Article 30 Processes

The NSSO approach to Article 30 of the GDPR ::

Article 30 of the GDPR requires both controllers and processors to keep a ‘Record of Processing Activities’ (ROPA) under their responsibility. Different obligations apply to processors (see Article 30(2)) than on controllers. Most of the NSSO’s requirements in this area, both as a processor on behalf of clients and as a controller in its own right, are met through the Data Processing Agreements we have signed with our clients and are outlined in the section dealing with ROPAs in our Data Protection Policy.

While the obligation is keep a record of ‘categories of processing activities’, the NSSO has decided to publish a list of the processing it carries out on behalf of controllers. Most of the processes feature a link to a .pdf outlining the steps involved in the process. We feel this provides a superior level of transparency to our controller clients. It also ties in with the list of processes our clients have authorised the NSSO to carry out on their behalf through Annex 2 of their DPAs.

List of processes in Annex 2 of the Data Protection Agreement

No# Process Name :: 0000 – 0999 Last Updated Section Status
NSSO Administration Processes :: 0000 – 0999
Data & Quality Compliance
Full NSSO Data Protection Policy Master Doc 11/11/2020 DPO Complete
Full NSSO Sample PSB Data Protection Agreement Nov 2019 DPO Complete
0000 NSSO Client Breach Reporting Process 8/11/2019 IGT / DPO Complete
0001 Subject Access Request (SAR) – from Client PSBs 26/4/2019 IGT / DPO Complete
0002 NSSO SAR policy  – Internal requests 11/10/2019 IGT / DPO Complete
0003 NSSO Interactive Voice Recording (IVR) Policy 1/7/2019 IGT / DPO Complete
0004 NSSO CCTV Policy 1/7/2019 IGT / DPO Complete
0005 NSSO Clean Desk Policy 6/5/2021 IGT / DPO Complete
Old NSSO Clean Desk Policy 18/5/2019 IGT / DPO Complete
0006 NSSO Unauthorised Disclosure and Offences Policy 1/7/2019 IGT / DPO Complete
0007 Staff Photographic Identification & Photo Policy 31/3/2021 IGT / DPO Complete
Old Staff Photographic Id & Photo Policy 4/7/2019 DPO Complete
0008 Website Data Collection & Cookie Policy 14/8/2020 IGT / DPO Complete
0009 NSSO Third Party Release Policy 1/4/2020 IGT /DPO Complete
0010 NSSO FOI – from Client PSBs 26/4/2019 Comms/DPO Complete
NSSO Assisted Decisions / ‘On Behalf Of’ 4/1/2021 DPO Draft
NSSO Deceased persons 6/5/2021 DPO Draft
Comparison Audit
0031 Comparison Audit Process 1.0 Start Audit Process 15/07/2019 Comp Audit Complete
0032 Comparison Audit Process 2.0 Investigations 15/07/2019 Comp Audit Complete
0033 Comparison Audit Process 3.0 Corrections 15/07/2019 Comp Audit Complete
0034 Comparison Audit Process 4.0 Close Audit 15/07/2019 Comp Audit Complete
Quality Management
0071 Absence Audit Trail Reports 11/07/2019 Quality Mgmt Complete
0072 Perform Quality Checks 11/07/2019 Quality Mgmt Complete
0073 Prepare Weekly Quality Sample 11/07/2019 Quality Mgmt Complete
Reporting
0101 Issuing standard scheduled reports for all Departments 28/11/2019 Reporting Complete
0102 Providing data on request for FOI queries 28/11/2019 Reporting Complete
0103 Issuing Daily Dashboard and Pro Group internally throughout HRSS. 28/11/2019 Reporting Complete
0104 Issuing ad-hoc reports for individual HRs based on CMS cases 28/11/2019 Reporting Complete
0105 Checking and uploading reports for HRSS teams. 28/11/2019 Reporting Complete
Service Management – ESMA and Client relationship
0201 Contact Matrix 23/07/2019 Service Mgmt
0202 HR Databank Requests 23/07/2019 Service Mgmt
0203 Customer Complaints – Informal 23/07/2019 Service Mgmt
0204 Customer Complaints – Stage 1 – Investigation 23/07/2019 Service Mgmt
0205 Officer Complaint – Formal – Stage 2 – Review 23/07/2019 Service Mgmt
0206 Customer Complaint – Formal – Stage 3 – Appeal 23/07/2019 Service Mgmt
0207 Irish Cases 23/07/2019 Service Mgmt
0208 Meeting Facilitation – Actions 23/07/2019 Service Mgmt
0209 Meeting Facilitation – Conference Call 23/07/2019 Service Mgmt
0210 Meeting Facilitation – Face-to-Face 23/07/2019 Service Mgmt
0211 Portal Governance Service Mgmt Under Review
0212 Service Issues – Issue Logs 23/07/2019 Service Mgmt
0213 Service Issues – Queries 23/07/2019 Service Mgmt
Service Management – Pay Shared Services
0221 Calls to Helpdesk :: Managing Calls to the PSS Helpdesk 1/1/2019 PSSC
0222 Written Correspondence :: Processing written correspondence received 1/1/2019 PSSC
0223 Managing Emails :: Processing emails received to the PSS Helpdesk 1/1/2019 PSSC
0224 Emails to Customer Complaints Mailbox :: Processing emails received to the PSS Customer Complaints Mailbox 1/1/2019 PSSC
No# Process Name :: 1000 – 1999 Last Updated Section Status
HRSS Processes on behalf of a PSB :: 1000 – 1999
Staff Set Up process
Organisation Structure (OSM) – New hires, grade relationships)
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
HR Information System – (HRMS system set-up)
1041 Unlock HRMS Account 15/07/2019 HRIS Complete
1042 Reporting Server Access 15/07/2019 HRIS Complete
1043 Removing User Access 15/07/2019 HRIS Complete
1044 Remove LHR Admin Access 15/07/2019 HRIS Complete
1045 Redirect eForm 11/07/2019 HRIS Complete
1046 Password Reset 15/07/2019 HRIS Complete
1047 New MSS User (HRMS) 15/07/2019 HRIS Complete
1048 New ESS User (HRMS) 11/07/2019 HRIS Complete
1049 Unlock DMS Comparison Audit Account 15/07/2019 HRIS Complete
1050 New Vendor 15/07/2019 HRIS Complete
1051 Managers Tab request 15/07/2019 HRIS Complete
1052 HR Databank 15/07/2019 HRIS Complete
1053 Additional Access HRSS 11/07/2019 HRIS Complete
1054 Adding LHR Access 15/07/2019 HRIS Complete
E-Probation
1071 Archive Form 10/1/2020 E-Probation Complete
1072 Re-assign Form 10/1/2020 E-Probation Complete
1073 Re-start Stage 1/1/2019 E-Probation Complete
1074 Terminate Form 1/1/2019 E-Probation Complete
E-PMDS
1081 Archive and Restart 10/1/2020 E-PMDS Complete
1082 Deactivate User Form 10/1/2020 E-PMDS Complete
1083 Deactivate User Profile 10/1/2020 E-PMDS Complete
1084 Early Release of PMDS stage 15/7/2020 E-PMDS Complete
1085 End-Year Review Template Upload 16/7/2020 E-PMDS Complete
1086 Internal Review 15/7/2020 E-PMDS Complete
1087 Reassign manager 15/7/2020 E-PMDS Complete
1088 Reactivate User Form 15/7/2020 E-PMDS Complete
1089 Reactivate User Profile 15/7/2020 E-PMDS Complete
1090 Remote Worker Upload 10/1/2020 E-PMDS Complete
HR related Pay processes
Pay Team
1101 Acting Up Allowances (Higher Duties) 25/7/2019 Pay Team Complete
1102 Ad hoc Forms 25/7/2019 Pay Team Complete
1103 Ad Hoc Payments 26/7/2019 Pay Team Complete
1104 Allowances (Non Higher Duties) 25/7/2019 Pay Team Complete
1105 Assignment to Higher Scales 25/7/2019 Pay Team Complete
1106 Career Break 25/7/2019 Pay Team Complete
1107 Carer’s Leave 18/7/2019 Pay Team Complete
1108 Children’s Allowance 25/7/2019 Pay Team Complete
1109 Contract Extensions 25/7/2019 Pay Team Complete
1110 Data Clean Up 25/7/2019 Pay Team Complete
1111 Retention Past retirement Age 25/7/2019 Pay Team Complete
1112 LRA 25/7/2019 Pay Team Complete
1113 New Hire 25/7/2019 Pay Team Complete
1114 Purchase of (Pensionable) Service 25/7/2019 Pay Team Complete
1115 Severance and Redundancy Payments 25/7/2019 Pay Team Complete
1116 Transfer (non promotion) 25/7/2019 Pay Team Complete
1117 Incremental Credit 25/7/2019 Pay Team Complete
1118 Paid for (managed) Attendance (PFA) 26/7/2019 Pay Team Complete
1119 Paid Maternity/Paternity Leave 25/7/2019 Pay Team Complete
1120 Pay Rate Changes 25/7/2019 Pay Team Complete
1121 Payroll Removal 25/7/2019 Pay Team Complete
1122 PPSN Change 25/7/2019 Pay Team Complete
1123 Promotions 26/7/2019 Pay Team Complete
1124 Purchase of (Pensionable) Service (merged with 1114) Deleted Pay Team Merged
1125 Refunds upon exit from the Civil Service 25/7/2019 Pay Team Complete
1126 Secondments to another body 25/7/2019 Pay Team Complete
1127 Shorter Working Year 25/7/2019 Pay Team Complete
1128 Substitute Workers 25/7/2019 Pay Team Complete
1129 Transfer on promotion 25/7/2019 Pay Team Complete
1130 Unpaid Maternity/Domestic/Parental/Special Leave 25/7/2019 Pay Team Complete
1131 Workshare Pattern Change 25/7/2019 Pay Team Complete
1132 Payment in Lieu (Bank Holiday) 25/7/2019 Pay Team Complete
Increment
1161 Travel Pass 1/1/2019 Increments Complete
1162 Cycle to Work 1/1/2019 Increments Complete
1163 Manage and Administer Increments 1/1/2019 Increments Complete
1164 VDU Scheme 1/1/2019 Increments Complete
Recoupments
1181 Delayed Pay Adjustment 15/07/2019 Recoupments Complete
1182 No Overpayment 15/07/2019 Recoupments Complete
1183 Off Pay 15/07/2019 Recoupments Complete
1184 Standard Recoupment 15/07/2019 Recoupments Complete
Attendance related processes
Absence Management – Sick Leave, Temporary Rehabilitation Remuneration
1201 Processing Certified Sick Leave Cases 12/07/2019 Absence Team Complete
1202 Processing Social Welfare MC Forms Deleted Absence Team no longer used
1203 Processing Uncertified Sick Leave Cases 12/07/2019 Absence Team Complete
1204 Exceeding 7 Day Uncertified Sick Leave 12/07/2019 Absence Team Complete
1205 Processing Medical Certs 12/07/2019 Absence Team Complete
1206 Monitor and Manage Long-Term Sick Absences 12/07/2019 Absence Team Complete
1207 Missing Medical Certificates 12/07/2019 Absence Team Complete
1208 TRR Process 12/07/2019 Absence Team Complete
1209 TRR Estimate Process 12/07/2019 Absence Team Complete
1210 Contact with DEASP Illness Benefit Deleted Absence Team no longer used
1211 Discounting of Absences 12/07/2019 Absence Team Complete
1212 Manual Absence Forms 12/06/2020 Absence Team Complete
1213 Returning Unacceptable Med Certs 12/07/2019 Absence Team Complete
1214 Special Leave Unpaid – Unpaid Unauthorised Absence (SPU-UUA) 12/07/2019 Absence Team Complete
1215 CMO Referral 12/07/2019 Absence Team Complete
1216 Outstanding Documentation Absence Team Outstanding
Annual Leave
1231 Checking Leave Entitlement 05/09/2019 Leave Team Complete
1232 Recording Annual Leave 05/09/2019 Leave Team Complete
1233 Annual Leave – Carry Over 09/09/2019 Leave Team Complete
1234 Cancelling Annual Leave 05/09/2019 Leave Team Complete
1235 Additional Annual Leave 05/09/2019 Leave Team Complete
1236 Anticipated Annual Leave 05/09/2019 Leave Team Complete
1237 Calculate Annual Leve for Acting Up 05/09/2019 Leave Team Complete
1238 Calculate annual Leave for Exit 05/09/2019 Leave Team Complete
1239 Calculate annual Leave for Hire 05/09/2019 Leave Team Complete
1240 Calculate Annual Leave for Overtime 05/09/2019 Leave Team Complete
1241 Calculate Annual Leave for Promotion 05/09/2019 Leave Team Complete
1242 Calculate Annual Leave for Secondment 05/09/2019 Leave Team Complete
1243 Calculate Annual Leave for temp CO 05/09/2019 Leave Team Complete
1244 Calculate Annual Leave for Unpaid Leave 24/07/2019 Leave Team Complete
1245 Calculate Annual Leave for unpaid leave (merged with 1244) Deleted Leave Team Merged
1246 Calculate annual Leave for TRR-UUA 05/09/2019 Leave Team Complete
1247 Change of Leave Year 05/09/2019 Leave Team Complete
1248 Offset Annual Leave for Flexi 05/09/2019 Leave Team Complete
1249 Offset Annual Leave for Overpayment 05/09/2019 Leave Team Complete
Family & Carers Related Leave Processes
1271 Marriage Leave 05/09/2019 Leave Team Complete
1272 Ante and Post Natal Classes 05/09/2019 Leave Team Complete
1273 Maternity Leave 03/08/2019 Leave Team Complete
1274 Paternity Leave 03/08/2019 Leave Team Complete
1275 Parental Leave 05/09/2019 Leave Team Complete
1276 Unpaid Maternity Leave 05/09/2019 Leave Team Complete
1277 Maternity Leave Credits 05/09/2019 Leave Team Complete
1278 Add Dependant for Parental Leave 05/09/2019 Leave Team Complete
1279 Cancel Parental Leave 05/09/2019 Leave Team Complete
1280 Change Parental Leave 05/09/2019 Leave Team Complete
1281 Adoptive Leave 05/09/2019 Leave Team Complete
1282 Paid Additional Maternity leave 25/07/2019 Leave Team Complete
1283 Postponement of Parental Leave 05/09/2019 Leave Team Complete
1284 Recalculate Parental Leave for workshare 05/09/2019 Leave Team Complete
1285 Change Dates of Paternity Leave 05/09/2019 Leave Team Complete
1286 Parental Leave Transfer 05/09/2019 Leave Team Complete
1287 Unpaid Adoptive Leave 05/09/2019 Leave Team Complete
1288 Increase the Age Limit for Dependant 05/09/2019 Leave Team Complete
1289 Accompany Spouse Abroad 09/09/2019 Leave Team Complete
1290 Extend Accompany a Spouse Abroad Leave 05/09/2019 Leave Team Complete
1291 Return from Accompany a Souse Abroad Leave 05/09/2019 Leave Team Complete
1301 Carer’s Leave 05/09/2019 Leave Team Complete
1302 Extension of Carer’s Leave 30/07/2019 Leave Team Complete
1303 Early Return fro Carer’s leave 05/09/2019 Leave Team Complete
1304 Extension of Carer’s Leave (merged with 1302) Deleted Leave Team Merged
1305 Parent’s Leave (1/11/19 – Parent’s Leave Act) 25/11/2019 Leave Team Complete
Unpaid Leave
1331 Career Break 05/09/2019 Leave Team Complete
1332 Return from Career Break 05/09/2019 Leave Team Complete
1333 Extend Career Break 05/09/2019 Leave Team Complete
1334 Domestic or Unpaid Special Leave 05/09/2019 Leave Team Complete
1335 Cancel Paid Special Leave 05/09/2019 Leave Team Complete
1336 Cancel unpaid Special Leave 05/09/2019 Leave Team Complete
1337 Family Illness 05/09/2019 Leave Team Complete
1338 Bereavement Leave 05/09/2019 Leave Team Complete
1339 Force Majeure 05/09/2019 Leave Team Complete
1340 Hardship Leave 05/09/2019 Leave Team Complete
Optional Working Patterns
1351 Workshare 05/09/2019 Leave Team Complete
1352 Shorter Working year 09/09/2019 Leave Team Complete
1353 Cancel Shorter Working Year 05/09/2019 Leave Team Complete
1354 Change Shorter Working Year 05/09/2019 Leave Team Complete
1355 SWY End of Year Project 05/09/2019 Leave Team Complete
Misc Leave Processes
1361 Study or Exam Leave 05/09/2019 Leave Team Complete
1362 Interview Leave 05/09/2019 Leave Team Complete
1363 Jury Service 05/09/2019 Leave Team Complete
1364 Witness in Court Leave 05/09/2019 Leave Team Complete
1365 Work in EU Leave 05/05/2019 Leave Team Complete
1366 Extend Work with EU Leave 05/09/2019 Leave Team Complete
1367 Return from Work in EU Leave 05/09/2019 Leave Team Complete
1368 Commence Managed Attendance Processes 05/09/2019 Leave Team Complete
1369 Managed Attendance Maintaining Option 1 05/09/2019 Leave Team Complete
1370 Managed Attendance Maintaining Option 2 05/09/2019 Leave Team Complete
1371 Ending Managed Attendance 05/09/2019 Leave Team Complete
1372 Charitable Organisation Leave 05/09/2019 Leave Team Complete
1373 Emergency Services Leave 05/09/2019 Leave Team Complete
1374 Living Kidney Donor Leave 05/09/2019 Leave Team Complete
1375 Reserved Defence Forces Leave 05/09/2019 Leave Team Complete
1376 Civil Defence Leave 05/09/2019 Leave Team Complete
1377 Represent Ireland in Sport Leave 05/09/2019 Leave Team Complete
1378 Union Business Leave 05/09/2019 Leave Team Complete
Leaving/Exiting related processes
Exits
1401 Death in Service 19/07/2019 Exits Complete
1402 Dismissal 18/07/2019 Exits Complete
1403 Resignation/End of contract – PSSC 19/07/2019 Exits Complete
1404 Voluntary Exit Retirement – PSSC 19/07/2019 Exits Complete
Retirements and Resignations
1431 Administer Committee Case (Ward of Court) 24/07/2019 Retire & Resign Complete
1432 Issue Pension Estimate 24/07/2019 Retire & Resign Complete
1433 Calculate and Payment of Death/Preserved Death Gratuity 24/07/2019 Retire & Resign Complete
1434 Pension revision 24/07/2019 Retire & Resign Complete
1435 Pensions Calculations for Spouse, Civil Partners & Children’s Pensions 24/07/2019 Retire & Resign Complete
1436 Pensions Calculations for Ill Health and Short Service Gratuity 24/07/2019 Retire & Resign Complete
1437 Receive Information on Spouse, Civil Partners & Children’s Pensions 24/07/2019 Retire & Resign Complete
1438 Receive Information on Death in Service 24/07/2019 Retire & Resign Complete
1439 Access the Pension Service System 24/07/2019 Retire & Resign Complete
1440 Receive Request regarding Shortfall of Contributions to Spouse & Children’s 24/07/2019 Retire & Resign Complete
1441 Administer Court Served Pension Adjustment Order 24/07/2019 Retire & Resign Complete
1442 Administer Draft Pension Adjustment Order 24/07/2019 Retire & Resign Complete
1443 Administer Family Law cases 24/07/2019 Retire & Resign Complete
1444 Administer Notice to Trustees 24/07/2019 Retire & Resign Complete
1445 Calculate, inform and update retirement details 24/07/2019 Retire & Resign Complete
1446 Check Pension Details on Internal Transfer/Secondment 24/07/2019 Retire & Resign Complete
1447 Employee Decision regarding Purchase of Service 24/07/2019 Retire & Resign Complete
1448 Inform & Update info on Contributions Owed 24/07/2019 Retire & Resign Complete
1449 Inform & Update Marriage Gratuity 24/07/2019 Retire & Resign Complete
1450 Inform & Update Purchase of Service Details 24/07/2019 Retire & Resign Complete
1451 Receive Information on Retirement 24/07/2019 Retire & Resign Complete
1452 Receive Pension Scheme Info for External Transfer/Secondment 24/07/2019 Retire & Resign Complete
1453 Request regarding repaying marriage Gratuity for Employees 24/07/2019 Retire & Resign Complete
1454 Receive Request regarding Purchase of Service for Employee 24/07/2019 Retire & Resign Complete
1455 Receive the Pension Schemes Info on New Hire/Re Hire 24/07/2019 Retire & Resign Complete
1456 Update HRMS 24/07/2019 Retire & Resign Complete
1457 Update Salary for a Preserved Pension 24/07/2019 Retire & Resign Complete
1458 Verify Entitlement on resignation/End of Contract 24/07/2019 Retire & Resign Complete
1459 Verify New Pensioners for PSSC 24/07/2019 Retire & Resign <Not Active Process>
HRSS Customer Service / Administration
Document & Record Management (DMS) – HRSS only
1501 Case Committal (Adding scanned documents to cases) 17/07/2019 D&RM Complete
1502 Inbound Post 17/07/2019 D&RM Complete
1503 Outbound Post 17/07/2019 D&RM Complete
1504 Retention – Disposal 17/07/2019 D&RM Complete
1505 Scanning Documents Process 17/07/2019 D&RM Complete
Portal Contact Centre Management – Call Centre
1521 Adding and Cancelling Annual Leave 13/11/2019 PCCM (Portal) Complete
1522 Answering a Call 13/11/2019 PCCM (Portal) Complete
1523 Change Address on HRMS 13/11/2019 PCCM (Portal) Complete
1524 Change Business Email Address on HRMS 13/11/2019 PCCM (Portal) Complete
1525 Creating a New User from Task 13/11/2019 PCCM (Portal) Complete
1526 Email Requests 13/11/2019 PCCM (Portal) Complete
1527 Self Service Password reset 13/11/2019 PCCM (Portal) Complete
Mobility
1601 Adding Applications 09/10/2019 Mobility Complete
1602 Cancel Application 09/10/2019 Mobility Complete
1603 Re- apply Automatically Cancelled Application 02/01/2020 Mobility Complete
1604 Accepting Offer 02/01/2020 Mobility Complete
1605 Deny Offer 02/01/2020 Mobility Complete
1606 Administer Mobility Transfer Case 02/01/2020 Mobility Complete
1607 Update Eligibility 02/01/2020 Mobility Complete
1608 Update Location Eligibility for Forced Move 02/01/2020 Mobility Complete
1609 Revert Eligibility 02/01/2020 Mobility Complete
1610 Marking Continued Interest 02/01/2020 Mobility Complete
1611 Adding additional service 02/01/2020 Mobility Complete
No# Process Name :: 2000 – 2999 Last Updated Section Status
Pay (PSSC) Processes on behalf of a PSB :: 2000 – 2999
Payroll Process
Payroll Amendments
2001 Reference Data 26/6/2019 Payroll Complete
2002 Master Data – Employee Joins Organisation, Rejoiners & Change of Personal Details 26/6/2019 Payroll Complete
2003 Master Data – Rejoiners 26/6/2019 Payroll Complete
2004 Change of Payee Personal Details 26/6/2019 Payroll Complete
2005 Time Entry for Basic Pay 26/6/2019 Payroll Complete
2006 Change of Contract-SWY 26/6/2019 Payroll Complete
2007 Change of Contract- Worksharing Scheme 26/6/2019 Payroll Complete
2008 Pay Awards- Increments 26/6/2019 Payroll Complete
2009 Pay Awards- Pay Increases and Adjustments 26/6/2019 Payroll Complete
2010 Maternity/Adoption Leave Unpaid 26/6/2019 Payroll Complete
2011 Maternity/Adoption Leave Paid 26/6/2019 Payroll Complete
2012 Parental Leave 26/6/2019 Payroll Complete
2014 Sick Leave 26/6/2019 Payroll Complete
2015 Processing Illness Benefit Relief 26/6/2019 Payroll Complete
2016 Overtime Claims 26/6/2019 Payroll Complete
2017 Ad Hoc Claims & One Off Bonus Awards 26/6/2019 Payroll Complete
2018 Ad Hoc Claims and One Off Bonus Awards-Manual 26/6/2019 Payroll Complete
2019 Allowances 26/6/2019 Payroll Complete
2020 End Allowance 26/6/2019 Payroll Complete
2021 Deductions 26/6/2019 Payroll Complete
2022 Travel Pass Annual 26/6/2019 Payroll Complete
2023 Salary Sacrifice- Cycle to Work 26/6/2019 Payroll Complete
2024 Salary Sacrifice- Voluntary Surrender of Pay 26/6/2019 Payroll Complete
2025 Adjustments for Secondments 26/6/2019 Payroll Complete
2026 Recoupments for Secondments 26/6/2019 Payroll Complete
2027 Promotions 26/6/2019 Payroll Complete
2028 Overpayments / Underpayments – Amend Employee’s CorePay Record 26/6/2019 Payroll Complete
2029 Overpayments/Underpayments  (Overpayment Recovery) 26/6/2019 Payroll Complete
2030 Purchase of Notional Service 26/6/2019 Payroll Complete
2031 AWOL 26/6/2019 Payroll Complete
2032 Deposit on Discharge 26/6/2019 Payroll Complete
Payroll & Validation Process – Payroll Run :: Process the payroll and validation for the payroll run
2051 Retrieve and Update RPN’s 26/6/2019 Payroll Complete
2052 Pre Generate Checking Process 26/6/2019 Payroll Complete
2053 Post Generate Checking Process 26/6/2019 Payroll Complete
2054 Post Validation Checking Process 26/6/2019 Payroll Complete
2055 Pre Complete Checking Process 26/6/2019 Payroll Complete
2056 Payroll Completion Process 26/6/2019 Payroll Complete
2057 Pay Advice Distribution – Employee is Advised of their Pay :: The payment information of each employee provided on a payslip 26/6/2019 Payroll Complete
2058 Payment Delivery :: The payment of salaries delivered to each department 26/6/2019 Payroll Complete
2059 EFT Bounce-backs 26/6/2019 Payroll Complete
2060 Manual Payments 26/6/2019 Payroll Complete
2061 Cancel Payments 26/6/2019 Payroll Complete
2062 Payroll Enquiries :: Responding and dealing with the payroll enquiries as they arise 26/6/2019 Payroll Complete
2063 Court Case Preparation :: Preparing and dealing with Court Case enquiries as they arise 26/6/2019 Payroll Complete
2064 EGENs – Retirement & TRR :: EGENs Pension Retirement forms & TRR Salary forms used to make the necessary amendments to employees pay 26/6/2019 Payroll Complete
Control
2101 Generate P45 :: Process and ensure completion of a P45 Document for employees 26/6/2019 Control Complete
2102 Generate Supplementary P45 :: Process and ensure completion of a Supplementary P45 Document for employees 26/6/2019 Control Complete
2103 Complete P46 :: Process and ensure completion of a P46 Document for employees where no previous PAYE details exist 26/6/2019 Control Complete
2105 Prepare 3rd party payover deductions and statutory payover deductions. :: Comprise a report outlining Third party payover deductions (e.g VHI) and statutory payover deductions (e.g. LPT) paid over 26/6/2019 Control Complete
2106 Compile deductions Listings for 3rd Party Companies :: Prepare a Deduction Listing report for Third Party Companies (e.g Civil Service Credit Union) 26/6/2019 Control Complete
2107 Deduction Set-up/Amendment/Cancellations (Pension Control Only) :: Deduction Set up for Pensions, Amendments & Cancellations adjustments come in instruction forms to make the necessary amendments 26/6/2019 Control Complete
2108 DEPS Process :: Notification comes in from DEPS Source to inform pensions area of a Deceased Pensioner 26/6/2019 Control Complete
2110 Bank Reconciliations – End of Month/ Year :: Bank reconciliations is the end of month or year balances to ensure they are correct and a record is kept of them 26/6/2019 Control Does not contain personal data
2111 Bouncebacks (Tullamore Control) :: Bouncebacks occurs when an invalid bank account details are provided, the money is then bounced bank to the departments bank account 26/6/2019 Control Complete
2112 Tracking Reports (list of new starters for pensioners) :: Report list of new pensioners commencing 26/6/2019 Control Complete
2113 Overpayment Reports (upload to FTS only) :: Report list of overpayments occurred and then the file uploaded on the FTS for designated access 26/6/2019 Control Complete
2114 JDE Payments 26/6/2019 Control Complete
2115 FEXCO payments for pensioners with non-SEPA bank account (non-standard process) :: FEXCO payments for pensioners with non-SEPA (Single Euro Payments Area) bank account (non-standard process) 26/6/2019 Control Complete
2116 End of month balancing and year-end balancing of paygroups for year-end cleardown :: Report producing the end of month(s) and years end balancing figures of all paygroups for the year end cleardown 26/6/2019 Control Complete
2117 Generating and balancing 521a reports monthly 26/6/2019 Control Complete
2121 Checking PPSNs and circulation of social welfare cheques :: Verification and checking PPSNs to identify employee and circulation of social welfare cheques received in the Post 26/6/2019 Control Complete
2122 Loading of Credit Union files for Garda Civilian paygroups :: Uploading of Credit Union files onto Core Pay for Garda Civilian paygroups 26/6/2019 Control Replaced by PMOD
2123 Issuing payroll numbers for new entrants :: Each new employee is issued an employee/staff number for payroll known as a payroll number 26/6/2019 Control Complete
2124 Generating paypath vouchers and sending via FTS to Financial Accounting and Reporting (FAR) :: Generating paypath vouchers (Fund transfer) and sending via FTS to Financial Accounting and Reporting (FAR) 26/6/2019 Control Replaced by PMOD
2125 Keeping tax and pay300 books weekly for TAX, PPRSI, USC and LPT and listing amendments :: Recording weekly tax and pay300 books for TAX, PRSI, USC and LPT and listing amendments 26/6/2019 Control Complete
2126 Creating bank files and uploading to the file gateway :: Bank Files are created and uploaded for access in the file getaway 26/6/2019 Control Replaced by PMOD
2127 Generating list of employees who have paid tax on Superann and forwarding to Revenue :; A list of employees is compiled and it gives a breakdown of all the tax paid on Superann and its forwarded to Revenue 26/6/2019 Control Complete
2128 Keeping pension books for breakdown of pension payments :: The breakdown of Pension Payments is filled in the pension books 26/6/2019 Control Complete
2129 End of month/ year activity :: Check the end of month/ yearly figures and prepare Core for next payment period 26/6/2019 Control Complete
2130 End of Year Activity :: The end of year figures are checked and recorded as Core is prepared for new year and clear down 26/6/2019 Control Complete
2132 Issue of P60s :: The P60 return must be given to each of your employees who were in your employment on 31 December and it should be issued between 1 January and 15 February. 26/6/2019 Control Replaced by PMOD
2135 Pay Overs :: Managing and delivering statutory (eg PAYE) and non-statutory (eg VHI) payovers for staff of the Department and its Offices 26/6/2019 Control Complete
Pension Payments Process
Pension Payroll Amendments
2302 Service Pensions 26/6/2019 Pension Payroll Complete
2303 Disability Pensions, Abatements and Annuities – Military Specific Process 26/6/2019 Pension Payroll Complete
2304 Annuities Sub Process 26/6/2019 Pension Payroll Complete
2305 Public Service Abatements 26/6/2019 Pension Payroll Complete
2306 Spouses Pension & Entitlements – Garda Specific Pensions 26/6/2019 Pension Payroll Complete
2307 Spouses Pension & Entitlements – Military Specific 26/6/2019 Pension Payroll Complete
2308 Spouses & Children PMG Pensions – Retired Civil Servants and Judiciary 26/6/2019 Pension Payroll Complete
2309 Spouses & Children PMG Pensions – Official Constitutional Holder’s excluding Judiciary 26/6/2019 Pension Payroll Complete
2310 Spouses & Children PMG Pensions – Private Companies that Pension Funds have gone insolvent 26/6/2019 Pension Payroll Complete
2311 Spouses & Children PMG Pensions – Former Staff of FAS and ETBs 26/6/2019 Pension Payroll Complete
2312 Pension Adjustment Orders 26/6/2019 Pension Payroll Complete
2313 Pension Increases 26/6/2019 Pension Payroll Complete
2314 Payroll Run Map – Updated for Pensions (N/A Payroll Steps were Removed) 26/6/2019 Pension Payroll Complete
2315 Issue Single Scheme Annual Benefit Statements and Leaver Statements New
2316 Make Statutory Annual Returns to the Single Scheme Databank New
Pension Payroll Run Validation :: Process the pension payroll and validation for the pension payroll run
2341 Pre Generate Checking Process 26/6/2019 Pension Payroll Complete
2342 Post Generate Checking Process 26/6/2019 Pension Payroll Complete
2343 Post Validation Checking Process 26/6/2019 Pension Payroll Complete
2344 Pre Complete Checking Process 26/6/2019 Pension Payroll Complete
2345 Pension Pay Advice Distribution :: The payment information of each pensioner is provided on a payslip 26/6/2019 Pension Payroll Complete
2346 Pension Payment Delivery :: The payment of pensions delivered to each department 26/6/2019 Pension Payroll Complete
No# Process Name :: 3000 – 3999 Last Updated Section Status
Finance (FSS) Processes on behalf of a PSB :: 3000 – 3999 (test processes)
3001 Employee Data Cleanse – list from HRSS for employee data cleanse, validation & role mapping exercise. Provided through the usual HRSS-LHR process. 28/01/2021 FMSSP
3002 Employee Data Capture – Employee names for FMS Users, final positions and approval groups provided by PSBs for loading to Oracle (Accenture). 28/01/2021 FMSSP
3003 Supplier & Bank – file(s) extraction, details of all suppliers and bank statements provided by PSBs for loading to Oracle (Accenture). 28/01/2021 FMSSP
3004 Purchasing Data Gathering (Smartforms / Contracts) – purchasing data provided by PSBs for loading to Oracle 28/01/2021 FMSSP
3005 Customer Data Gathering – customer data provided by PSBs for loading to Oracle (only relates to one PSB) 28/01/2021 FMSSP