Frequently Asked Questions
Notice: At the point your contract ends/leave the University you will no longer be able to access SuccessFactors therefore we strongly advise downloading any payslips or p60s prior to your final day.
Please scroll down to find the answers to some of the most frequently asked questions re:
Pay Dates
Pay
Personal Details
Payslips & P60s
Tax
Maternity Pay
Leaving the University
Payslip MessagesYou might also find answers to your questions via the following webpages: Understanding your Payslip and Understanding your P60.
Q. The 24th is a Saturday or Sunday. When will I be paid?
A. You will be paid on the preceding working day.
Q. When will I be paid over the Christmas period?
A. 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: Payroll Cut-Off Dates.
Q. On what date will I be paid?
A. Payment is made on the 24th of the month. Where the 24th is a non-banking day, payments will credit on the day before. Please note while we pay on the 24th of each month, salary paid is for the full month 1st-31st.
Q. What is my salary/ grade/ spinal point?
A. You can view this information by logging onto your SuccessFactors profile. Click 'Contractual information' then 'Job information' you will see your Grade next to 'Pay Grade' and spinal point next to 'Pay Scale Level'. You salary is visible when you click 'Compensation Information'.
Q. Where can I find information on the University's current salary spinal points?
A. The salary scales can be found at current salary scales.
Q. When will I get an increment?
A. Please see guidance on 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.
Q. What do I do if I am missing a payment?
A. Please contact your line manager or department administrator in the first instance. If necessary they will contact Payroll on your behalf.
Q. How much would my monthly pay be if I changed my hours?
A. 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 take home pay)
Q. I'm starting/leaving part way through a month - how is my pay calculated?
A. 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 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.
Q. How do I inform you if I have changed personal details e.g. bank details or home address?
A. Please update your personal details on your SuccessFactors (SF) 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.
Q. I do not have a SuccessFactors profile, how do I inform you of a change in personal details?
A. If you are a PAS and Care worker or PSC you will not have a SuccessFactors (SF) profile, please refer to the Non EC Personal Details Amendment form Link opens in a new window. Note: all other active individuals Salaried employees, GTAs/ STP and Variable/ Temporary workers will have access to SuccessFactors do not use this form.
Q. Can payments be made to foreign bank accounts?
A. Please refer to the Foreign Payments guidance.
Q. Can I get a copy of my payslip?
A. You are able to view your own payslipsLink opens in a new window from March 2020 and P60s for 2019/20 onward via SuccessFactors (SF)Link opens in a new window. 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.
Q. I am on the Salary payroll, can my payslip be sent to my home address?
A. It is University policy that payslips are uploaded to SuccessFactors.
Q. I am leaving employment can I get a copy of my payslip?
A. 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.
Q. When will I receive my P60?
A. P60s are typically uploaded to SuccessFactorsLink opens in a new window between the middle and end of May. Please download and save a copy for your own personal records. HMRC recommends storing financial documents for 7 years minimum.
Q. Why is my P60 different to my salary?
A. 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.
Q. Can I get a duplicate P60?
A. If your SuccessFactors (SF)Link opens in a new window 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.
Q. Where can I find general information about paying UK tax?
A. HM Revenue & Customs - GOV.UK
Q. What are the contact details for HMRC?
A. Please visit HMRC helpline to find the appropriate telephone number for your query. When contacting HMRC, you will need to quote your National Insurance number. Alternatively you can sign in via the Government Gateway HMRC online servicesLink opens in a new window.
Q. I believe I have overpaid tax. How can I claim it back?
A. HMRC will be able to assist 'Check how to claim a tax refund - GOV.UKLink opens in a new window'. 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.
Q. My tax circumstances have changed. What should I do?
A. Contact HMRC directly-GOV.UKLink opens in a new window or you can sign in via Government Gateway HMRC online servicesLink opens in a new window.
Q. I am a student. Why am I paying tax?
A. Students are not exempt from paying tax or national insurance. Further information can be found by visiting Student jobs: paying tax - GOV.UK.
Q. I am entitled to a tax allowance of £12,570 this year and yet you have taken tax from me. Why?
A. 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 %.
Q. Why have I had more tax deducted this month than last month?
A. 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.
Q. What is the University's tax reference?
A. The University of Warwick's tax reference is 190/U50.
Please note Unitemps is a separate company to the University of Warwick. The tax reference for Warwick University Enterprise Ltd (Unitemps) is 120/ZA76059.
Q. What is the address for the tax office.
A. The Universities tax reference of 190/U50 has an address of:
HMRC, Sherbourne House, Manor House Drive, Coventry, CV1 2TA.
Q. Why do I not have a tax allowance?
A. 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)
Q. How can I claim repayment of tax upon leaving the UK?
A. To enable HMRC to consider any Income Tax repayment, you ned to complete HMRC form P85 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 HMRC's non-residents.
Q. I've been working in the UK for less than 1 year; can I have a refund of my National Insurance contributions?
A. 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).
Q. Does the University offer any salary sacrifice schemes?
A. 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)
Q. I'm leaving next month, what will happen to my pension?
A. 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.
Q. I've just started my maternity leave and my pay is different. I chose the plan where I have 10 weeks on full pay - why haven't I got the same as usual?
A: Salary is processed at the rate of 1/12th of the annual salary each month, whereas maternity pay is calculated on the number of working days payable that month. A modeller is available on the People Team Maternity and Adoption Leave webpage.
Q. When will I receive my P45?
A. Once payroll have processed you as a leaver P45s are issued as part of the payrun. You can expect to receive your P45 during the final week of the month.
Q. I will shortly be leaving, what happens to my SuccessFactors payslips and p60's
A. Your SuccessFactors (SF) 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.
Q. I’ve recently left, why is my salary is lower than expected?
A. Although Salaries are paid on the 24th 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.
Q. Do I pay tax and NI on holiday pay?
A. 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.
Q. I'm a Variable/ Temporary worker, how do I get my P45?
A. 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 forms for you and advise the Payroll team. Please do not contact the Payroll office directly.
Q. How do I request a message to be printed on payslips?
A. Please send an email to Tal Dhaliwal (Payroll Manager) at t.dhaliwal@warwick.ac.uk or 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 must not exceed 120 characters (split 60 first row and 60 second row including spaces) and is subject to editing by the Payroll Manager to ensure the message fits within the parameters available.
This is a free service from Payroll which will allow over 8,000 university staff to read your message, printed on the Monthly Salary pay slips.