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Guidance for submitting payroll instructions during periods of school closure

During this period of enforced school closures, we appreciate schools’ staff may be working remotely and not have access to the SAP Portal. In view of this, we have obtained approval from the HCC Audit team to accept instructions via e-mail to make key changes to the payroll.


Schools will notice that the dates of the various payroll deadlines set out in the timetable have been brought forward by one or two days.

The change is necessary to accommodate the introduction of a Pre-payroll report which will be made available to schools prior to the final payrun each month to allow an initial check to be carried out and adjustments made where significant under or overpayments of salary are identified.

The aim is to reduce the level of emergency payments required each month and also the number of overpayments, ensuring employees pay is correct on each payday.

In order to allow a window for schools to check the Report and for the HR/Payroll team to apply changes to the payroll before the final payrun it has been necessary to move the payroll deadlines forward slightly.

Further information, including a detailed User Guide, will be made available once the report ‘goes live’.

Schools and Academies Payroll Timetable 2020-21
Paperwork Deadline

Final deadline for receipt at County Hall for Starters, Leavers, Transfers, Contract Changes, Timesheets and Expenses.

Electronic Data Deadline

Electronic Timesheet deadlines are those specified above in the Electronic data deadline column.

Informaton on the remote time sheet can be found at:

Financial Year End

Notification of Payroll Changes – Year End
Notifying the Payroll and HR Transactions Team of changes that affect Payroll before the HR Deadline is very important as failure to do so leads to over and under payments.

As we approach the end of the Financial Year it becomes even more imperative that your employees data up to date.

Please therefore make us aware immediately (unless already actioned) any of the following:-
• Resignations – please complete a Leaver action via the SAP portal to record all Leavers from your school as soon as you are made aware.
• Long Term Absences – all long term absences should also be brought up to date for any individual who may be approaching half or nil pay to remove the risk of any overpayments.
• Reduction in Hours – Payroll must also be informed if any individual is reducing their hours.

As the Schools Financial Year closes at the end of the month, can you please ensure that Payroll are informed by the key payroll dates: March 2019 – Monday 11th March