Frequently Asked Questions
At the point your contract ends/leave the University you will no longer be able to access SuccessFactors therefore we strongly advise downloading any payslips or p60 prior to your final day.
Please click on the links to find the answers to some of the most frequently asked questions re:
Personal & Banking Details
P60
Tax
Non-Residents Payment of tax & National Insurance
Maternity Pay
Leaving the University
Pay Dates
Payslip MessagesYou might also find answers to your questions under Understanding your Payslip and Understanding your P60.
Pay
Q.Where can I find information on the University's current salary spinal points?
Q. What spinal point/salary am I on?
A. Please see here for the full-time .
- I am working 5 days per week. How much would my monthly pay be if I changed to 2,3 or 4 days?
A. For an approximation of the gross pay (i.e., the amount before deduction of tax, National Insurance and/or pension contributions), divide your current salary by 5 and multiply by the number of days you will now be working.
Net pay involves complex calculations based on your earnings to date, however, as a general rule an approximate figure can be reached by subtracting 42% from your gross pay (if you are a higher rate tax payer) or 33% (if you are a lower rate tax payer). An additional % should be deducted if you are in one of the University's pension schemes (varying between 3% and 9.6% depending upon the scheme).
(See also take home pay)
- I am completing a mortgage application, how do I find out my annual salary?
A. SuccessFactors holds Salary details.
Alternatively, the amount is typically 12 times the salary amount shown on your monthly payslip.
Additionally spinal point information can be found on the website.
- When will I get an increment?
A. Your contract will confirm this however most increments occur in either August or October with a small number occurring on the anniversary of your appointment.
To be eligible for the first increment you must have been employed for a minimum of 6 months and not be at the top of the pay scale.
- What do I do if I am missing a payment?
A. Please contact your departmentin the first instance. If necessary they will contact Payroll on your behalf.
- On what date will I be paid
A. Payment is made on the 24th of the month. Where the 24th is a non-banking day, payments will credit on the day before.
- I'm starting/leaving part way through a month - how is my pay calculated
A. Part worked months are calculated based on the working pattern attached to your contract.
Personal Details
- How do I inform you if I have changed my bank details or home address?
A. Please update your details on SuccessFactors.
- Can payments be made to foreign bank accounts?
A. We can arrange for payments to be made to foreign accounts, but you must complete a
P60
- When will I receive my P60?
A. P60s are typically uploaded to SuccessFactors between the middle and end of May. We recommend downloading a copy for your own records.
- Why is the earnings figure on the P60 different to my salary?
- 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
- the p60 covers the tax year (April – March) therefore the taxable pay figure may refer to multiple partial salaries.
- Can I get a duplicate P60?
A. No. However if your SuccessFactors 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 Alternatively, the same figures can be found on your March payslip.
Tax
- I believe I have overpaid tax. How can I claim it back?
A. Send your P60 end of tax year summary to or if you are leaving and not continuing your employment, request a P45 and send it to HMRC. They will then assess your claim.
- Where can I find general information about paying UK tax?
A. HMRC have an overview of website.
- My tax circumstances have changed. What should I do?
A. Contact HMRC directly & advise them of the change () about your change in circumstances. This can also be done through the online HMRC .
- I am a student. Why am I paying tax?
A.Students are exempt from tax for non-termtime employment only (Easter, Summer and Christmas). This employment should be declared to HMRC upon receipt of your P60at the end of the year.
At all other times students are subject to normal HMRC Regulations (i.e., anything over £1,048 per month at 2022/23 rates is taxable).
- I am entitled to a tax allowance of £12,570 this year and yet you have taken tax from me. Why?
A. 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 taxation.
- Why have I had more tax deducted this month than last month?
A. There could be several reasons, including:
Has your taxable pay increased? This could be due to a change of Salary, additional allowance commencing or a change in your pension contribution?
*Note: it is important to advise HMRC when you move so that they can advise you in writing prior to any changes taking effect)
- What is the phone number and address for the tax office and what is the University's tax reference?
A. See .
- Do I pay tax and NI on my holiday pay?
A. All payments are taxable if you are earning over your current tax threshold.
- Why do I not have a tax allowance?
A. There could be several reasons, including:
Providing a P45 from your previous employer with a BR or 0T tax code.
Not providing a p45 from your previous employer.
Not completing the taxation section of the Personal Record Form.
Coding notification of BR/0T received by the University from HMRC on either a P6 (during the tax year) or a P9 (at the start of the tax year).
- Other companies have salary sacrifice schemes; does the University offer anything similar?
A. We have a number of salary sacrifice schemes:
Non-Residents
- I've been working in the UK for less than 1 year; can I have a refund of my National Insurance contributions?
A. All UK residents under retirement age are liable to Class 1 NI contributions if their earnings exceed £1,048 per month (2022/23 tax year).
It is not possible to reclaim these contributions.
- How can I claim repayment of tax upon leaving the UK?
A. To enable HMRC to consider any Income Tax repayment, you ned to complete HMRC form P85and 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.
Pensions
- I'm leaving next month, what will happen to my pension?
A. Upon leaving, the administrators of your pension (USS or UPS) will be notified by the HR Pensions department. The administrators will then 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.
Maternity
- I've just started my maternity leave and my pay is different. I chose the plan where I have 10 weeks on full pay - why haven't I got the same as usual?
A. Maternity leave is based on the number of working days in a month whereas salary is calculates as 1/12th of your annual salary. As a result your pay will fluctuate.
Leaving
- When will I receive my P45?
A. P45s are sent out as soon as possible after your final payment has been made.
- I will shortly be leaving, what happens to my SuccessFactors payslips and p60's
A. Once you have left the University your SuccessFactors access will be suspended so we strongly advise that you download payslips and p60s.
Pay Dates
- The 24th is a Saturday or Sunday. When will I be paid?
A. You will be paid on the preceding working day.
- When will I be paid over the Christmas period?
A. This varies from year to year in line with bank non-processing days and is typically advised in November.
IT Access
- I am working on a temporary contract; how can I get IT access and a staff card?
A. Your department manager or Unitemps should email the payroll department requesting access. You will receive an email advising you when your card will be ready to collect and how to obtain IT access.
Payslips
- I am on the Salary payroll, can my payslip be sent to my home address?
- It is payroll policy that payslips are uploaded to SuccessFactors.
Payslip Messages
- How do I request a message to be printed on payslips?
A. Please send an email to Tal Dhaliwal (Payroll Manager) at t.dhaliwal@warwick.ac.ukor payroll@warwick.ac.ukrequesting 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 by the Payroll Manager to ensure the message fits within the parameters available.
This a free service from Payroll which will allow over 6,000 university staff to read your message, printed on the Monthly Salary pay slips.
VAM Payroll
- I'm leaving the VAM payroll. How do I get my P45?
A. Please contact the 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 forms for you and advise the Payroll team. Please do not contact the Payroll office directly.
- I work on the VAM payroll. How do I get a staff card?
A. Anyone on the VAM payroll may be entitled to a University card if their work requires it. To obtain a card the Head of Department or delegated representative should send an email request to Payroll Resource payroll@warwick.ac.ukincluding the individual's name, University number, department and reason a card is required.
Please note that it can take up to three days to process the request, after which the individual will be notified by email that they should collect it from University House Reception where their photograph will be taken. Once the card has been printed, any problems that arise should be directed to University House Reception in the first instance, not to Human Resources or Payroll.
- I work on the VAM payroll. How do I get Library/IT access?
A. You will first need a University card as detailed above.
Library Access: The Head of Department or line manager should contact the Library via email or letter, outlining the individual's status within the University (specifically whether the individual is undertaking academic work or not) and why access to the library is required. The individual's University number should also be included so the Library can amend their membership record system.
IT Access: This is obtained directly from the IT Services website.
After the initial steps outlined above, the Payroll team is unable to provide further advice on card related issues.