Information about payroll and salaries, including National Insurance numbers and salary rates for University employees.

Getting paid

Your pay

When will I get paid?

Payday is on the last working day of each month for all staff. The only exception is at Christmas when payday is brought forward so that staff get paid in the last few days before 25 December. See more information about upcoming pay dates via the HR website.

Where do I get a copy of my payslip?

Currently payslips are printed each month and distributed to staff either through the internal post or posted externally. If you have access to the MyView portal you can also login and view an electronic version.

We are currently looking at moving away from paper based payslips to electronic payslips by the end of 2018-19 tax year.

How is my salary paid?

Salaried employees receive one twelfth of their annual salary each month. Casual workers will be paid based on timesheets submitted for hours worked at an agreed hourly rate. Your pay might be subject to tax, National Insurance and Pension contributions.

I am having National Insurance deducted from my pay, is this right?

You pay National Insurance contributions to qualify for certain benefits (gov.uk) including the State Pension.

There are different types of National Insurance (known as ‘classes’). The type you pay depends on your employment status and how much you earn, and whether you have any gaps in your National Insurance record.

Employee (primary) contribution rates

Deduct primary contributions (employee’s National Insurance) from your employees’ pay through PAYE.

National Insurance category letterEarnings at or above LEL up to and including PTEarnings above the PT up to and including UELBalance of earnings above UEL
A 0% 12% 2%
B 0% 5.85% 2%
C nil nil nil
H (Apprentice under 25) 0% 12% 2%
J 0% 2% 2%
M (under 21) 0% 12% 2%
Z (under 21 - deferment) 0% 2% 2%

 

The above rates are applicable for the 2018-19 tax year. Each year, National Insurance thresholds and rates are reviewed and any changes ae applied on the 6 April.

More information about National Insurance can be found on the Government webpages (gov.uk).

Why am I paying so much tax?

The rate of tax applied to your pay will depend on either:

  • the information you supplied to Payroll on a Starter declaration form when you started working at the University;
  • your P45;
  • through a tax code issued by HMRC directly to the University.

Please note: if you don't supply a P45 or a Starter declaration form when you first start working at the University you will automatically be set up with a '0T' tax code which will result in you paying a minimum of 20 per cent tax on all of your taxable income.

You can find further information about what your tax code means and how income tax works one the Government webpages below:

What do I do if I think my tax code is wrong?

If you think that your tax code is incorrect or you do not understand it, you need to contact HMRC either through their online portal (gov.uk) or by using the contact information set out under in the “How do I contact the HMRC Tax Office?” section below.

Please do not contact the Payroll team as we are unable to give personal tax advice.

What sorts of income are taxable?

You pay income tax on things like:

  • money you earn from employment
  • profits you make if you’re self-employed - including from services you sell through websites or apps (gov.uk)
  • some state benefits (gov.uk)
  • most pensions, including state pensions, company and personal pensions and retirement annuities
  • rental income (unless you’re a live-in landlord and get less than the rent a room limit (gov.uk))
  • benefits you get from your job
  • income from a trust

All of these things will have a bearing on the amount of tax you ultimately pay in a tax year.

How much will I pay into my pension each month?

Deductions of pension contributions will depend on which scheme you are eligible to join and the scheme rules on auto enrollment. You can find information about the different pension schemes on offer at York on the University pension pages.

When do I get my P60?

A P60 will be issued to you around the end of May of each year.

Why is the pay figure on my P60 different from the gross pay on my payslips for the year?

Your P60 shows the amount of your taxable pay, that is to say your gross pay less any pension contributions which are tax free. The figures for pay and tax on your P60 should be the same as taxable pay and tax to date shown in your payslip for March.

How do I update my bank details?

If you are a salaried employee wishing to update your bank details you can instruct Payroll by either using the form attached to the back of your last payslip or by emailing payroll using the details in the "Payroll contacts" section below. If you choose to email Payroll, provide: details of the bank account to be deleted; the sort code and account number you wish payroll to send your salary to; your name and date of birth. 

Payroll cut-off dates

Each payroll cut off date is the last available date that the following things can be processed that month: timesheets, change forms, change of personal details, termination notifications and starter notifications

Salaried Payroll and Casual Payroll have different cut off dates so please check the relevant lists below.

Salaried Payroll Cut-Off Dates

The cut-off dates for the salary payroll during 2018-2019 are:

  • Thursday 16 August 2018
  • Thursday 13 September 2018
  • Friday 12 October 2018
  • Thursday 15 November 2018
  • Friday 7 December 2018

Please ensure that all changes are completed by these dates as we are unable to guarantee that late input of information will be processed at the correct time.

Casual Payroll Cut-Off Dates

Casual Payments Cut Off Dates (PDF  , 36kb)

Overtime

Please use the Overtime recharge form (PDF  , 21kb) for salaried employees who have undertaken additional work within their own department. The overtime recharge form should be returned to the Payroll department before the cut off date (listed above) each month.

Employees who have undertaken different work on a casual bases must complete the casual worker claim form which can be found on the HR website

Casual worker payslip example, pay rates and claims process

What to do if you are starting at or leaving the University

Starting at the University

I am a new starter but don’t have a P45 what do I do?

A Starter Checklist must be completed by staff commencing employment who have either no previous employment or no P45 from a previous employment. Once received by Payroll it is processed and sent to HMRC who then return a tax code based on the statement and the personal circumstances of the individual.

Please ensure you complete both the employee personal details and the employee statement. The employee statement should completed online, printed off then signed by hand rather than with a printed signature.

How much will I be paid in my first month?

If you start part-way through the month you will receive a proportionate salary based on one twelfth of your salary divided by the working days in the month multiplied by the number of working days undertaken.

Example: 

  • If your annual salary is £18,000 and you started working for the University on the 20 September, you will have worked eight days out of the 21 available working days in the month.
    • Monthly pay is £18,000/12= £1500
    • You would get paid £1,500/21 working days in the month x eight days worked= £571.43
Leaving the University

I'm leaving the University, when do I get my P45?

Once we have been informed by HR that you are leaving we will make your final payment to include any holiday pay due on the normal pay day. Your P45 and final payslip will be sent to your home address.

How much will I be paid in my last month?

Your manager will calculate your annual leave allowance when you hand in your resignation. Any overtaken annual leave will be recovered in your pay. If any annual leave is due you will be paid the outstanding amount in your final salary.

Any outstanding loans, season tickets deductions, salary sacrifice deductions for bikes or overpayments will be recovered from any outstanding pay once payroll have been notified of your leaving the university.

P60

When do I get my P60?

A P60 will be issued to you around the end of May of each year.

Why is the pay figure on my P60 different from the gross pay on my payslips for the year?

Your P60 shows the amount of your taxable pay, that is to say your gross pay less any pension contributions which are tax free. The figures for pay and tax on your P60 should be the same as taxable pay and tax to date shown in your payslip for March.

Information for managers

Salary costs and hourly pay rates

Salary costs

The spreadsheets below detail the estimated gross cost for employing someone at each grade and point. The spreadsheets include employer's National Insurance and pension contributions and apprentice levy (which was introduced in April 2017 and is currently charged at 0.5 per cent on all employee earnings that attract employer's National Insurance).

In the "Salary costs" spreadsheet below, the left hand table should be used for employees in grades 1 to 5 who are in the University of York pension scheme and the table on the right hand side should be used for employees in grades 1 to 5 who pay into the people's pension scheme. To understand which pension scheme an employee will be in please refer to the University's pensions pages.

Hourly pay rates

Sickness absence reporting

When an employee who is sick contacts you, begin the reporting process by completing a sickness absence report form. Step by step guidance about reporting sickness absence along with the absence reporting form and the sickness self certification form can be found on the HR website.

Parental Leave Funding Scheme

These documents outline the Parental Leave Funding Scheme guidelines and allow a department or team to apply for Parental Leave Scheme Funding:

Parental Leave Funding Scheme guidelines (MS Word  , 24kb)

Parental Leave Funding Scheme application form (MS Word  , 31kb)

Self-employment status check

Self-employment status check information

Under HM Revenue and Customs rules (gov.uk), if you plan to offer a temporary job to someone who works through their own intermediary (often their own company, but this could also be a partnership or another person) you’ll need to decide whether the "off-payroll working" rules apply.

These rules are in place to make sure that, where an individual would have been an employee if they were providing their services directly, they pay broadly the same tax and National Insurance contributions as an employee.

Since April 2017 the Employment Status Service (EES) checklist (MS Word  , 62kb) must be completed by any department planning to use a Personal Service Company (PSC) or an individual to undertake work on a self-employed basis. The form can be found in the "Choosing the correct form of engagement" flowchart on the HR website and should be returned to employment-status@york.ac.uk. The check will be undertaken by Payroll and they will inform you of the results so you can then engage the person correctly.

These checks must take place before the work in undertaken. Failure to check an employee's status could result in costly fines for the University.

Payroll contacts

If you have any Payroll-related questions please contact the relevant person or team using the details below.

  • Rob Oxley, University salaried employees contact
    Email: rob.oxley@york.ac.uk 
    Telephone: +44 (0)1904 322114 
  • Kath Mcneil / Tracey Richards, Salaried Directorate of Estates and Campus Services (DECS) employees contacts
    Email: sals2-payroll@york.ac.uk 
    Telephone: +44 (0)1904 322115 / +44 (0)1904 323134 
  • Kath Mcneil / Tracey Richards, York Conferences Ltd. (YCL) employees contact
    Email: ycl-payroll@york.ac.uk 
    Telephone: +44 (0)1904 322115 / +44 (0)1904 323134 
  • Denise Beardall, University casual workers contact
    Email: non-salaried-payroll@york.ac.uk
    Telephone: +44 (0)1904 322115

External contacts

Key external contacts and information

How do I contact the HMRC Tax Office?

When contacting the Tax Office with queries always quote the University's tax reference number and your National Insurance number to them. These can be found on your monthly payslip.

You can write to HMRC at the following address:
HM Revenue & Customs
P.A.Y.E.
BX9 1AS

Or telephone them:
Telephone: +44 (0)300 200 3300

What is the University's tax reference number?

The University operates a number of payrolls. You can find the relevant tax reference number on your monthly payslip.

How do I apply for a National Insurance number?

By contacting the Jobcentre Plus NI Allocation helpline on +44 (0)345 600 0643.

Further information about National Insurance numbers and the application process, can be found on the NI number section of the Department of Work and Pensions' (DWP) website (gov.uk).