Payroll FAQs

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'. 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 take home pay)

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 update your personal details on your SuccessFactors (SF)Link opens in a new window 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 Non EC Personal Details Amendment formLink 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.

Please update your NI number on your SuccessFactors (SF)Link opens in a new window 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 for a National Insurance number via the Gov webpages.

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.

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.

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.

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 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.

HM Revenue & Customs - GOV.UKLink opens in a new window

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 and the University tax reference. Alternatively you can sign in via the Government Gateway HMRC online servicesLink opens in a new window.

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.

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.

Students are not exempt from paying tax or national insurance. Further information can be found by visiting Student jobs: paying tax - GOV.UK.

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 Warwick's tax reference is 190/U50.

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

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

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 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.

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).

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)

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.

Salary is processed at the rate of 1/12^th 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.

Please refer to the guidance document 'How to convert multiple documents into one PDF'.

Please add your absence to each contract. Guidance for each parental absence can be found on the Family Friendly Policy Hub.

You can update your absence dates once discussed with your line manager, guidance for each parental absence can be found on the Family Friendly Policy Hub.

Providing that your name on your MATB1 is on SuccessFactors as either preferred or legal name we can accept the MATB1.

You will continue to accrue annual leave whilst absent. Annual leave cannot be taken during an absence, to do so would end the absence.

You can remain on maternity/ adoption leave whilst your partner is on shared parental leave. You will need to provide binding notice that your are curtailing (ending) your maternity leave early and giving the remaining weeks to your partner to take as shared parental leave. You can provide binding notice by either noting on your maternity plan or adding a comment when you submit on SuccessFactors.
You do not need to complete a SHPL form as you are not going on SHPL yourself and only your partner is taking the leave.
If you have any further queries regarding SHPL please contact either your People Business PartnerLink opens in a new window or Payroll.

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 SuccessFactors (SF)Link opens in a new window 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 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.

Please send an email to Tal Dhaliwal (Head of Payroll & Expenses) 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 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, displayed on the pay slips.