STAFFING CHANGES FOR THE SUMMER TERM 2004

I am writing to request information relating to any changes to contracts at your school for the Summer Term 2004.

This information is required by no later than 19^th March 2004. 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 possible to add new employee details, inform us of changes and complete your Termly Reminders on line via the School Management Resources Site, School Administration Section - EPS School Admin.

To access the site you will have to log on with your own password. If you require any assistance using the site 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.

The online version has been used successfully over the last few terms - if you have any comments or suggested improvements these would be appreciated, however we will be providing paper copies as well this term.

If the information is not received by 19^th March 2004 it is feasible that any temporary contracts due for review on 31^st March/18^th April 2004 could result in over/underpayment.

Future FTE reminders

I have listed members of staff within your school whose contracts need to be reviewed in the future, ie after 19^th April 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 documentation, 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/STAFF RETURNS

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. The green staff return is a payroll form which needs returning direct to payroll, EPS do not action any changes on this form.

CLAIM FORMS

For April payment - work undertaken between the 20^th February - 19^th March, claims should be posted to EPS by first class post on the19^th March.

Please ensure all 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 employee.

Please ensure that all claims are split 20th March – 31^st March 2004 and 1^st April to 2nd April to ensure correct payment is made and for sundry credit provision purposes. Any claims which are not split will unfortunately have to be returned to School and this will cause a delay in payment.

Any claim forms which need to be sent elsewhere ie to the Professional Development Centre for coding/authorising – please use a separate claim form for this work and send it immediately to the PDC as these claims take considerably longer to reach EPS and we are anxious that employees 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 HR & Development Manager

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