Payroll


This section will provide guidance to medical staffing/payroll colleagues in Placement Boards on NES payroll.

If you need to contact NES payroll, please email Gov.Op@nes.scot.nhs.uk.

Please ask NES trainees to contact the NES payroll team by going to: https://nesdigital.atlassian.net/servicedesk/customer/portals.

Please note that the first time you submit a query through this helpdesk you will need to self-register with JIRA using your NHS email address (personal email accounts should NOT be used).

If they need to update their bank details, send a P45 or a pension form - these should be emailed to nss.payrollsupport-nes@nhs.scot.

We would be really grateful if you could ensure that all payroll information for NES trainees (GPSTs and National Programme trainees) are sent to the mailboxes noted below.

The following forms should be sent to Gov.op@nes.scot.nhs.uk:

  • Notification of change
  • Expense claims
  • Absence/leave notifications (if not using SSTS)
  • Additional hours
  • Excess travel

The following information can be sent directly to NSS payroll at nss.payrollsupport-nes@nhs.scot:

  • SPPA opt out forms
  • P45s
  • Trainee change of bank details (trainees can email directly)

What are the NES payroll deadlines?

 

Month

Turas People to Payroll

Expenses Submission

Date of Payment

Apr-22

14/04/2022

15/04/2022

28/04/2022

May-22

12/05/2022

13/05/2022

26/05/2022

Jun-22

16/06/2022

17/06/2022

30/06/2022

Jul-22

14/07/2022

15/07/2022

28/07/2022

Aug-22

11/08/2022

12/08/2022

25/08/2022

Sep-22

15/09/2022

16/09/2022

29/09/2022

Oct-22

13/10/2022

14/10/2022

27/10/2022

Nov-22

10/11/2022

11/11/2022

24/11/2022

Dec-22

TBC

TBC

TBC

Jan-23

12/01/2023

13/01/2023

26/01/2023

Feb-23

09/02/2023

10/02/2023

23/02/2023

Mar-23

16/03/2023

17/03/2023

30/03/2023

 

A full list of financial codes for GPSTs and National Programme trainees employed by NES can be found here.

Authorisation and Checking Process

NES trainees in Hospital must send their completed forms with receipts to their Placement Board for approval.

Placement Boards should approve relocation claims for trainees in hospital using the NES policies.  The guidance can be found on the NHS Circular: PCS(DD)2010/8 which is held on the Turas Hub here. This circular is to be used until the National Relocation Policy is available.

Once the claim has been approved these can be emailed to the NES Finance mailbox:  Gov.op@nes.scot.nhs.uk from an agreed placement board email box.  NES will process these claims and recharge the Placement Board.

Placement Board

  • Check the correct form has been filled in –
    • HOMEOWNER is for a trainee who PREVIOUSLY owned their home before moving. This is capped at £8,000.00
    • NON – HOMEOWNER is for a trainee who DID NOT PREVIOUSLY own their home before moving regardless of if they have now bought a house. This is capped at £1,000.00 
  • Make sure that the appropriate receipts and back up paper work exist to support the claim.
  • Put amounts due to claimant in the ‘For Office Use’ column.
  • Make sure that the amount claimed is less than the capped value, if it is not cap it depending on if they are homeowner or non-homeowner
  • The Placement Board should complete the ‘To be completed by Placement Board’ Box at the bottom of the front page.
  • The Placement Board should send all expenses claims from the GP Trainees checked and approved by the Placement Board and then e-mailed to Gov.Op@nes.scot.nhs.uk   NES will accept submission from a pre-agreed e-mail account as having been checked and authorised therefore no further authorisation will take place.

Employment Board - NES

NES will accept expenses claims as being already checked and authorised by an appropriate individual within the Placement Board.

A crib sheet to help colleagues in placement Boards process NES trainees relocation requests can be found here.