EduPay Welcome Email

Dear all

As part of the Trust strategy to support staff and make efficiencies through technology, we will be moving our payroll provider from Gloucestershire County Council to a company called Orovia Education. This change will be in place for the August pay period.

In conjunction with the payroll system, the Trust will use an HR system called Edupay. This will be where all staff details will be stored.

Please read to the end of this email as it contains important information regarding the system.

What is staying the same?

All employees will continue to be paid by SAND Academies Trust.
There will be no change to the base salaries paid or any agreed additional payments.
Pay date will remain the 30^th of the month, or closest day.

What is changing?

Staff will have access to their own employee portal and app, making engagement more efficient.
Staff will now receive payslips through an employee portal via Edupay.
A link will be sent via work email addresses to all employees allowing them to set up their account - (no-reply@edupay.academy). This is where your August pay slip will appear.
All employees will be required to use their work email addresses for this account – this can be changed when employees leave SAND.
You will still be able to access historical payslips/P60’s via your current account with GCC, but all future payroll information will be stored in your employee portal. (there will be an overlap of April, May, June and July payslips being in both portals)
The app can be downloaded onto your personal devices if you choose to do so. You will need your log in details to access your information in the app.
Your payslip will be clearer to understand
All payroll queries will be dealt with by Orovia payroll bureau via SAND HR.
New payroll and personnel numbers will be issued to each employee for each contract held.
Through the employee portal all staff will be able to update their personal details, such as address and bank details.

Please note if you make any changes to your details, please ensure they are correct as this is the information the Trust will use for communication and pay, and will not be held responsible for any errors made by individuals updating their own data.

If you are unable to update your own data, please email HR with the required amends and they will update your details.

Future Advances – these will be implemented over time, working with schools to ensure all staff are aware of, and have training for the changes.

Claim forms/expenses –the system will allow staff to submit claim forms and expenses via their employee portal removing the need for paper forms. These claims will still need to be authorised by line managers.
Sickness – staff will be able to view their own sickness records.
Absence – make requests for leave – these will still go through an authorisation process.
Return to work forms – can be populated via the system.
Future income projections – staff will be able to view future income, and change scenarios to help with income budgeting (e.g. Maternity/paternity leave)
Document store – Trust wide/school specific communication can be sent to staff

Your employee portal will show the following options.

Please note that the following tabs are not to be used until further notice - any information entered into these tabs will not be recognised or actioned:

My Timesheets
Expenses
Calendar

Regards

Lynn

Lynn Campbell-Davies

Operations Director

C/O The Milestone School, Longford Lane, Gloucester, GL2 9EU

01452 923740