements are now in place for Grangemouth and Bo'ness localities and will be reviewed regularly.
Summaries will continue to be provided to managers for checking/query prior to payment.
Catering & cleaning
Timesheets continue to be input from scanned copies dropped into the shared Sealock House folder. Should this become unavailable, the S&R team may also be able to accept scanned timesheets by email to:
If emailing several within the same attachment please ensure these all face the same way and are legible. Please also consider the size of attachments to ensure they are not too large to email.
Paid/Unpaid leave input will be input when the S&R team has capacity. Managers can help ensure these remain current by inputting the request direct to MyView at the same time they are checking their employee/team information on that system (similar to the existing sickness absence process).
Supply & short term temporary teachers
Supply and short-term temporary teachers who would otherwise have submitted a salary claim form for payment will now be paid automatically in accordance with “SNCT JS/20/78 Supply Teacher Job Retention Scheme” for the period 23 March to 25 June 2020. Headteachers will be provided with the list of supply teachers receiving this payment as the expectation is the supply teacher remains available to undertake work for the hours being paid. There is no requirement to submit salary claim forms for this period unless the individual actually undertakes work and the hours worked are in excess of the average hours being paid. In those circumstances, a salary claim form detailing the total hours worked should be submitted as follows:
- where possible, timesheets should be signed to authorise, scanned and emailed to:
- where it is not possible to authorise the timesheet prior to scanning, the original scanned timesheet(s) can be sent by email to Staffing & recruitment from the authorising manager provided that they include a confirmation to the effect that "I confirm that the attached claims are valid and hereby authorise payment of these". This email should always be sent by an authorising manager.
Please do not submit a paper copy.
Other scanned timesheets supported by S&R team
For all other timesheets S&R team will continue to input on receipt of the scanned claims.
Please refer to Payroll information above for any timesheets input directly by the Payroll team.