Headteacher

 

 

Dear Headteacher,

 

STAFFING CHANGES FOR THE SPRING TERM 2004

 

I am writing to request information relating to any changes to contracts at your school for the Spring Term 2004 ie from the beginning of January onwards.

 

This information is required by no later than 28th November 2003. As you will appreciate early notification is essential, especially for leavers, to ensure that overpayments do not occur.

 

For all temporary appointments, whether it be for extensions to existing contracts or for new starters, it is essential that the reason for the temporary nature of the contract is given to enable the relevant documentation to be issued. For those schools using the electronic termly reminder, a drop down list has been added which will help in this respect.

 

It is now possible to add new employee details, inform us of changes and complete your Termly Reminders on line via the Personnel Section of the School Management Resources Site.

 

To access the site you will have to log on with your own password. If you require any assistance with this please call me.

 

The online update has the following four sections.

 

Current FTE reminders

 

This section will contain all staff within your school whose contracts need to be reviewed this term. It may include earlier dates relating to contracts where information has not previously been confirmed.

 

Due to technical problems with the online version previously we will be providing paper copies as well this term.

 

If the information is not received by 28th November 2003 it is feasible that any temporary situation due for review on 31st December could be over/underpaid.

 

Future FTE reminders

 

I have listed members of staff within your school whose contracts need to be reviewed in the future, ie after 1st January 2004. This information is listed for reference purposes only at present.

 

 

 

 

 

Add new employee details

 

An online proforma is now available to notify us of new appointments as soon as these are known in school. Please complete all sections, adding reasons where necessary.

 

Please send all related paper documention, ie application form, as soon as possible thereafter.

 

Employee details change form

 

This online form can be used to notify EPS of changes as these occur (including hours changes, leavers, management allowances etc).

 

FIXED TERM CONTRACTS

 

Please refer to MI Sheet 42/03 (the recommended framework for use of Fixed Term Contracts) when completing the Termly Reminder proforma as this covers the most common circumstances in which fixed term contracts should be used in future.

 

PAYSLIPS

 

Unfortunately, a school may sometimes receive a payslip for an employee who has previously terminated employment at the school. If this happens please notify EPS as soon as possible to avoid a possible overpayment situation.

 

TRAVEL/OVERTIME/BLUE/LILAC CLAIM FORMS

 

Claims for the period 20th November to 12th December need to be received in EPS by no later than 16th December 2003. This will ensure that staff receive their salaries during January. Owing to demands of the Christmas post, and the requirement to submit claims by the above date, may I suggest that you send claims by first class post on 12th December 2003.

 

It would greatly assist us in meeting deadlines if you are able to submit claims prior to the above date if you are not anticipating that any further work will be required during the claim period.

 

Finally, in the event that any claims are received incomplete, it will be necessary for us to return the form to the School/Employee, which may consequently delay payment.

 

 

SUPPLY TEACHER CLAIMS

 

Supply Teacher claims for the period 20th November – 12th December need to be received in Education Personnel Services by no later than 16th December.  This will ensure supply teachers receive their salaries during January.  Supply teaching undertaken after 12th December should be included in the following month’s claim for payment in February.

 

Please ensure all supply claims are fully completed with employee number, project codes, cost centres (even if this is the usual school code) and authorised by the Headteacher or other designated signatory, incomplete forms will have to be returned to the school, resulting in delayed payment of salary to the teacher.

 

Some supply claim forms need to be sent to the Professional Development Centre for authorising prior to being sent to EPS.  In these cases please use a separate claim form for this work and send it immediately the work has been completed.  These claims take considerably longer to reach EPS and we are anxious that supply teachers should not experience any delay in payment.

 

As always, if I can be of any help regarding any of the above matters please do not hesitate to contact me.

 

Yours faithfully

 

 

 

 

 

 

for Education HR and Development Manager

 

NOTE –please ensure that any staff affected by this letter are made aware of the above information.