ÌÇÐÄTV

Please log into your profile, to record sickness - further guidance can be found on the webpages.

Your entitlement to University sick pay is defined in your Terms and ConditionsLink opens in a new window and the Sickness Management Policy. "Sick entitlement is determined by your service at the first date of absence, less any days that have been taken as sick in the twelve (12) months immediately prior to the first date of absence."

This is a rolling 12-month period. This means the system counts back 365 days from the start of your current absence and counts how many days of sickness you have already taken.

Example:

An individual goes sick on 13th August 2025, the system goes back and calculates how many days sickness has been taken since the 14th August 2024.

The system looks at the period 14th August 2024 to 13th August 2025, it will check the rates of pay the days were paid and process sick pay for the current absence at either full pay, half pay, SMP only or nil pay.

All departments have a FinRegs ChampionLink opens in a new window who will be able to advise further and contact FinRegs directly on your behalf.

Upon receipt FinRegs will review and approve / advise as appropriate.

The Payroll team do not process stipends or payments to students.

Please refer to the University of ÌÇÐÄTV Doctoral CollegeLink opens in a new window, for details of the how payments are processed, rates, and FAQ's can be found hereLink opens in a new window.

Your line manager will need to action you as a leaver in SF first which triggers a series of workflows. Once Payroll have received instruction and processed you as a leaver P45s are issued as part of the monthly payrun. You can expect to receive your P45 during the final week of the month.

Your access is suspended on the date of leaving at which point you will be unable to download either payslips or p60’s. Please download your Payslips and P60s prior to leaving and save copies for your own personal records. HMRC recommends storing financial documents for 7 years minimum.

Although Salaries are paid on the 24^th of the month the period being paid is from the start to the end of the month. If you are leaving mid-month then your final salary will be for the period from the first of the month to the day of leaving.

For example if you are full time working 5 days a week and leave on the 21st of March you will be paid salary for the 1st to the 21st of March and this will credit on the 24th March.

All payments are taxable if you are earning over your current tax threshold. Pay in lieu of holiday is subject to tax, NI and other stoppages e.g. student/ post graduate loan.

Please contact your line manager or departmental administrator responsible for the work you have completed and advise them that you wish to be removed from the payroll and the address to which you would like your P45 sent. The department will complete the necessary leaver process for you and advise the Payroll team. Please do not contact the Payroll office directly.

Once a P45 has been sent out, HMRC regulations prevent a duplicate being issued.

P45 will be sent to your home address on, or shortly after, payday. Therefore if your address is to change on leaving the University, you must update SuccessFactors with your new address prior to your line manager processing you as a leaver.

Unfortunately not, all UK residents under retirement age are liable to Class 1 NI contributions if their earnings exceed £1,048 per month (2025/26 tax year).

Please update your NI number on your profile. Further guidance can be found: Personal Details Amendments. Please note that individuals that are active have access to SF including: Salaried employees, GTAs/ STP and Variable/ Temporary workers.

If you do not have a UK NI number you can apply via the Gov webpages.

Payment is made on the 24th of the month. Where the 24th is a non-banking day, payments will credit on the working day before. Please note while we pay on the 24th of each month, salary paid is for the full month 1st-31st.

You will be paid on the preceding working day.

This varies from year to year in line with bank non-processing days and is typically advised in November. Cut off dates and pay day will be published on the webpage:

You can view this information by logging onto your profile. Click 'Contractual information' then 'Job information' you will see your Grade next to 'Pay Grade' and spinal point next to 'Pay Scale Level'. Your salary is visible when you click 'Compensation Information'.

The salary scales can be found at current salary scales.

Please see guidance on the Increment Dates webpage, if you have further queries on this you can speak with your line manager, People contactLink opens in a new window or the Rewards teamLink opens in a new window.

Please contact your line manager or department administrator in the first instance. If necessary they will contact Payroll on your behalf.

Please contact Payroll@warwick.ac.uk confirming your employee number and the hours you would like to change to and we can provide an estimated monthly salary. Net pay also known as take home salary involves complex calculations, however we can provide an estimated take home salary based on your current tax information in the system.

(See also )

You are able to view your own payslipsLink opens in a new window from March 2020 and P60s for 2019/20 onward via . If you hold more than one assignment in SuccessFactors, your payslip information will only be visible on your primary assignment. This is the profile that SuccessFactors should default to and is marked with a yellow asterisk. If you have any problems in viewing your payslip in SuccessFactors, please log a ticket using AskHR.

Payslips are uploaded to SuccessFactors for individuals that are active and have access to SF including: Salaried employees, GTAs/ STP and Variable/ Temporary workers except PSCs.

Before leaving we would recommend downloading all Payslip & P60 documents from your SF profile, and saving or printing them for your personal records. If you have already left please email askhr@warwick.ac.uk.

Your final payslip will be printed and sent to your along with your P45. Please ensure your address details are correct and up to date in .

P60s are typically uploaded to between the middle and end of May. Please download and save a copy for your own personal records.

HMRC recommends keeping financial documents for a minimum of seven years.

There are several reasons why this can be the case. P60 earnings relate to taxable earnings i.e., earnings which are subject to taxation. As a result the following will reduce the earnings shown on the P60;

• contributions to a pension scheme
• deduction relating to salary sacrifice, e.g. childcare vouchers, electric car scheme
• the P60 covers the tax year (April – March) therefore the taxable pay figure may refer to multiple partial salaries.

If your record is active then you can download a copy (dating back to April 2020, tax year 2019/20). If you are no longer active on SuccessFactors we can produce a letter stating your End of Year figures; please email payroll@warwick.ac.uk. Alternatively, the same figures can be found on your March payslip.

For GDPR purposes we cannot send documents to external email addresses if they have not been verified by a line manager or department contact.

If you are requesting copies of documents please note, we will re-issue these in the last week of the month. We cannot provide copy documents any sooner than this due to current capacity and priority of the current months Payroll.

Please note once a P45 has been sent out, HMRC regulations prevent a duplicate being issued.

The system does not allow multiple documents to be downloaded together. We suggest downloading and saving your documents each month for your personal records. HMRC recommends keeping financial documents for a minimum of seven years.

Please send an email to payroll@warwick.ac.uk requesting availability for the month(s) you wish your message to be printed. The message must be related to the University and of potential interest to all University staff. This service is operated on a ‘first come first serve’ basis. However, in the interests of fairness a message will be printed from the same department only if no other departments have made a first request.

The message itself needs to be a short sentence and may be subject to editing to ensure the message fits within the parameters available (70 characters across 3 lines, 210 characters total).

This is a free service from Payroll which will allow over 8,000 university staff to read your message, displayed on the pay slips.

Upon leaving, the administrators of your pension scheme (USS or DCP) will be notified by the HR Pensions department. The scheme administrators will contact you (typically within 2 months of leaving) detailing the options available to you.

For this reason it is important to ensure that your address is correct on SuccessFactors on leaving.

Further pension scheme information can be found on the Pensions webpages.

Please update your personal details on your profile. Further guidance can be found: Personal Details Amendments. Please note that individuals that are active have access to SF including: Salaried employees, GTAs/ STP and Variable/ Temporary workers.

If you are a PAS and Care worker or PSC you will not have a SuccessFactors (SF) profile, please refer to the . Note: all other active individuals Salaried employees, GTAs/ STP and Variable/ Temporary workers will have access to SuccessFactors do not use this form.

Please update your NI number on your profile. Further guidance can be found: Personal Details Amendments. Please note that individuals that are active have access to SF including: Salaried employees, GTAs/ STP and Variable/ Temporary workers.

Please refer to the Foreign Payments guidance.

If you do not have a UK NI number you can apply via the Gov webpages.

Please raise an and select:

1. Service Category: 'Ask a Question'
2. Incident Category: 'SF user support'

Salary sacrifice is when you agree to give up part of your pay in exchange for a benefit from your employer, like pension contributions, a electric car, or a bike.

The sacrificed amount comes out of your salary before tax and National Insurance are taken, which can save you money.

Please note that salary sacrifice items cannot cause your salary to fall below the National Minimum/ Living Wage.

The University offers a number of salary sacrifice schemes:

• Cycle purchase (cycle to work)
• Nursery (Salary Sacrifice)
• Pension (Pensions)
• Staff Electric car (Staff Electric Car Salary Sacrifice Scheme)

Part worked months are calculated based on the working pattern attached to your contract. For example if you are full time working 5 days a week and start on the 7th of March you will be paid salary for the the 7th to the 31st of March and this will credit on the 24th March. The same applies if you change contract part way through the month.

Please send Parts 2 & 3 of your P45 to Payroll via ticket:

1. Service Category: 'Ask a Question'
2. Incident Category: 'Pay'
3. Subject enter 'P45 - Your Name'.

If you are unable to access AskHR please ask for assistance from your hiring manager.

Please destroy Parts 2 & 3 of you P45 once the Payroll team have confirmed receipt.

As part of the personal record form you completed you will have selected on of the following options when filling in section E Taxation. Please click on the corresponding option to understand what this means for your tax code and tax allowance.

NOTE: If you did not select an option we are required to default your tax code to 0T Mth1/Wk1 which will give you zero tax allowance and calculate your tax due based on earnings in the current month only.

Please visit to find the appropriate telephone number for your query. When contacting HMRC, you will need to quote your National Insurance number and the University tax reference. Alternatively you can sign in via the .

HMRC will be able to assist ''. They will require your P60 end of tax year summary or if you are leaving and not continuing your employment, they will request a P45.

or you can sign in via .

Students are not exempt from paying tax or national insurance. Further information can be found by visiting .

Your tax allowance is the total amount of tax free income allowed for the entire tax year. Therefore, for each pay period, this allowance is divided by 12 and the balance is subject to the appropriate tax percentage.

There are several reasons why the amount of tax may increase including:

• A change of tax code.
• Increased earnings / retrospective earnings.
• Any previously unused tax allowance has now been used.
• The addition of previous income / tax either from a P6 or P45.

*Note: it is important to advise HMRC when you move address as they will advise you in writing prior to any tax code changes.

The University of ÌÇÐÄTV's tax reference is 190/U50.

The tax reference for ÌÇÐÄTV University Enterprise Ltd (Unitemps) is 120/ZA76059.

Please note Unitemps is a separate company to the University of ÌÇÐÄTV.

There are several reasons that a tax allowance isn’t being applied:

• Completing tax statement C or D when starting employment
• Providing a P45 with a BR or 0T tax code
• HMRC issuing a P6 with a BR or 0T tax code (current year)
• HMRC issuing a P9 with a BR or 0T tax code (future year)

To enable HMRC to consider any Income Tax repayment, you ned to complete HMRC form and send this, together with parts 2 and 3 of your P45 to HMRC. Further details regarding this and other Non-Resident information can be found at .