Starters, Movers and Leavers proce

Starters, Movers and Leavers process

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Starters, Movers and Leavers

Welcome to the Starters, Movers and Leavers guide for Wokingham Borough Council.As a line manager, you'll need to use BWO and the IT Service Portal to update information about your team members. This includes:

• Creating a new post
• Recruiting
• Agency workers
• Making changes to posts
• Making changes to employee's details
• Leavers

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Starters, Movers and Leavers

Welcome to the Starters, Movers and Leavers guide for Wokingham Borough Council.As a line manager, you'll need to use BWO and the IT Service Portal to update information about your team members. This includes:

Agency workers

Leavers

Movers

Starters

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What is the process you are looking to follow?

Mover or position change

New starter

Leaver

Has the role been set up on BWO?

Yes

Back a step

No

What details need changing?

Position

Back a step

Employee

Is the role being filled with an agency worker?

Yes

Back a step

No

Appointing

BWO Once you have completed your interviews and made a job offer that has been accepted, and advised all unsuccessful candidates of the outcome, you will need to complete an appointment form on BWO. This form needs to be completed for all new staff, except agency workers. You will need to put the date you want your new starter to begin employment; you need to ensure this date is realistic and as accurate as possible, allowing time for all the relevant checks to be completed. The estimated time scale for this is an average of 20 working days. IT Service Portal Remember to use the IT Service Portal to have IT equipment ready for your new starter.

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AGENCY WORKERs

BWO You must have a BWO post number to quote against your agency placement. Please do not contact Matrix for this number. If you do not have one, then please request this via the Forms menu on BWO. For all roles, you will need to consider whether it will be outside or inside IR35 (i.e. subject to tax and NI deductions at source). If you believe the role is outside of IR35 you will need to complete the HMRC online assessment tool and save the record for future use. If you have any difficulties using the online assessment tool or if you are not sure the rules apply, you can contact HMRC who can assist you with determining the status.

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Creating a new post

Line Managers need to use the ‘New Post Form’ on BWO to create the post. This is accessed through ‘Forms’ > ‘New Post Form’. Top Tips to Remember

• Ensure you have approval from the budget holder before submitting the request.
• Make a note of the New Post Form number.
• Be sure to include any extra information or clauses needed for the post such as DBS checks, SWE or HCPC requirements, Frequent Business Travel etc...
• The Position Start Date should be the date you submit the New Post Form.
• Please ensure all information such as FTE, Grade and Cost Centre are completed correctly.

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Position changes

BWOThe Position Change Form on BWO can make changes to cost centres, market supplements, team, line managers and other establishment changes to a single post or groups of posts. Please make sure there is budget available for the change you want to make and ensure you have consulted the budget manager prior to proceeding. You should consult with the affected colleague/s and budget manager before making any changes. They could be contacted directly by the administrator regarding this change. IT Service Portal Complete the 'Movers form' on the portal to advise of team changes.

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Employee changes

When making a change to a colleague’s employment such as working hours, working pattern, wages, pay grade, position or contract, you will need to submit an Employee Change Form. This is done via BWO. Once submitted a member of the HR team or Employee Services team will review and action your request. Top Tips to Remember

• Make a note of the Employee Change Form number.
• The employee should be advised of these changes.
• Absence and change forms need to be approved by the 13th to be processed in that month's payroll.
• The line manager is connected to the post, not the employee, so to make a line management change, submit a Position Change Form as shown below.

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Leavers

You will need to register an employee's resignation on BWO. This will take you to your employee section, you will need to go to the tab along the top called 'leavers' to process your leavers request. Top Tips to Remember

• Ensure the correct leaving date is entered into the Leaver's form
• Record any outstanding balance
• If an agreed reference is to be put on file, please tick the relevant box

IT You will then need complete an IT Leaver Request on the IT Service Portal.

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Agency workers

Agency workers are not WBC employees, but are paid by a recruitment agency. The workers are generally supplied at an agreed hourly rate which includes the worker’s PAYE rate and the agency supply fee. You would normally recruit an agency worker to provide up to 90 days’ cover. You may choose to use an agency worker to help with a temporary increase in workload or to cover for a colleague who is absent due to long-term sickness.

New starters

Congratulations on growing your team!

When recruiting, you need to make sure the Post is added to BWO. Once a suitable candidate has been interviewed and a conditional offer made, you will need to add their details to BWO. You'll also need to use the IT Service Portal to organise their IT equipment. There is a different process for Agency workers.

Movers

You'll need to use BWO to update of any changes to a colleague’s employment such as working hours, working pattern, wages, paygrade, position or contract. If an employee is changing teams, the new line manager will need to complete the Movers form on the IT service portal.

Leavers

Recording who is leaving will save you money

When a member of your team leaves, you'll need to complete the Leavers form on BWO. We'll need to collect their IT equipment, so completing the Leavers form on the Service Portal will save you money on your budget. We'll also need to revoke their access to our internal systems.For Social Workers, we have a statutory duty to know where they are moving to.