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 email@example.com, 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 firstname.lastname@example.org. 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.