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Salary and payroll related policies

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Payroll Documentation Guidance

The completion of accurate payroll documentation is key to ensuring personal data is robust and up-to-date and all payroll timeframes are adhered to.

The below guidance details each of the payroll forms and what elements are required to be completed by both Manager and Employee.

The forms are:

  • Staff Engagement Form (SEF) – digital SEF should be completed and submitted to the eESS Support Team via the HR Connect Portal
    • Employee completes Sections 1 – 11
    • Employee completes Sections 1 – 11
  • Notification of Change (NOC)
    • Manager completes changes via eESS Manager Self Service
  • Termination Form
    • Manager completes termination via eESS Manager Self Service
    • End employment termination (where employee only holds one position)
    • Assignment termination (where employee holds multiple positions)

Documentation

Temporary Promotion to a Higher Pay Band – Guidance for Managers

The Agenda for Change Terms and Conditions Handbook paragraph 6.32 states:

 “Individuals may be moved into a higher pay band where it is necessary to fill a post on a temporary basis when a vacancy is unfilled, but being advertised, or the post is being held open for someone who is due to return, e.g. from long-term sickness absence, maternity leave, or from extended training”.

Please see below Management Guidance for staff who receive a temporary promotion to a higher band:

Secondments

The Secondment Policy is accessible to all employees within NHS Greater Glasgow and Clyde and applies when an employee wishes to undertake a temporary move (secondment) to another organisation, or to a different post within this organisation, for a defined period of time.  There is no automatic right to a secondment, however, no application will be unreasonably refused. 

Secondments offer the opportunity for individuals to develop new skills or enhance existing skills but should also be mutually beneficial to the Organisation.  The policy sets out guidance on types of secondment, suitable opportunities and arrangements as well as defining roles and responsibilities within the secondment process.

Top Tips on using the Policy……..
  • Discussions should take place between employee and current manager before an application for secondment is made.
  • Secondments vary in length but usually last between 3 months and 2 years.
  • A secondment agreement, signed by the relevant parties, should be in place prior to the secondment commencing.
  • Employees and their substantive manager are mutually responsible for ensuring they keep in touch during the secondment.

Clear arrangements for return at the end of secondment should be set out and detailed in the secondment agreement.

Policy
Secondments Guidance

What is a Secondment?

A secondment is a “temporary loan of an employee to another organisation, or to a different part/post of the same organisation, for a specific purpose and for a specific time, to the mutual benefit of employees and NHS Scotland generally.”

Who is entitled to request a Secondment?

All employees within NHSGGC will have equal access to the Secondment Policy in compliance with relevant legislation and no application for secondment will be unreasonably refused.

Are there different types of Secondment?

There are a number of different types of secondment which are as follows:

  • Internal secondment within NHSGGC
  • Internal secondment within NHSScotland
  • External secondment (e.g. to Scottish Government, local authority, trade unions, professional organisations and the voluntary sector).

How do I apply for a Secondment?

Secondment opportunities may arise through a variety of circumstances, but should ordinarily be advertised in line with the normal recruitment process. Employees must ensure that authorisation has been provided by their Accountable Manager prior to accepting a secondment opportunity.

How long can I request a Secondment for?

Secondments vary in length, usually between three months and two years, depending upon the circumstances.

What is a Secondment Agreement?

If the request for secondment has been agreed the approving manager will ensure that, prior to commencement of a secondment, the appropriate secondment agreement has been completed which will take into account the main following points:

  • Clear reasons for the secondment.
  • Clear agreement on the start and finish dates.
  • If employee’s substantive role may be unavailable for their return, then this must be understood and agreed prior to the commencement of the secondment, or at the time of any subsequent proposed extension or at the time of organisational change.
  • That the employee fully understands any terms and conditions implications.
  • Training needs during and following a period of secondment.
  • Arrangements for appraisal/PDP&R completion during the secondment.
  • Relevant statutory requirements for maintenance of professional registration.
  • Arrangements to keep in touch with the Secondee on a regular basis and to consult them on any proposed changes to their substantive post during the term of the secondment.
  • Clear arrangements for return of the Secondee to their substantive post or a suitable alternative.

Please refer to the full Secondment Policy for details on terms and conditions, and roles and responsibilities of a secondment.

Keeping records up to date

We need to know when you’re at work and when you have any type of time off. This is important to make sure we pay you correctly too.

All managers should ensure that SSTS is updated correctly and payroll is informed, where SSTS is not available.

The HR Support and Advice Unit can be contacted on 0141 278 2700 if you have any further questions or need advice on this policy area.

Secondments Tools and Templates

If the request for secondment has been agreed, the approving manager will ensure that, prior to commencement of a secondment, the appropriate secondment agreement has been completed which will take into account the main following points:

  • Clear reasons for the secondment.
  • Clear agreement on the start and finish dates.
  • If employee’s substantive role may be unavailable for their return, then this must be understood and agreed prior to the commencement of the secondment, or at the time of any subsequent proposed extension or at the time of organisational change.
  • That the employee fully understands any terms and conditions implications.
  • Training needs during and following a period of secondment.
  • Arrangements for appraisal/PDP&R completion during the secondment.
  • Relevant statutory requirements for maintenance of professional registration.
  • Arrangements to keep in touch with the Secondee on a regular basis and to consult them on any proposed changes to their substantive post during the term of the secondment.
  • Clear arrangements for return of the Secondee to their substantive post or a suitable alternative.

External secondment agreements can be more complex and therefore if required, managers should seek advice from their local HR Manager.

Secondment Template Letters