HR Self-Service

Why are payslips and P60s going paperless?

From June 2020, payslips and P60s will be issued online-only via HR Self-Service for the majority of University employees*. 

Going paperless offers a number of benefits:

• Instant – access your payslip and P60 online as soon as it’s published;
• Secure – all your payroll documents stored safely in one place, supporting the University’s compliance with the General Data Protection Regulation (GDPR);
• Sustainable – going paperless will have a positive environmental impact, saving approximately 25 trees a year. The University will also make an estimated saving of £31.5k a year in paper and print costs.

*This excludes casual workers, contractors and those employed solely by a college.

Can I continue to receive a paper payslip and P60?

The majority of employees will be expected to adopt the online-only approach for accessing their payslips and P60s. However, the University recognises that some employees may not be able to access/use HR Self-Service due to exceptional circumstances. In these cases, the employee may need to continue to receive paper copies. These exceptional circumstances may apply to: 

• Employees with no access, either at home or work, to a standard PC and/or other device with an internet connection;
• Employees who have no PC/web skills/knowledge and are unlikely to be able to acquire these skills;
• Employees whose disability/long-term health condition may prevent them from being able to access/use HR Self-Service;
• Employees who are on extended leave from the University.

If you have any concerns about being able to access your payslips and P60 online, please discuss these with your HR contact (or equivalent).

Are online payslips accepted as proof of income? 

Electronic or online payslips are now commonplace and are accepted by most banks and building societies. They are also considered acceptable by HMRC, the UK’s tax, payments and customs authority.

What if I require a one-off paper payslip or P60?

Due to the restrictions in place as a result of Covid-19, the Finance Office are currently unable to issue paper payslips. Please do not contact Payroll to request a paper payslip at this time. 

Can I download and print my payslips and P60s? 

Yes, you can log in to HR Self-Service, download and, where necessary, print your payslips and P60s. Please refer to the Employee Self-Service How-To Guide for instructions on how to do this. To maximise the benefits of going paperless, we ask that you only print these documents when it is absolutely essential to do so.

How can I request copies of payslips for a visa application? 

For visa applications, the Home Office requires scanned versions of your payslips and an accompanying letter signed by a ‘senior official’. You can request these from Payroll directly. Please email payroll@admin.ox.ac.uk, and allow five working days for your request. These documents can then be uploaded to the Home Office website. For further information, please contact the Staff Immigration Team.

I'm on long term leave. How can I access my payslips and P60s?

You can continue to access HR Self-Service from home or your mobile device via the University’s free Virtual Private Network (VPN) service. For guidance on installing VPN, please visit the IT Help page or contact your local IT Officer. If you would prefer to receive paper payslips during this time, please inform your HR contact (or equivalent). 

For family leave, sabbatical and other planned leave, when completing your leave plan or application form please let your HR contact (or equivalent) know how you would prefer to receive your payslips while you are off.

For long-term sickness absence and other unplanned leave, you should inform your HR contact (or equivalent) as soon as is reasonably possible and let them know if you would like to receive paper payslips while you are absent.

You must remember to inform your HR contact (who in turn must inform Payroll) of your return to work. You will then revert to receiving online-only payslips and P60s.

How long will my payslips and P60s be available online?

HR Self-Service enables you to access online payslips dating back to May 2013, and P60s dating back to the tax year 2014/2015 (or your start date, whichever is more recent). These documents will be available via HR Self-Service for the duration of your employment with the University.

To ensure you have access to your payslips and P60s beyond the end of your University employment, you should download and save your electronic payslips and P60s. Please refer to the Employee Self-Service How-To Guide for instructions on how to do this.

I'm about to leave the University, what will happen to my online payslips and P60s?

If your employment at the University is due to end, you should log in to HR Self-Service and download copies of your payslips and P60s before your end date. Your final payslip and P45 will be issued in paper form and sent to your home address. 

My employment has ended. How can I access my payslips and P60s?

If you need payslips or P60s once your employment has ended, please email a request to payroll@admin.ox.ac.uk. Payroll will verify that your request is authentic before providing copies.

What happens if my status changes from TSS/casual worker to University employee? 

Once you become a University employee, you will be able to access your payslips and P60s online, through HR Self-Service.  At the beginning of your appointment, you will receive an email inviting you to log in to HR Self-Service using your Single Sign-On. 

If you transfer from being an employee to a TSS/casual appointment, your payslips and P60s will be issued in paper form. To ensure you have access to your payslips and P60s beyond the end of your University contract, you are advised to download and save your electronic payslips and P60s. Please refer to the Employee Self-Service How-To Guide for instructions on how to do this.

What happens to pensioners’ payslips? 

Former employees who receive a pension from the OSPS scheme cannot access HR Self-Service and will continue to receive paper payslips. Arrangements for other pension schemes are not affected by HR Self-Service.

Why can’t I log in?

Are you eligible for HR Self-Service?

If you hold a contract of employment with the University of Oxford, you are eligible for HR Self-Service. This does not include casual workers (including TSS), visitors, agency staff or staff employed by one of the University's subsidiary companies.

Are you accessing the system via the University network?

HR Self-Service is available via the University network only. If you need to access the system off site or you are using Eduroam (WiFi), you will need a VPN (Virtual Private Network) connection. Visit the IT Help page for guidance on how to install VPN or contact your local IT officer.

Are you experiencing problems with your Single Sign-On account?

Contact the IT Service Desk for assistance.

Still need help?

If you still need help, please refer to your local HR contact (or equivalent).

What is Single Sign-On?

In most cases, as a University employee, you will be issued with an Oxford Single Sign-On (SSO) account, which gives you access to many web-based services at Oxford. Visit the IT Help page to find out more information about SSO, including what to do if you have forgotten yours.

Which staff groups have access to HR Self-Service? 

All employees with a Chancellor Masters and Scholars (CMS) contract of employment with the University of Oxford have access to HR Self-Service. This does not include casual workers, visitors, agency staff or staff employed by one of the University's subsidiary companies.

What is VPN?

HR Self-Service can only be accessed by devices that are connected to the University network. Access from outside the University network is provided via the IT Services Virtual Private Network (VPN) Service. A VPN connection provides your computer with a virtual connection to the University network - it then behaves exactly as it would if you were on-site. For guidance on how to install VPN, visit the IT Help page. If you need further assistance, contact the IT Service Desk.

Can I access HR Self-Service at home?

HR Self-Service is available via the University network only. However, you can access the system off-site via the IT Services Virtual Private Network (VPN) Service. A VPN connection provides your computer with a virtual connection to the University network - it then behaves exactly as it would if you were on-site. For guidance on how to install VPN, visit the IT Help page. If you need further assistance, contact the IT Service Desk. 

Can I access HR Self-Service if i'm based in a college? 

HR Self-Service is accessible via the University network. This means that University staff based in colleges and departments using the centrally-provided internet resource (the network provision managed by IT Services, known as Odin), can access HR Self-Service. Non-University buildings that use internet provisions from other suppliers are required to use the IT Services Virtual Private Network (VPN) Service to access the system. For guidance on how to install VPN, visit the IT Help page or contact your college IT Officer.

Can I access HR Self-Service via Eduroam (WiFi)?

HR Self-Service is available via the University network only. If you use Eduroam (WiFi), you will need to set up a VPN (Virtual Private Network) connection. Visit the IT Help page for guidance on how to install VPN or contact your local IT officer.

Can I access the system 24/7?

HR Self-Service can be accessed at any time via the University network or VPN. However, as with all business systems, the HR Information System may need to be taken down from time to time for essential maintenance work. This downtime will be kept to an absolute minimum and will always be communicated to staff via this page. 

We recommend that you always access HR Self-Service via this webpage (rather than bookmarking the system URL itself) to ensure you see notices about system downtime and other important news and updates.

I have limited/no access to a computer at work. How can I access HR Self-Service?

If you have no access, either at home or work, to a standard PC and/or other device with an internet connection you may need to receive a paper payslip and P60. If you have any concerns about accessing your payslips and P60s online, please speak to your HR contact (or equivalent). This contact will also be able to help with any enquiries about your HR record, including updating your details. 

Some departments have ‘hub’ PCs that are open for use to all staff; please contact your department for further details.

I have limited/no computer skills. Is there any training available to help me?

The IT Learning Centre offers a ‘Beginners IT’ course, for staff with little or no computer experience. It covers the first steps in using a computer; using the internet and email; how to keep safe on-line and using Single Sign On (SSO) to access HR Self-Service and other University systems. For more information, visit the course page.
If you have any concerns about accessing your HR Self-Service account, please speak to your HR contact (or equivalent).   

I'm leaving the University – what will happen to my HR Self-Service access?

Once your University card and SSO account are deactivated (usually on or shortly after your end date) you will also lose access to HR Self-Service. You should therefore download and save your payslips and P60s before your employment ends, if you want to retain a copy of these documents.

Your final payslip and P45 will be issued in paper form and sent to your home address.

How do I change information that I can’t update myself?

Please send your request to update your details to your HR contact (or equivalent), and follow your department’s usual process.

I think that my length of service details are wrong, what should I do?

Your ‘Continuous Service’ is defined as the period of service as an employee on a CMS contract of employment with the University of Oxford (with no breaks). Your continuous service is used to identify your entitlement to certain employment benefits, such as sick pay and maternity leave pay. It does not include casual service or any service with colleges, subsidiaries, or other higher education institutions. See also: Continuous Service Policy.

If you would like to discuss/query the dates of your continuous length of service, please get in touch with your usual HR contact (or equivalent).

Please note that ‘Continuous Service’ and long service leave are different. Find out about long service leave here.

Do my ‘Service Details’ in HR Self-Service reflect my pension membership dates?

No. HR Self-Service does not show any data in relation to any of the pension schemes offered by the University.

Your length of membership for your pension scheme may depend on a number of factors, and is not always the same as your length of employment with the University of Oxford. For example, previous employment with a participating employer may count towards your pension benefits. You can check your length of membership for your pension scheme by referring to your annual pension benefits statement. Alternatively, you can contact your specific pension provider:

If you are a member of the Universities Superannuation Scheme (USS) click here.

If you are a member of the Oxford Staff Pension Scheme (OSPS) click here. 

If you are a member of the NHSPS (National Health Service Pension Scheme) click here.

My appointment start date is incorrect, what should I do?

Your appointment start date will be updated to reflect certain contractual changes including a change of grade, department, departmental restructures, and also occasionally as a result of departmental coding changes in the University’s HR Information System (HRIS). As such this date may not relate to your actual appointment start date, but to the latest change in the HRIS. For clarification, contact your local HR team/administrator.

How can I access my pension scheme information?

If you are a member of the Universities Superannuation Scheme (USS) click here.

If you are a member of the Oxford Staff Pension Scheme (OSPS) click here.

If you are a member of the NHSPS (National Health Service Pension Scheme) click here.

I can see a negative value under the ‘Allowances History’ screen on the Pay tab in My Profile – what is this?

The Payroll team record deductions under the Childcare Voucher Scheme (Computershare) and the University’s Nursery Salary Sacrifice Scheme as a negative allowance in the HR system. If you currently or have previously subscribed to one/both of these salary sacrifice schemes you will see the history of the annualised figures (recorded as a negative) in this screen. For example, if you receive £243 in childcare vouchers per month you will see an annual value of -£2,916.00 displayed on your record.

I have received an email about HR Self-Service, is it genuine?

Any emails related to HR Self-Service will always come from an “ox.ac.uk” email address and will always direct you to the following URL: www.ox.ac.uk/hrss (expands to: staff.admin.ox.ac.uk/working-at-oxford/you-and-work/hr-self-service).

We will never ask you to disclose any sensitive personal information such as your password or any other account information. Click here for further advice on how to avoid email/ phishing scams.

How can I protect my online privacy? 

To protect your online privacy, always fully sign out once you have finished using HR Self-Service. To do so, click on the arrow next to your name in the top right corner of your screen, and click 'log out'. The next screen will remind you that you are still logged in to the University of Oxford Single Sign-On system. This means there is a small risk that another person on that computer could access your account without first logging in. For complete security you should always close down your web browser (that includes quitting all running copies of your web browser) once you have finished working.

Visit the Information Security website for further guidance on staying safe online.

How does the University use my data?

The University of Oxford is committed to protecting the privacy and security of your personal information. Read our Staff privacy policy to find out how the University collects and uses your personal data during and after your employment.

Who else can see my HR Self-Service data?

Your Self-Service Manager (who in most cases will be your line manager) can see data that is relevant to their role as your manager. This includes details needed for budgeting purposes or to enable them to contact you or your chosen contact in the event of an emergency. Your Self-Service Manager cannot see your payslips, P60s, bank details or diversity details. Your manager's manager can also view some aspects of your HR Self-Service record. The only other people who can access your personal and contractual data are staff within the HR and Payroll functions (centrally and within departments) who have been granted access according to strict criteria and authorisation procedures.  

Access to diversity data is granted on a strictly ‘need-to-know’ basis, and is primarily only accessible by the Equality & Diversity Unit (EDU) and the HR Analytics team. 

For further information about the data found in HR Self-Service and how it is used, please refer to the HR Data Guide accessible from the menu on the right.

Who is my Self-Service Manager?

In most cases, your Self-Service Manager is your line manager. Self-Service Managers can use the system to view the following information about their immediate team:

• Name

• Personal and work contact details (home address, email address, phone number)

• Emergency contact details

• Contract and pay details (start date, FTE, contract status, grade, increment due date and salary history)

• Other information including; right to work and HESA staff ID.

They cannot see your payslips, P60s, bank details or diversity details.

Your Self-Service Manager is listed in the 'Contract' section of the 'My Profile' area in Employee Self-Service. If you have not been assigned a Self-Service Manager this will be blank. If you have a question about your Self-Service Manager, please ask your HR contact (or equivalent).