What this deadline is for
2 October is the deadline for requests to the People team.ÌýThis means any change that the People team need to action, including:
- New roles and appointments – finalise recruitment and get all paperwork to the People team
- Changes to existing contracts (role changes, FTE changes, promotions)
- Leavers
The People team then have until 9 October to create or update records in the system.
Ìý
What you need to do
- Submit all of the above to the People team by 2 October.
- Do not wait – the People team need the lead time to process everything before the system freezes.
- If you miss this deadline, changes cannot be made until the new system goes live.
Specific situations – what to do
All of these follow the same rule:Ìýget the relevant information to the People team by 2 October so it’s in the system by 9 October. If that window is missed, it will need to be entered manually once Atlas is live.
- Advertised roles starting before mid-November:Ìýget the paperwork to the People team by 2 October. If someone is starting during the freeze period, their record must be in the system before 9 October for them to physically start. Where possible, avoid scheduling new starters to start during the freeze.
- Offered positions with confirmed start dates (including visa-dependent):Ìýsame rule. Record must be in the system before 9 October. If visa clearance or other factors mean this is not possible, the record will need to be entered manually after 6 November.
- Maternity leave starting in September, October or early November: update the record in ICIS and TeamSeer now, following the normal maternity process. This will migrate. Get it in as early as possible – any adjustments can be managed when Atlas is live.
- Sabbaticals:Ìýrecords must be updated in the system before 9 October. Where possible, avoid scheduling sabbaticals to start during the freeze period.
- Honoraria starting from October onwards:Ìýget approvals and set up the allowance before the October freeze and it will migrate. If the deadline is missed, payment will be made from December, backdated as required.
Important
People changes for October pay must be with the People team by 2 October, not 9 October. The 9 October deadline is the Payroll team’s internal processing deadline.