Payroll Frequently Asked Questions (FAQs)
The University's in-house Payroll team is primarily here to run the University's payrolls as instructed by People and OD Operations, and to provide an internal service to People and OD colleagues as subject-matter experts on technical payroll matters (such as Tax and HMRC regulations).
The below FAQs can answer many of the most common questions without the need to contact us. More information about pay and conditions at the University is available here.
You are encouraged to check the FAQs before contacting the team - doing this will mean that your question could be answered faster, and it will reduce the number of queries the team receives, allowing them more time to focus on processing pay quickly and efficiently.
Feedback, including any other FAQs you would like to see here, can be sent to firstname.lastname@example.org.
Payslips, P45s, and P60s FAQs
Why haven't I received a payslip/P60? Can you send me a copy of my payslips/P60s?
Paylsips and P60s are not sent out, but can be viewed, saved, and printed through MyView.
Please only contact email@example.com for a hard copy if you genuinely do not have access to a smartphone or computer from which you can view, save, and print your slip.
If you are leaving the University, you are advised in your leaver’s letter to print copies of your payslips and P60s before you leave, as you will no longer be able to access MyView after leaving.
I don't understand my payslip - can you help?
A guide to understanding your payslip is available here.
Can you re-send my P45/P60? Can you tell me how much tax I earned whilst working at the University (to help me completed my self-assessment)?
We cannot issue duplicate P45s or P60s in line with HMRC rules.
We recommend that you register for an online personal tax account with HMRC - this will enable you to see a full history of your earnings from all employers together with the tax paid in each year. Visit the link below to do this:
Why have I received a P45 after my fee has been paid?
If you are external and have been paid a one-off fee, we have to make you a leaver in our People/Payroll system once the fee has been paid - this means you will be automatically sent a P45.
We cannot issue duplicate P45s, or issue P60s, for external fees, so recommend that you register for an online personal tax account with HMRC - this will enable you to see a full history of your earnings from all employers together with the tax paid in each year. Visit the link below to do this:
What is a P60?
In the UK and Ireland, a P60 End of Year Certificate is a statement issued to taxpayers at the end of the tax year.
It is important that a taxpayer retains the P60 documentation issued to them, as it will form a vital part of the proof that tax has been paid.
A P60 will include details of taxable gross pay, as well as deductions of tax and national insurance.
MyView and Expenses FAQs
I can't log in to MyView to submit my expense claim - what should I do?
You should contact the IT Support Centre for help logging in to MyView.
- Phone: 0161 306 5544 (internal 65544)
- Website: IT Support Centre
I have submitted an expense claim in MyView - when will I be paid?
You can check the status of your claim in MyView - if it hasn't been approved yet, you should contact the relevant approver for an update.
Fully authorised claims are paid weekly on Fridays.
Where can I find out more about MyView and Expenses?
You can find out more about MyView and Expenses at the links below:
Tax and National Insurance FAQs
Why have I been taxed when I won't earn enough to meet the annual tax-free allowance?
You are given a tax-free allowance monthly - any amount earned over that is taxed accordingly in line with HMRC guidance.
If at the end of the year you have not met the tax threshold, or you have paid too much tax, you can be refunded by HMRC.
Why has my Tax Code changed?
From time-to-time, HMRC notify us of tax code changes for staff - you should also have been notified by HMRC.
HMRC will not discuss your personal tax code with People and OD, so you need to contact them directly if you have any concerns.
Guidance on contacting HMRC can be found at the link below:
Parental Leave and Sick Pay FAQs
Why does my maternity pay vary each month?
Maternity pay is based on statutory pay which is paid weekly - as the number of weeks in each month fluctuates between 4 and 5, your pay fluctuates correspondingly.
Why does my payslip show sick pay when I haven't been ill this month?
This is due to the late entry of a prior sickness absence by your Line Manager or departmental Sickness Absence Management System (SAMS) coordinator.
What will happen if I don't qualify for statutory payments for parental or sickness absence?
If you do not qualify, you will be sent the relevant form to claim from the benefits office (SSP1 for Sick Pay or SMP1 for Parental Pay).
What is my occupational/statutory sickness entitlement (SSP) and what is calculated in the payment?
You can find details of your entitlements at the links below:
- Occupational Sickness Entitlement
- Statutory Sick Pay (SSP) (external link)
Payment is calculated over a rolling 12 months from the date of the absence. If you have been off in the last 12 months, your entitlement is reduced. Once an absence date goes over 12 months, the entitlement is increased as long as you are not currently absent.
SSP runs alongside your occupational entitlement, up to a total of 28 weeks. If you have been off before within 8 weeks, that period of absence will be joined to your current SSP entitlement. If you run out of occupational entitlement, your statutory sick pay will continue if you still have SSP entitlement left.
Once you have received all of your 28 weeks of SSP, you will receive an SSP1 form - this can then be taken to apply for additional support. See the link below for more information:
Changes in Pay FAQs
I have had a change in my contract that has not been reflected in my payslip - what should I do?
Your contract may have been amended after the payroll deadline - in this case, the change will be reflected in your next payslip.
If you have been notified of a change to your contract but not received any paperwork, you or your Line Manager should alert People and OD Operations to ensure that they received the relevant paperwork to process the change.
My pay has changed and I don't know why - what should I do?
Common reasons why your pay might have changed
- If you are on maternity leave, your pay will fluctuate month-to-month according to how many weeks there are each month.
- If you are on Occupational or Statutory Sick Pay and you have reduced to half or nil pay, you should have been notified by People and OD Operations in advance.
- If you have been receiving a temporary acting up allowance or have been temporarily seconded to a higher grade, the higher salary will end in line with the original request/paperwork that People and OD Operations received. If the allowance/secondment has been extended, you should have received notification from People and OD Operations - if you haven't received anything, speak to your Line Manager to check whether the extension request/paperwork has been sent.
If none of the above points apply, you should review your payslip against the previous one and follow the guidance below to establish what has changed:
- Check whether your salary amount has changed
You may have been due an incremental pay rise - these are paid for most eligible staff effective 1 August each year (dates vary for some clinical staff). Nationally negotiated increases to the pay scales will have been communicated on StaffNet.
If your salary has changed for any other reason, you should have been notified personally and should contact People and OD Operations to discuss this.
- Check whether any of your deductions have changed
If your salary has not changed, look at whether any of your deductions have changed from the previous month.
For example, are deductions being made for a season ticket or childcare voucher that you have requested, has your student loan deduction changed, or have you taken out a loan for a visa which is now being repaid?
If any of these amounts are not as you expected, contact People and OD Operations.
- Check whether your tax code has changed
If your salary and deductions remain the same, but the amount of tax you paid has changed, look at whether your tax code has changed (you can see this on your payslip).
If your tax code has changed, this is because HMRC have instructed the University to amend it. You should have received a notification from HMRC regarding any changes to your tax code, and will need to discuss this directly with them if you have any questions.
If you have followed the above steps and are still unsure why your pay has changed, contact People and OD Operations to discuss the issue further.
What is Payroll Giving?
Payroll Giving is a way to donate to your favourite charity via your salary.
You can find information about the scheme and how to sign up here.
Can I pay for Trade Union subscriptions from my salary?
The University recognises three main unions - UCU, Unite, and Unison.
Staff can pay for their union subscription via their pay, which is known as DOCAS (Deduction of Contributions at Source).
To do this, staff should complete the form from the relevant Union and this will be passed onto People and OD Operations for action.
How can I stop deductions from my salary?
There are various deductions that can be made from your salary, including:
- Car park payments
- Trade Union subscriptions
- Give-As-You-Earn (GAYE)/Payroll Giving
- Sudgen Sports Centre
You will need to contact the relevant provider to inform them that you want to stop deductions, as well as contacting Payroll.
The deductions will usually stop in the month after the one in which the stop notice has been given (e.g. if you request to stop the deduction in March, it will usually stop in April). If the stop notice is given before the payroll deadline in a month, the deductions will usually stop in that month.
When can I claim overtime?
Whether or not you can claim overtime depends on your role and the circumstances.
You can normally claim overtime if you have prior agreement from your Line Manager, the overtime is more than 30 minutes, you are employed on Support T&Cs, and you are on Grades 1 to 5.
You are unable to claim overtime if you are employed as one of the following:
- Academic staff
- Academic-Related staff
- Research or Teaching-Focused staff on Grade 5
Overtime cannot be claimed if it is for a period of less than 30 minutes.
Where can I find more information about overtime?
Guidance on overtime and links to the claim forms can be found here.
- Fees and Expenses (firstname.lastname@example.org)
This email address should be used to submit all paper-based fees and expenses claims (PR7s), and for any queries about your expense claim (whether paper-based or online).
More information about claiming expenses is available here.
- Payroll (email@example.com)
Payroll-specific queries that do not relate to fees and expenses should be sent to this email address. The team can also be contacted on 0161 306 8185.
- General Queries (firstname.lastname@example.org)
General enquiries that cannot be answered by the information found on StaffNet, or by checking with your Line Manager, should be sent to this email address.
The escalation point for all Payroll queries, in the first instance, should be the People and OD Lead for your Faculty/Directorate - the details of these can be found here.