Payroll information for employees

Starting at Essex

When you start work at Essex you will need to provide the Reward Team certain information about yourself and your tax status.  On your first day you will receive to your University email address an online form for you to complete and submit. The Reward Team will process this information. The process is for all employees of the University, UECS and WHH.

There is a separate payroll form for the for the 'One Off' casual payroll, these are individuals who meet a set criteria. The details are available via the FPN 2, please ensure that you check beforehand.

The information provided on this form will be held for the purposes of payroll and pensions administration, in accordance with the University's registration under the Data Protection Act.

Pay day

Pay day is the 28th of each month. If this falls on a weekend or bank holiday, then we pay on the working day before.

Your payslips

The University provides electronic payslips via a secure online system, HR Organiser, which is a self-service module of our HR system, iTrent. Not only can you view your payslips but you will also receive your P60 through HR Organiser.

Payslips will now only be available electronically from 27 March 2020 onwards via HR Organiser.

HR Organiser is available to access from any computer or mobile phone, using your University log in.

The payslips can be downloaded through HR Organiser. Please contact reward@essex.ac.uk if you have any queries.

Payslips via email

When you first start at Essex, we will set your payslip to go straight to HR Organiser, but you can update HR Organiser so that you can have your payslips emailed directly to you as a PDF.  

The password to open your email payslip PDF is not your usual Essex password. You need to set up a password in HR Organiser. You can also reset it in HR Organiser if you have forgotten your password. To do this go to the e-form preferences page accessed via the face icon in the top right of the screen. Select e-form preferences from the drop down. Please note, the new password will only be effective from next month’s payslip.

Changing your bank account details

To change the account your salary is paid into, complete the bank account change form (.pdf) and submit it to payroll.

Queries about your tax

If you have questions about your tax, please contact HM Revenues and Customs (HMRC). If you have problems contacting HMRC, please contact us as although we can't speak to HMRC on your behalf, we can give you advice.

HMRC do not communicate via email. If you receive an email claiming to be from HMRC, please do not respond to the email as it will be a phishing attempt.

Your Essex tax reference 

When you contact HMRC, please include your tax reference:

  • University of Essex - 083/CO22
  • University of Essex Campus Services - 245/CW645
  • Wivenhoe House Hotel - 120/LA65129

Pay while working from home 

Members of staff on permanent and fixed-term contracts

If you are working at home, or required to stay at home, you will be paid in the normal way and there will be no need to self-certify or produce medical certificates.

On demand staff including GLAs

If you have been offered work and can’t carry out the work as it cannot be done from home, you will be paid as if you had worked. 

Assistant Lecturer staff

You will continue to be paid as per your engagements.If your contract is due to end soon, you will be paid in the normal way until the end of the contract.

Pay during self-isolation

You will continue to receive pay. This applies to all University employees and employees of its subsidiary companies (WHH Ltd and UECS Ltd). You will not need to self-certificate or provide a medical certificate.

On demand contracts and pay

Any work that has been completed will of course be paid in the normal way. If you have been offered any work in the month that the government advice changes or the University takes the decision to ask staff to work from home, and you are therefore unable to complete this work, you will be paid as if you had worked. Payment should be claimed in the normal way.

Staff will be paid for any agreed shifts up to 31 March 2020 that they were unable to work due to COVID-19.

We realise on demand workers would have been expecting to work up until the end of the summer term on 26 June 2020. Until the lockdown is lifted, they won’t be offered any new shifts, but we are making payments under the government’s Job Retention Scheme for those eligible. 

If you are self-isolating or are ill, you will receive SSP during this period of sickness as per your contractual entitlement.

If you are already absent due to sickness and coming towards the end of your paid leave and have to self-isolate, your pay will continue during your period of self-isolation.

If your contract is due to end soon

In this instance we will continue to pay you your normal salary up to and including the day your contract was due to end as if you were in work and able to carry out your normal duties.

Coronavirus Job Retention Scheme (Staff on furlough)

The government has created a Coronavirus Job Retention Scheme to support payment of salaries for those whose work has ceased or significantly reduced (commonly referred to as the government furlough scheme). The scheme provides grants to employers to pay 80% of salary costs, with the aim of keeping as many people as possible in employment during this uncertain period. The scheme runs for three months from 1 March 2020 to 30 May 2020.

Accessing this government scheme is an important way that we can continue to pay salaries, wages, and protect jobs.

In using the Coronavirus Job Retention Scheme, the University will top-up the salaries (and associated pension and National Insurance contributions) of all staff who are furloughed, so that take home pay is unaffected.

Our approach to furlough has been agreed collectively with our campus Trade Unions and Heads of Section/Department will contact affected staff by 19 April.

Once the three month period comes to an end, we will need to take stock of our financial position and any changes to government policy, and make a decision on what we might do next. This review point will include consultation with our campus Trades Unions prior to any decisions being taken.

Promotion and performance related pay

These review processes are postponed until the Autumn term. We will backdate the effective date of promotions and pay increases related to promotion, to the usual planned date of 1 Oct.

Guidance for on demand workers

Staff will be paid for any agreed shifts up to 31 March 2020 that they were unable to work due to COVID-19.

We realise on demand workers would have been expecting to work up until the end of the summer term on 26 June 2020. Until the lockdown is lifted, they won’t be offered any new shifts, but we are making payments under the government’s Job Retention Scheme for those eligible. 

 

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Contact us
Employee Reward Team (Payroll and Pensions) For queries relating to payroll, expenses, benefits, removals and relocation, and other pay-related topics.