Payslips and P60s are now accessed online-only via HR Self-Service for the majority of employees.
Checking your department’s exceptions data
‘Exceptions’ are individuals who, due to exceptional circumstances, should continue to receive paper payslips and P60s. You can view the exceptions recorded for your department by running the report: PERDEP23_Online Payslip Exceptions.
Need to make changes?
Please always refer to the exceptions criteria (available from the HR Self-Service FAQs) before recording a new exception. There is a separate process to support employees who require one-off paper documentation for visa purposes, and such cases do not qualify as an exception (see our FAQ for details).
Any new temporary or permanent exceptions will need to be recorded in CoreHR. Please refer to Capturing online payslip exception data for guidance. For Data Services users, the Change Request form has been updated and now includes a section to record this data.
HR Self-Service has become an essential tool for University employees. With this in mind, please ensure that information about HR Self-Service is provided to all new starters, as part of the induction process, to ensure they understand how to access their pay documentation online.
The expectation is that all new employees will have online-only payslips. If there is a genuine exception, please refer to Capturing online payslip exception data for guidance on completing the Payslip Exception UDF. The ‘New Starter Checklist’ has been updated to include this if required.
It is particularly important to check the name, which should match that provided on the employee's passport/right to work document in both cases. Where the name or other details do not match, this can cause the interface between CoreHR and the University Card system to fail, which in turn prevents successful set-up of HR Self-Service for new starters.
Single Sign-on (SSO) should be generated for new starters as a priority, to ensure they are able to access their first payslips. Once your new employee has received their SSO, you should ask them to check they are able to access HR Self-Service. If they receive an error message (e.g. 'something has gone wrong, no employee mapping found'), you should provide the employee's details (including SSO) to the HRIS Support Centre who will help to investigate and correct the issue.
Process for leavers
Leavers will receive two automated email alerts to remind them to download their payslips and P60s from HR Self-Service. The effectiveness of these depend on the leave date being added to CoreHR in good time. EA1 Ending Appointment(s) and the Leaver Checklist have been updated to reflect this.
Plans for casual staff
Work is underway to give casual staff access to HR Self-Service, for the purpose of viewing their online payslips and accessing internal vacancies. Once this is in place, we will look to move as many casuals as possible to online-only payslips. In the meantime, they will continue to receive paper payslips.
Distributing the backlog of paper payslips and P60s
The backlog of paper payslips (resulting from the Covid-19 restrictions) will be distributed by the Payroll Team once they are able to do so, and the majority of departments are open to receive them. If your department has any active casuals or exceptions, please ensure that their correct home addresses are held in CoreHR. Once confirmed, Payroll will update their payslip indicators, and send payslips to their home addresses.
All P60s that were addressed to home addresses have now been distributed.
Any queries relating to online payslips should now be directed to HRIS Support Centre. Please remember that queries should come via the CoreHR user in your department, not from the employee themselves. Please advise employees to check the FAQs on the HR Self-Service webpage before you contact the Support Centre.