Employee & Payroll Services Processing Timetable & Deadlines

It is essential that all line managers and employees adhere to the dates set out within this pack to enable the Employee & Payroll Services team to process all paperwork relating to starters/leavers/changes and payments & expenses accurately and on time.

These deadlines apply to all paperwork for starters/leavers/changes and to claims for standby, expenses, overtime & temporary teaching hours. 

Please note that any paperwork for starters/leavers/changes and claims for standby, expenses, overtime & temporary teaching hours submitted after the dates outlined below will not be processed until the next pay cycle.  This will also apply to any paperwork submitted that is incomplete. 

Ad Hoc payments will only be requested for basic salary payments.  Payments for missing overtime and expenses will be processed through the next available payroll.

There are a number of employees who receive additional hours payments or expenses, which arise from fulfilling duties in support of delivering Council services, and they rely on the timely processing of such payments. Therefore, it is important that managers processing paperwork ensure that the deadlines below are worked to and met.

It is essential that when managers are not going to be available to approve claims within these set deadlines (e.g. planned annual leave, or other absences) that alternative approval arrangements are made and put in place to mitigate against missing a processing deadline and the consequences for employees as a result.

The tables below provide the deadline dates for receipt of paperwork to meet the paydates for each payrun. Please diary these dates for your service area to ensure you meet them. The tables below provide the deadline dates for receipt of paperwork to meet the paydates for each payrun. Please diary these dates for your service area to ensure you meet them.

The tables below provide the deadline dates for receipt of paperwork to meet the paydates for each payrun. Please diary these dates for your service area to ensure you meet them

Starters:

• A formal offer of employment should not be made until all references have been received and all checks (i.e. PVG/Disclosure) are in place
• Please note that DA1 forms are no longer acceptable in the place of a valid PVG/Disclosure Certificate
• New employees will not be processed for payment until all completed paperwork has been submitted to Employee Services and work has commenced
• All necessary documents must be present and uploaded to TalentLink simultaneously as one pack.  If any documentation is missing, this will be returned to the hiring manager for completion
• New employees to the Council whose commencement date falls between the deadline date and the actual pay date, will be paid on the next pay cycle. 

Leavers:

• Please ensure that Human Resources are notified as soon as an employee indicates that they intend to leave their employment at East Dunbartonshire Council.  This must be done without delay to ensure that the employee is not overpaid.

Changes:

• To ensure that any changes made to an employee’s details are processed in a timely manner, Change of Details Forms must be emailed to the Employee Services team fully completed and with all requested documentation no later than the deadline date advised above.

Any changes made to the advised dates will be published on The Hub.  If you wish to discuss any issues linked to this LIP please do not hesitate to contact either Alistair McDonald, HR & Organisational Development Manager or Angela Soutar, Payroll Lead at the emails below:

Alistair.McDonald@eastdunbarton.gov.uk

Angela.Soutar@eastdunbarton.gov.uk

• Distribute this document to your team to ensure that all employees are aware of these dates
• Reiterate that any paperwork received after the deadline dates will not be processed until the following pay date
• Advise employees within your teams that mileage should be claimed within 2 pay periods of travel taking place. Claims submitted after this time period will not be processed for payment
• Ensure that all employees who are responsible for recruitment process the information relating to the successful candidate within the appropriate timescales
• Be aware that DA1 forms are no longer being accepted in the place of Disclosure forms
• Be advised that Ad Hoc payments will only be requested for basic salary payments.  If overtime or expenses forms are submitted late, payment will be made in the next available pay run.

Employment Change Requests can be accessed through the hub webform change details

Thank you in advance for your efforts to ensure that these deadlines are met, and for making  alternative approval arrangements to cover absence as required, so that we can ensure we make payments in line with the appropriate pay date.