SICKNESS INSURANCE DATABASE - Norfolk · claimed for one full days sickness absence, i.e.: i f a...

SCHOOLS FINANCE

SICKNESS

INSURANCE

DATABASE

USER GUIDE

Schools Finance

SICKNESS INSURANCE DATABASE - User Guide

Contents

Contents Page 1 of 1

Section 1 – Getting Started � Logging In / User Maintenance � Enter School Details � Enter Contract Details � Holiday Dates � Options Toolbar

Section 2 – Staffing Details � Importing Staff Details from Star Accounts � Staff Data Validation � Adding / Amending / Deleting Staff Details � Export Staff List to Microsoft Excel � Employee Report

Section 3 – Registering Claims � Claim Summary � Teaching Claims � Supported Return to Work � Non-Teaching Claims � Additional Notes � The Sickness Insurance Claim Form

Section 4 – Month End / Year End � Month End – Submitting a Claim � Month End – Upload File � Re-Submit a Prior Claim � Year End:

� Data Deletion � Holiday Dates / Daily Rates Update � Contract Details Update

� Upgrading the Sickness Insurance Database � Via Internet � Via AVCO AnyComms

Schools Finance

SICKNESS INSURANCE DATABASE – User Guide

Section 1 – Getting Started

Section 1 – Getting Started Page 1 of 10

Logging into the Sickness Insurance Database

From the desktop double click the “Sickness Insurance” shortcut that was created when the database was installed.

The first person to log into the Sickness Insurance Database must use ‘School’ as both the User ID and password. After clicking ‘Log In’ this user will be prompted to enter a new User ID and password to replace the existing School User ID. User IDs must be no longer than 10 characters in length and must not contain spaces. Passwords must be between 8 and 10 characters in length, must not contain spaces and must contain both letters and numbers. The first user to log into the Sickness Insurance Database replaces the “School” user and will be assigned ‘Primary User’ status within the database. Only this user will be able to create or delete further users. Please Note: Only one user can open the Sickness Insurance Database at any given time. If you attempt to log-in whilst another using is viewing the database the following message will appear:

Click ‘OK’.

Schools Finance




User Maintenance Only the ‘Primary User’ can create or delete additional system users. From the Main Menu click ‘School Details’, then ‘System Users’.

New Users To create a new user click ‘Add User ID’.

The password for the new user will be set as the User ID. The first time the user logs into the database they will be prompted to create a new password (which must be between 8 and 10 characters in length, must not contain spaces and must contain both letters and numbers). Non-Generic User IDs: Any user that requires access to Sickness Insurance Database must be given their own unique User ID and password. The use of generic passwords such as Office, Admin or School which fail to identify a specific user is not permitted. Delete Users To delete a new user click ‘Delete User ID’.

Enter the new User ID required and click ’OK’. User IDs must not contain spaces and must be no longer than 10 characters.

Select the User Id to be deleted from the drop down list.

Schools Finance




Change Primary User Please Note: Only the existing primary user can make changes to the primary user. If the current primary user is leaving they should make these changes before leaving. To change the primary user click ‘Change Primary User’.

Changing your Password Passwords must be changed every 90 days. Once this deadline has been reached the system will prompt users to change their password.

Click ‘OK’

Click ‘Yes’ to confirm the deletion, or ‘No’ to cancel the process.

Click ‘No’ to create a new primary user or ‘Yes’ to assign primary user status to an existing user.

If you click ‘No’ to the above message enter a User ID for the new Primary User then click ‘OK’.

If you clicked ‘Yes’, select the existing user ID from the drop down list that you wish to assign Primary User status to.

Schools Finance




Once ‘Set New Password’ has been clicked the system will verify the new password. If there are issues with any of the following an error message will appear:

� Length – the password must be between 8 and 10 characters in length � Alpha-Numeric – the password must contain letters and numbers and must

not contain spaces � New – the password must not be one that has been used previously � Identical – the new password is entered twice when created and these must

be identical If an error message appears click ‘OK’ then correct the error and click ‘Set New Password’ again. This process may need to be repeated until the new password is accepted by the system. To manually change the password at anytime, from the User Login screen select your User ID and enter the current password. Click ‘Change Password’ and enter the new password twice (as described above). Periodic Review of Users

It is the responsibility of the Headteacher to periodically review Users to ensure that the list represents only current members of staff. Any staff members that have left must be removed from the system. Only the person designated as the ‘Primary User’ has access to change System Users. If the Primary User is no longer at the school you will need to contact Computer Accounting for assistance.

Click ‘OK’

Enter a new password in these two fields, and then click ‘Set New Password’.

Schools Finance




School Details Within the ‘School Details’ screen please ensure that you enter your school address details:

The ‘Location Code’ entered should be your 4-digit code assigned by county Hall (this is not your 926/XXXX DfE number). The Current Month and Current Year will be pre-installed and cannot be amended from this screen.

Daily Rates

The ‘Daily Rates’ shown within the school details screen are the maximum amounts that can be claimed for one full days sickness absence, i.e.: if a 1.0 FTE Teacher is sick for 5 days the amount claimed will be 5 times the Teaching Rate shown (if Day 1 cover has been purchased).

Inputs Path The ‘Inputs Path’ is used for receiving automated upgrades via AnyComms Plus. To create / amend the path to the Inbox, click the ‘Inputs Path’ field. Please Note: For schools with multiple users of either the Sickness Insurance Database or Star Accounts the Input Path should be located on a shared drive that all finance staff have access to. This ensures that all files are collated in the same location for sending / receiving purposes.

Click ‘Yes’ to amend the path, or ‘No’ to cancel

Schools Finance




Outputs Path The ‘Outputs Path’ is used for sending the monthly claim file to County Hall via AnyComms Plus. To create the path to the Outbox, click the ‘Outputs Path’ field. Please Note: For schools with multiple users of either the Sickness Insurance Database or Star Accounts the Output Path should be located on a shared drive that all finance staff have access to. This ensures that all files are collated in the same location for sending / receiving purposes.

Click ‘Yes’ to amend the path, or ‘No’ to cancel

If you clicked ’Yes’ to amend the input path a browse folder window will open. Highlight the required folder and then click ‘OK’.

If you clicked ’Yes’ to amend the output path a browse folder window will open. Highlight the required folder and then click ‘OK’.

Schools Finance




Contract Details From the Main Menu click ‘Contract Details’. The ‘Cover Type’ screen may vary from this example as the type of cover that can be purchased varies according to your school Location Code. This screen will only show the types of cover available for your school.

Select the type of cover purchased (as stated within your confirmed ‘Services to Schools’ contract) from each of the drop down boxes shown within this screen (see below). Place a tick in the ‘Premium Rate’ and ‘Supported Return’ fields if these options have been purchased.

Please Note: If your school has purchased the additional cover for the headteacher you must select the option that states “WITH enhanced headteacher”. For reference the type of staff covered by each option is stated in the drop down boxes: Headteacher: Please ensure that you select your Headteacher from the drop down staff list before exiting this screen. Depending on the type of cover purchased by the school the Headteacher may be entitled to the ‘Enhanced’ rate for sickness. If the enhanced rate is applicable payments for the Headteacher will automatically be calculated at the enhanced rate.

Schools Finance




Mid-Year Contract Changes: If, for any reason, the type of cover purchased requires amending after the Period 1 (April) claim has been submitted the following message will appear when attempting to open this screen: Click ‘No’ to cancel the process. If you click ‘Yes’ you will be required to contact Accounting Software Support for a continuation code:

Amend any details as required and exit the Contract Details screen.

If you are only amending the Headteachers’ name please click ‘No’ to the above message. If you click ‘Yes’ the system will recreate the month end files for the current financial year for all previously submitted claims, using the new contract details to recalculate any claims due. Amended month end claim forms will be printed and the recreated claims copied to the output Path to be sent to County Hall via AnyComms Plus.

State the continuation given to Accounting Software Support.

Enter the continuation code given and click ‘OK’. The Contract Details screen will then open.

You should only click ‘Yes’ to this message if the type of cover purchased has been amended.

Schools Finance




Holiday Dates Holiday dates (and weekends) cannot be included within sickness insurance claims therefore any dates of sickness registered on/between the dates shown will be automatically discounted from claims. The holiday dates are downloaded during the year-end procedures after the claim for Period 12 (March) has been submitted. These dates cannot be amended. If there are any additional dates for unforeseen public holidays that need to be entered mid-year these should be entered as follows: Click ‘Add Additional Dates’.

Enter the dates in to the yellow “Additional Dates” fields, and then click ‘Confirm Additional Dates’: Manual Update If the holiday dates are not updated automatically by the year end process for any reason, they can be manually updated at any time by clicking the download dates button.

Click ‘Yes’ to continue, or ‘No’ to cancel.


Schools Finance




Options Toolbar These options are accessed via the ‘Options’ toolbar.

Close – Closes the currently viewed screen / report only. Exit – Closes the Sickness Insurance Scheme Database fully.

Datafile Navigation To view prior year datafiles please use one of the following options: Web Links Various links to useful sections of the Schools Finance website have been included within the ‘Web Links’ menu.

Please Note: If you are required to log-in to access the internet you will need to do this before the relevant link will open.

Help Menu Remote Support – This will tell you your computer’s name to enable County Hall to remotely access your computer via Centrastage. Upgrade SIS – Use this option to update the Sickness Insurance Database when notified that an upgrade is available. About SIS – This will open a screen giving details of your database version and location of the database.

Schools Finance


Section 2 – Staff Details

Section 2 – Staff Details Page 1 of 6

Importing Staff Details from Star Accounts Before a claim can be registered your Sickness Insurance Database must contain staff records to link to. These should match the staff codes that exist in the schools Star Accounts system. Within the Sickness Insurance database there are three ways to enter these details:

1. Manual Import from Star Accounts 2. Automatic Import from Star Accounts 3. Manually Inputting Staff Details

All of these are performed within the ‘Staff’ screen which is accessed via the Main Menu by clicking ‘Staff’. Manual Import from Star Accounts: If you wish to manually import your staff details from Star Accounts the staff list contained within Star Accounts must firstly be exported to Microsoft Excel. Detailed instructions on completing this are given in Section 5 of the Star Accounts User Guide.

Once the Excel file has been produced, click ‘Import Staff Manual’.

Click ‘Yes’ to confirm that you wish to import a new list of staff details, or ‘No’ to cancel the process. During the update process any new staff members contained within the Excel file will be added, and any existing staff details will be updated to match those in the Excel file. Any staff members that no longer exist within the Excel file will be deleted, as long as no claim has been registered against them during the current financial year.

Schools Finance




The file to be imported must be called “Staff.xls”. Please Note: If the staff details are being imported before any contracts have been entered all staff members within the Excel file will be imported. If the staff details are being updated after the contracts have been entered the system will automatically delete any staff members that you cannot claim for i.e. if you have not purchased teaching insurance all teachers will be deleted etc. Import from Star Accounts: If you wish to automatically import your staff details from Star Accounts you must ensure that the computer you are using has access to the server on which Star Accounts resides. Ensure that the correct “Server” name is shown, and the “Datafile” is the one containing the staff details. If the server shown is not your current server manually overtype the name with the one required.

Once the server and datafile have been selected, click ‘Import Staff from Star’.

If you clicked ‘Yes’ please browse in the location of the “Staff.xls” file exported from Star Accounts. Double-click the Staff.xls file, or highlight the file and click ‘Open’.

Schools Finance




If the system finds any issues linking to the server or datafile shown an error message appear. Please resolve any issues before continuing. Click ‘Yes’ to confirm that you wish to import a new list of staff details, or ‘No’ to cancel the process. During the update process any new staff members contained within the datafile selected will be added, and any existing staff details will be updated to match those in the selected datafile. Any staff members that no longer exist within the selected datafile will be deleted, as long as no claim has been registered against them during the current financial year. Imported Staff Data Validation All staff details held within the Sickness Insurance Database must contain an FTE, Position and Type in order to complete a sickness insurance claim. After importing the staff details any staff members are found without all three pieces of information will be shown: Please Note: Any data errors not resolved will remain listed on this screen until all errors have been resolved. A sickness insurance claim cannot be entered until all issues are resolved.

Click here to delete the staff member.

Schools Finance




Manually Adding Staff Details

To add new staff members enter their Staff Code, Name, F.T.E, Type and Position Held (e.g. teacher). Click ‘Save Record’ to enter the details into the Staff List. Staff Code: Staff codes MUST be entered in the format “000000-0” (six numbers followed by a dash and one number). This will allow people with 2 or more contracts to be entered into the database more than once as each contract should end with a different suffix (-1, -2 etc). Staff Name: Names must be entered in the following format: Surname, First Name(s) e.g. Smith, Mary Ellen The Sickness Insurance Database will not accept apostrophes in names. If you have a member of staff with an apostrophe in their name you will need to replace it with a hyphen or a space, for example, Martin O’Shea must be entered as ”O-Shea, Martin” or “O Shea, Martin”. If you have an employee with more than one contract, care should be taken to ensure that the names are entered identically for each record identified separately by the unique Staff Code. F.T.E: Enter the Full Time Equivalent of the staff member. FTE’s are calculated as the number of hours a staff member works during the week divided by the relevant full time hours for the type of staff member. For example, if a teacher works 30 hours per week their FTE would be calculated as 30 hours / 37 hours = 0.81. If you require any assistance calculating the FTE please contact your Finance Support Officer. Type: Select either Teaching or Support Staff from the drop down list. Subj: Select the subjective code that relates to the staff member. The subjective code chosen relates to the subjective that any staffing budgets are assigned to within the budget planner software. Only valid subjective codes for the ‘Type’ of staff member will be shown within this list. Position Held: Enter the job title held by the staff member.

Schools Finance




Amending Staff Details To amend any of the details assigned to a staff member double-click on their name in the employee list. The details shown in “Enter / Amend” section will relate to the selected staff member. Amend any details required and click ‘Save Record’. Click ‘Cancel’ to discard the changes made. Deleting Staff Details To delete staff members highlight their name within the employee list and click the ‘Delete Employee’ button. Staff Members can only be deleted if no claims have been registered against their Staff Code during the current financial year.

Schools Finance




Export Staff List to Microsoft Excel To export a full staff list into Microsoft Excel click the ‘Export to Excel’ button.


Select the location you wish to save the spreadsheet to and then click ‘OK’. Once the details have been exported the Staff SIS.xls spreadsheet will open on screen.

Employee Report From the Staff screen click ‘Employee Report (All)’.

A report will open showing all sickness insurance claims made for the current financial year for each employee where a claim has been made. The details held for each employee are sorted in ascending order according to the first date of sickness. If you wish to view this report for a specific employee, highlight their name within the employee list and click ‘Employee Report (Selected)’. The same report, as shown above, will open for the selected employee only. If the employee has more than one contract, all related claims will appear as long as the first 6 digits before the dash in the Staff Code are the same.

Schools Finance


Section 3 – Registering Claims

Section 3 – Registering Claims Page 1 of 15

Registering Claims - Summary From the Main Menu click ‘Enter Monthly Claim’. The following screen will automatically open to show any claims entered for the current month. The top section provides a summary of all claims registered for Teachers and the bottom section provides a summary of all claims registered for Non-Teaching (Support) staff members.

If you wish to view claims registered for prior months please select the month required from the “Period” drop down list. The summary shown at the top of the screen is a cumulative total of all valid claim lines registered for the month selected.

Click to enter a new claim line

Click to exit

Click to print the claim form for the selected month

Click to delete a claim line

Non-Teaching Claim Details

Teaching Claim Details

This shows the level of cover purchased for type of staff.

Schools Finance




Registering Claims - Teaching From the claim summary screen click ‘Add New Record’. Staff Name: Select the required teaching staff member from the drop down list. The Staff Code, FTE and Position will be automatically updated for the staff member chosen. These details cannot be amended within this screen. If they are incorrect they should be amended via the ‘Staff’ screen (see Section 2). Supported Return: If the sickness claim relates to a teaching staff member that has been off long-term sick where agreement has been reached from Occupational Health that the staff member requires support when returning to work, click the ‘Supported Return’ box

Please see below for further guidance regarding Supported Return to Work claims. This option will only be shown if the ‘Supported Return to Work’ flag was ticked within the Contract Details screen (see Section 1). Claim Type: The claim will automatically default to “Teaching” for all teaching staff. If the type of cover purchased includes the enhanced rate for the Headteacher this rate will default to “Enhanced” when the Headteacher is selected as long as they have been entered in the Contract Details screen (see Section 1).

Click ‘Yes’ to confirm that Occupational Health have agreed to the supported return to work.

Schools Finance




Half Day: Place a tick in the ‘Half Day’ box (by clicking it) if you only wish to claim for a half day absence. Half day claims are paid at 50% of one full daily rate (i.e. the FTE of the staff member is ignored). Please Note: A half day can only be claimed where the first and last dates of sickness are the same date, and will only receive a payment if Day 1 cover has been purchased. First Date of Sickness: Enter the first date of sickness for the current claim by manually typing it into the field or double-clicking the field to view a calendar from which to select the date: Please Note: The calendar can be viewed for any of the date fields within the Claim Details screen by double-clicking the date field required. On opening, the calendar will default to the first of the current month. The first date of sickness must be a date from the current month only, i.e. no earlier than the first of the month and no later than the last day of the month. Last Date of Sickness: Enter the last date of sickness for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date. The last date of sickness must be a date from the current month only, i.e. no earlier than the first of the month and no later than the last day of the month. If a member of staff is absent for the last working day of the month the date entered should be the last calendar day of the month, regardless of whether that date is a weekend or school holiday. This is to ensure that the claim is carried forward into the next month with a ‘First Date of Unbroken Sickness’ (see below). First Date of Unbroken Sickness: Enter the first date of unbroken sickness for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date, if the period of sickness began in a previous month.

Highlight the required date and click ‘Select Date’ to enter it into the Claim Details screen. Click ‘Cancel’ to close the calendar without updating the Claim Details.

Schools Finance




Any claim made where the last date of sickness is the last calendar day of the month will automatically be rolled forward into the next month with a first date of unbroken sickness when the month end procedures are completed. The first date of unbroken sickness will be shown as either the first date of absence from the previous month or first date of unbroken sickness from the previous month. The first date of unbroken sickness can only be entered if it matches a First Date of Unbroken Sickness carried forward from a previous month. This date is not required when the claim being entered starts within the current month. Date of Half Pay: Enter a date of half pay for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date. This date is usually 6 months after the first date of sickness. However, your Employee Services Contact should notify you of this date if it is required for a staff member on long-term sick leave. Any claim made after this date will be reduced by 50%. Date of Frozen Pay: Enter a date of frozen pay for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date. This date is usually 12 months after the first date of sickness. However, your Employee Services Contact should notify you of this date if it is required for a staff member on long-term sick leave. Any claim made after this date will not receive a payment. However, the record should still be maintained within the Sickness Insurance Database for supported return to work purposes. Days Payable: This figure will be automatically calculated based on the information entered into the form. The number of days payable is calculated as the number of Working Days for the period stated (First Date of Sickness to Last Date of Sickness) less any Holiday Dates for the period stated and the days not covered by your contract, multiplied by the FTE for the selected staff member. For example, if a claim is made for the period 08 to 16 July 20XX, for a 1.00 FTE teacher at a school with A1 Day 3 cover the days payable would be: (7 working days - 2 days not covered by the contract) X 1.00 = 5 days. Exit without Saving: Click this button at any time to cancel the current record.

Schools Finance




Save and Exit: Click this button when the full details for the current claim have been entered. The database will then validate the data entered. If any errors are found a message will appear stating the error to be resolved. The record cannot be saved until all issues stated are resolved. Amending a Claim To amend any previously entered claim details (current month only) double-click the required record within the Teaching Claim Details list to view the details. Deleting a Claim To delete details from the current claim, highlight the required record within the Teaching Claim Details list (Click once) and then click ‘Delete Record’.

Registering a Claim for a Prior Month All claims should be registered within the month in which they occur. If you roll forward without entering a valid claim in a previous month please take the following steps. Enter a new record for the required staff member, remembering to select the actual first date of sickness from the previous month. All of the other details required for a valid month claim must be entered (last date of sickness, staff name etc).

Amend any details as required and then click ‘Save and Exit’.

Click ‘Yes’ to delete the record, or ‘No’ to cancel.

Schools Finance




Once the correct password has been entered the record will be saved, bypassing the first date of sickness validation. The last date of sickness can also be in a previous month but cannot be greater than the last day of the current month.

Click here once the details have been entered and you wish to enter the claim.

Please call your Finance Support Officer and quote the continuation code shown. Enter the password given here and click ‘OK’.

Schools Finance




Supported Return to Work – Additional Guidance If a staff member is returning from long-term sickness Occupational Health may deem it necessary for that staff member to be supported upon their return to work (i.e. another member of staff is required to assist the returning employee whilst they are at work). Your Employee Services Contact should notify you of any agreed arrangements. When entering the supported return to work claim into the Sickness Insurance Database, each time the type of claim to be made changes a new line will be required, i.e. any supported days and any days where the staff member is to be registered as sick should have a separate line. For example, if a 1.00 FTE staff member has been on long term sick leave since 08 January 20XX and it has been agreed that they will return to work from 05 September 20XX with 2 days supported for week 1, 3 days supported for week 2, 4 days supported for week 3, and then they will return to work full time without support. The staff member will not be working on days in which they are supported. To register the above scenario into the Sickness Insurance Database for the month of September requires 6 separate claim lines:

Line First Date of Sickness

Last Date of Sickness

First Date of Unbroken Sickness

Supported Return

1 01/09/20XX 04/09/20XX 08/01/20XX Not Ticked 2 05/09/20XX 06/09/20XX 08/01/20XX Ticked

3 07/09/20XX 10/09/20XX 08/01/20XX Not Ticked 4 11/09/20XX 13/09/20XX 08/01/20XX Ticked 5 14/09/20XX 16/09/20XX 08/01/20XX Not Ticked 6 17/09/20XX 20/09/20XX 08/01/20XX Ticked

Any days that are ‘Supported’ are paid at the full rate for the claim type (regardless of the FTE of the employee). A maximum of 30 days can be claimed for supported return to work for the current period of unbroken sickness.

Schools Finance




Registering Claims – Non Teaching From the claim summary screen click ‘Add New Record’. Staff Name: Select the required teaching staff member from the drop down list.

The Staff Code, FTE and Position will be automatically updated for the staff member chosen. These details cannot be amended within this screen. If they are incorrect amend via the ‘Staff’ screen (see Section 2). Override Holidays: Some non-teaching staff may be contracted to work outside of term time hours (e.g. a caretaker that works all year round or a finance officer that works term time plus 2 weeks). Click the ‘Override Holidays’ box if the sickness claim relates to a staff member whose sickness absence is during non-term dates when they are contracted to work. By ticking this box holiday dates will not be discounted from the claim. Click ‘Yes’ to confirm you wish to override the holiday dates, or ‘No’ to cancel. Please Note: If the ‘Override Holidays’ function is used you must ensure that you do not claim for more than the additional non-term time working days, i.e. if a staff member works term time plus one week you should not claim more than 5 days during the current year.

Schools Finance




Claim Type: The claim will automatically default to “Non-Teaching” for all non-teaching staff. If the claim relates to a Higher Level Teaching Assistant please select the ‘HLTA’ rate from the drop down box to ensure the higher rate is claimed. Half Day: Place a tick in the ‘Half Day’ box (by clicking it) if you only wish to claim for a half day absence. Half day claims are paid at 50% of one full days’ rate (i.e. the FTE of the staff member is ignored). Please Note: A half day can only be claimed where the first and last of sickness are the same date, and will only receive a payment if Day 1 cover has been purchased. First Date of Sickness: Enter the first date of sickness for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date: Please Note: The calendar can be viewed for any of the date fields within the Claim Details screen by double-clicking the date field required. On opening, the calendar will default to the first of the current month. The first date of sickness must be a date from the current month only, i.e. no earlier than the first of the month and no later than the last day of the month. Last Date of Sickness: Enter the last date of sickness for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date. The last date of sickness must be a date from the current month only, i.e. no earlier than the first of the month and no later than the last day of the month. If a member of staff is absent for the last working day of the month the date entered should be the last calendar day of the month, regardless of whether that date is a weekend or school holiday. This is to ensure that the claim is carried forward into the next month with a ‘First Date of Unbroken Sickness’ (see below).

Highlight the required date and click ‘Select Date’ to enter it into the Claim Details screen. Click ‘Cancel’ to close the calendar without updating the Claim Details.

Schools Finance




First Date of Unbroken Sickness: Enter the first date of unbroken sickness for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date, if the period of sickness began in a previous month. Any claim made where the last date of sickness is the last calendar day of the month will automatically be rolled forward into the next month with a first date of unbroken sickness when the month end procedures are completed. The first date of unbroken sickness will be shown as either the first date of absence from the previous month or first date of unbroken sickness from the previous month. The first date of unbroken sickness can only be entered if it matches a First Date of Unbroken Sickness carried forward from a previous month. This date is not required when the claim being entered starts within the current month.

Date of Half Pay: Enter a date of half pay for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date. This date is usually 6 months after the first date of sickness. However, your Employee Services Contact should notify you of this date if it is required for a staff member on long-term sick leave. Any claim made after this date will be reduced by 50%.

Date of Frozen Pay: Enter a date of frozen pay for the current claim by either manually typing it into the field or double-clicking the field to view a calendar from which to select the date. This date is usually 12 months after the first date of sickness. However, your Employee Services Contact should notify you of this date if it is required for a staff member on long-term sick leave. Any claim made after this date will not receive a payment. The record should still be maintained within the Sickness Insurance Database for supported return to work purposes.

Days Payable: This figure will be automatically calculated based on the information entered onto the form. The number of days payable is calculated as the number of working days for the period stated (First Date of Sickness to Last Date of Sickness) less any Holiday Dates for the period stated and the days not covered by your contract, multiplied by the FTE for the selected staff member. For example, if a claim is made for the period 08 to 16 July 20XX, for a 1.00 FTE caretaker at a school with C1 Day 3 cover the days payable would be: (7 working days - 2 days not covered by the contract) X 1.00 = 5 days.

Schools Finance




Exit without Saving: Click this button at any time to cancel the current record. Save and Exit: Click this button when the full details for the current claim have been entered. The database will then validate the data entered. If any errors are found a message will appear stating the error to be resolved. The record cannot be saved until all issues stated are resolved. Amending a Claim To amend any previously entered claim details (current month only) double-click the required record within the Non-Teaching Claim Details list to view the details. Deleting a Claim To delete details from the current claim, highlight the required record within the Non-Teaching Claim Details list (Click once) and then click ‘Delete Record’.

Amend any details as required and then click ‘Save and Exit’.

Click ‘Yes’ to delete the record, or ‘No’ to cancel.

Schools Finance




Registering a Claim for a Prior Month All claims should be registered within the month in which they occur within the sickness insurance database. If you roll forward without entering a valid claim in a previous month please take the following steps. Enter a new record for the required staff member, remembering to select the actual first date of sickness from the previous month. All of the other details required for a valid moth claim must be entered (last date of sickness, staff name etc). Once the correct password has been entered the record will be saved, bypassing the first date of sickness validation. The last date of sickness can also be in a previous month but cannot be greater than the last day of the current month.

Click here once the details have been entered and you wish to enter the claim.

Please call your Finance Support Officer and quote the continuation code shown. Enter the password given here and click ‘OK’.

Schools Finance




Additional Notes: Half Days are paid at 50% of the full daily rate for the claim type regardless of the FTE of the selected staff member. Inset days cannot be claimed for via the Sickness Insurance Scheme. These are treated as holidays within the scheme. If a supply teacher covering sickness attends an inset day no payment will be made. Any ‘Supported Return to Work’ days are paid at the full daily rate for the claim type regardless of the FTE of the selected staff member. Teaching staff are paid at one full FTE for the first 5 days of sickness regardless of FTE. After these 5 days the amount claimed will be adjusted according to the FTE of the staff member. This rule only applies for Teaching Staff where Day 1 Cover has been purchased and does not apply to other types of insurance or non-teaching staff. For example, if a 0.20 FTE teacher is absent for 16 days the amount claimed would be 7.2 days: 5 days + (11 days X 0.20). If a staff member with more than one contract is absent, to claim the full entitlement you must ensure that each contract for which cover has been purchased is claimed for. For example, a staff member with a 0.9 FTE contract and a 0.1 FTE contract would have to be entered twice – once for each contract for the full period of absence. The database will calculate the required payout based on the FTE.

Schools Finance




The Sickness Insurance Claim Form From the Claim Summary screen click ‘Claim Form’ to view the form for the month currently viewed on screen. The Sickness Insurance Claim Form is divided into sections according to the type of claim that has been made (Teaching, Enhanced, Non-Teaching/Non-Teaching Special and HLTA), with a summary of the days payable and amount claimed for each type.

The details contained within the report will match those entered when registering claims. Claimable Days: This shows the number of days that are working days (i.e. not weekends or holidays) for the requested claim period. Payable Days: This shows the actual number of days that are payable after deducting the number of days that are not covered by your contract from the claimable days, multiplied by the staff members FTE: Day (1) cover – All working days can be claimed Day (3) cover – The first 2 working days are deducted

Day (6) cover – The first 5 working days are deducted Day (11) cover – The first 10 working days are deducted Day (21) cover – The first 20 working days are deducted

If the number of days payable shown within the Non-Teaching/HLTA section is shown with an asterix this denotes that the claim line includes

holiday dates (i.e. the Override Holidays option was selected). SRW: If this is ticked it denotes that the ‘Supported Return’ option was selected for the claim line.

Schools Finance




Authorisation:

The sickness insurance claim form will be printed automatically when you complete a Month End. The printed form should be signed by both the person who entered the claim details and an authorising officer (e.g. the headteacher). The signed forms must be kept at the school for audit purposes.

To close the Claim Form, select ‘Options’ within the toolbar and click ‘Close’. To print the Claim Form, select ‘Options’ within the toolbar and click ‘Print’.

Schools Finance


Section 4 – Month & Year End

Section 4 – Month & Year End Page 1 of 5

Month End - Submitting a Claim Sickness Insurance claims should be submitted for each calendar month even if no sickness absence has taken place. Sickness insurance claims should be submitted in line with the dates given within the ‘Schedule of Dates for Monthly Downloads’. Please refer to the ‘Download Schedule 20XX – XX’ listed on the Schools Finance website (http://efs.norfolk.gov.uk/a-z.htm). The month end process should only be carried out when all claims have been entered for the current period. From the Main Menu click ‘Submit Monthly Claim’. The month end procedures cannot be carried out if any records are held within the database without a ‘First Date of Sickness’ or ‘Last Date of Sickness’.

You must check your data for the current month and resolve any issues with the dates of sickness as the month end process cannot be completed until all issues are resolved. The sickness insurance claim will print and if the Month End is successful the following message will appear. Click ‘OK’. Once you have successfully rolled forward into the next period the Excel claim file required for processing at County Hall will be placed into the “Output Path” location (see Section 01), and then either the AnyComms Plus client or AnyComms Plus website will open for the file to be sent to county. The required file will be called XXXX-SIS-Month-Year.xls (where XXXX = School Location Code e.g. 9999-SIS-04-2019.xls).

Click ‘OK’.


Schools Finance




Re-Submitting Prior Claims If for any reason the upload file is not received at County Hall you will receive an email requesting that the file is sent again. To do this click the ‘Re-Submit Prior Claim’ button on the Main Menu.

Please Note: This option will only function for claims in the current financial year. If the claim relates to a prior year please contact your Finance Support Officer for assistance. If the file for the requested period cannot be found the following error message will appear: Click ‘OK’. If you have entered a prior period that has been rolled forward you will need to contact your Finance Support Officer for assistance. If the file for the requested period is located the following message will appear: Click ‘OK’. The system will copy the requested file to the location of the Output Path to be sent via AnyComms Plus.

Enter the period number required and click ‘OK’. Note: This is the financial period not the calendar month number (i.e. April = 1 not 4).

Schools Finance




Year-End The Year-End procedure is completed in exactly the same way as a normal month end roll forward. From the Main Menu click ‘Submit Monthly Claim’. The upload file will be produced and the sickness insurance claim form will be printed as per the normal month end procedures. Data Deletion: Any sickness absence claim made with the Last Date of Sickness registered as the 31st March (of the current year) will be rolled forward into the new financial year as per the normal month end process. Any other data relating to the current financial year will be deleted as part of the year end roll forward. Holiday Dates / Daily Rates Update: Whilst performing the March roll forward the system will attempt to download a file from the Schools Finance Website containing the holiday dates for the new financial year along with the new daily rates. If the file can be downloaded these details will be imported into the database. If the file could not be downloaded the following message will appear: Click ‘OK’. Please contact the Finance Systems Team to request the Year End Update file be emailed to your school. Once the file has been received it must be saved within the ‘Sickness_Insurance’ folder. When the file has been saved click “Ctrl + Shift + U” on your keyboard to manually run the update process. If an “Update Failed” message box appears please contact Accounting Software Support for further assistance.


Schools Finance




Contract Update: After the March claim has been created the contract details currently held by the system will be deleted and the contract form will open.

Select the new contract details that have been purchased for the new financial year. This can be found via SLA Online.

Schools Finance




Upgrading the Sickness Insurance Database Via Internet – To complete a manual upgrade of the Sickness Insurance Database select ‘Help’, then ‘Upgrade SIS’ from the ‘Options’ dropdown. An upgrade file will then be downloaded from the Internet and the Sickness Insurance Database will close down.

You must wait for the upgrade confirmation message before attempting to log back into the database. This process could take several minutes to complete. Click ‘OK’. The Sickness Insurance Database will then re-open.

Via AVCO – If the database finds an upgrade file within the Inputs Path location (see Section 1) the upgrade will take place automatically when a user logs in. The Sickness Insurance Database will then close down.

You must wait for the upgrade confirmation message before attempting to log back into the database. This process could take several minutes to complete. Click ‘OK’. The Sickness Insurance Database will then re-open.

Click ‘OK’.

Schools Finance


Appendix 1 – Installation Instructions

Appendix 1 – Installation Instructions Page 1 of 3

Sickness Insurance Database Installation

Double click the SicknessInsuranceScheme.exe file.

Click ‘Next’. The Sickness Insurance Database will default to install on “C:\Shared\Sickness_Insurance”, if you require the database to be installed to a different location please browse in the location by clicking the “Browse” button. Click ‘Next’.

Please Note: The directory must end with “\Sickness_Insurance” before clicking ‘Next’. If the database is not installed into a folder called ‘Sickness_Insurance’ the following message will appear when you log into the database and it will close:

Schools Finance




If you wish to ensure a shortcut is created to the installed file leave the tick in the ‘Create a desktop icon’ field. Remove the tick if you do not wish to create a shortcut. Click ‘Next’. Click ‘Install’ to begin the installation process. Click ‘Finish’. If the tick is left in the “Launch Sickness Insurance Scheme” field the database will then open immediately, remove the tick if you wish to complete the installation steps below at a later date.

Schools Finance




When the installation is complete a ‘Sickness Insurance’ shortcut will be placed on your desktop. Double click this shortcut to open the database.

Completing the Database Set-Up To complete the set-up of the Sickness Insurance Database please take the following steps:

• Log-in to the database (User Guide Section 1)

• Enter your school details (User Guide Section 1)

• Import or create your Staff Details (User Guide Section 2)

• Enter your contract details (User Guide Section 1)

• If the starting period is not Period 1 (April) you will need to roll forward until you reach the required period.

Once you have completed the above steps you can begin registering sickness records within the database.

SICKNESS INSURANCE DATABASE - Norfolk · claimed for one full days sickness absence, i.e.: i f a...

Documents

Transcript of SICKNESS INSURANCE DATABASE - Norfolk · claimed for one full days sickness absence, i.e.: i f a...