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Claims using SIMS
- Claims Preparation via SIMS System
On average payroll receives 3500 claims via the claims preparation system each month from LA schools. Around 33% of these claims error at validation stage due to mismatches in information held between school records and payroll’s system.
Whilst some mismatches in information between systems can be attributed to timing, for example – the delay between submissions and processing of a contractual change form / starters form for an admin staff member. The majority of errors can be resolved via closer collaboration between Schools and payroll to ensure that records held on both systems match.
- Guidance for Schools
Check termly Schools Information Report (Available via SecureNET)
To assist LA schools in checking that the contractual details of teaching and support staff held on their personnel system matches with payroll records. A termly ‘Schools Information Report’ is sent (via SecureNet).
A communication will be sent via DCC’s Schools Communication web page to notify that the report is available.
This report should be used to ensure the following personal information is correct:
National Insurance (NI) Number
Date of Birth
Please ensure that this information is entered correctly – if unsure, please clarify with the employee prior to submission of claim.
- NJC School Support/Admin Staff
Below are the main claims preparation errors experienced by payroll and measures schools can take to minimise these errors and resulting emails sent by payroll to resolve.
Scale point on assignment differs from claim entered.
Schools can use the schools information listing to check that contracts and assignment numbers match with those reported by payroll.
If a school fails to set up increment awards for NJC staff (awarded each April or later if new starter) the personnel system will not always match the information held by payroll. If a claim is submitted via claims preparation and the NJC scale point does not match the claim will error.
Allocated assignment has no Spine Point or No matching assignment record found on payroll
These errors occur when a school uploads casual claims against a contracted assignment or an additional hours claim against a casual record.
If a staff member completes work outside of range of normal duties e.g. cover for TA, MTA etc, then a PRISM 1C should be completed or claim be submitted under an employees casual record. Please ensure casual claims are submitted against casual records. If a school is unsure, please contact firstname.lastname@example.org to check to avoid further errors.
Please ensure that the correct claim type is selected when entering NJC claims (i.e. casual or additional hours).
- Supply Teachers
No matching assignment record found on payroll
This error occurs if a school attempts to upload a supply claim against a contracted teaching assignment. Schools should ensure that any supply claim is uploaded against a known supply record. If the school is unsure whether a teacher has an active supply record or which assignment number to use, please contact payroll to confirm.
If you are awarding a supply teacher an increment, as well as updating your claims preparation system, you must also inform payroll to increase this supply contract. Please submit a PRISM 3T.
If a supply teacher is new to your school please complete a PRISM 1S on the first day worked.