Main Payroll - Changes (& Supplementary Payments)
There are 2 main categories of change or supplementary payment which may occur during an individual's employment with the University.
2. Contractual and ad-hoc changes
Changes to contract or temporary arrangements which affect the amount paid to an individual or where that amount is charged must be submitted to the Payroll Team on a Payroll Change Form (for permanent changes) or a Change to Employee Payroll Record Form (for one-off or short-term changes). Both forms are available from the Payroll team. Changes which must be notified to Payroll include:
- Change in hours worked
- Change of grade
- Additional payments
- Acting-up and other allowances
- Changes in pay brought about by sickness or other absence
- Unpaid leave
- change in the percentage of cost shared between budgets (e.g. an individual previously charged 50% to two separate grant codes is changed to 100% against a departmental code)
All grade changes must first be submitted for approval to Personnel Services who will issue an LNS reference number when approved.
Note: Grade changes will not be processed by the Payroll Team without a valid LNS reference number.
The forms can also be used for changes to bank
details,
although a separate form is available directly to the employee here for
that purpose. Other payments, such as overtime, should be notified to
Payroll
either via theOvertime form 
(52kb), or the electronic overtime template
(details available from Payroll).
Please do NOT notify the Payroll Team of the following changes:
- Change to funding end date
- Change to contract end date
- When a new contract is issued
For these situations, please send the completed form directly through to Staff Records unless the change also results in a change to the amount paid to an individual or where that amount is charged as described above (in which case notify Payroll).
Note: Neither the Payroll Change Form nor the Change to Employee Payroll Record Form should be used for notification of merit review changes. The Merit Review process is a separate exercise, administered by Personnel Services, who will issue specific instructions and forms for this purpose.
1. Statutory and collective changes
Legislative changes to tax and NI (e.g. changes to tax rates) are implemented annually by the Payroll team in accordance with HMRC regulations.
Cost of living awards are agreed by Personnel Services with representative bodies (e.g. trade unions). They are implemented by the Payroll Team, with arrears where necessary, upon instruction from Personnel Services.