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Transforming HR and finance
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Checking pay and benefits

From February 2027, all University and York Commercial Ltd staff will oversee information on their benefits, pensions and payslips in the Workday platform (either on desktop or the app), instead of the mix of systems, forms and spreadsheets we have now.

Benefits
You’ll be able to see, select and manage benefits (health, voluntary, etc) in-house, instead of logging into the third-party HAPI Benefits provider.
Pensions
You'll be able to see details of the pension scheme you're enrolled into, and get notifications when you’re eligible to transfer plans.
Payslips
You’ll be able to see and download payslips and tax documents in-house, instead of logging into the third-party ePayslips provider.

Managers will also log reward payments (such as the Making the Difference scheme) within Workday to keep a clearer audit trail on staff records. Role-based allowances (such as Campus Safety Officer plans) will be assigned automatically, and leadership and estates allowance uplifts will update without needing manual individual entries.

Any late pay changes or contract adjustments will be corrected automatically in subsequent payroll runs, cutting the need for manual spreadsheet calculations.

Payslips from before the February 2027 Workday launch won't be transferred into the platform, but the current ePayslips provider will remain accessible for a period of time afterwards so that staff can see historic information if needed.

Benefits for the York community

  • Greater oversight: clearer payslip breakdowns, more transparent benefit eligibility, and the ability to see 'Total Reward' statements in the Workday platform.
  • More consistency: replacing our scattered, form‑based approach for ad‑hoc pay and allowance changes, applying equity checks and benchmarking earlier in the process.

Training and guidance

Full details and step-by-step guidance will come through our functional training activities and resources, which will begin rolling out towards the end of 2026. If you or your line manager would like to share any thoughts before then, please do discuss them with local representatives in the Change Network to feed back to the team.

You can also use our Staff Learning Collection for practical resources on change and personal development for you and those you work with, and explore the full range of wider wellbeing support on offer.

Programme timeline

Common questions