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Payslip changes

As you may be aware, the University is adopting a new payroll system. The impact of this change for employees is minimal, with a slight change to the layout and design of the printed payslip being the extent of the change for most staff.

Please note: This change is for all employees paid via the main payroll, including casuals. All pensioners will have been paid via this system since July 2012.

A mock-up of the new payslip design is provided below:

Changes to layout

For illustrative purposes, this is how the payslip currently looks:

There are no longer three main columns of data. The payslip will also include the University logo as a watermark, under the ‘Payments’ section. 

In addition, the field changes are as follows:

• Where previously the numerical amounts in the ‘Payments’ and ‘Deductions’ sections were under the heading ‘Cash’ these are now under the heading ‘Value’. Amounts remain quoted to two decimal places.
• The Payments and Deductions totals cells are now prefixed with the word ‘Total’ and are sub sections under Payments and Deductions.
• The ‘Net Pay’ section is no longer in a third column to the right of Payments and Deductions; instead it is quoted in a bold cell, under ‘Total Deductions’.
• The Year-to-date section has moved to below ‘Deductions’, under the heading ‘Cumulatives (Year to Date)’.
• The Personal Details section replaces the ‘Employee Name’ field and remains in the top left-hand corner. Instead of the ‘Employee Number’, the ‘NI Number’ is quoted here.
• All details regarding HMRC and tax, including Employee Number, are included under the ‘Details’ section in the bottom left cell. This was previously located to the right of the ‘Employee Number’ section.
• The Pay Date formatting remains in the right-hand corner, however the date formatting is changed from DD/MM/YYYY (e.g. 30/05/2013) to DD-MMM-YY (e.g. 30-May-2013).
• The ‘This period’ section is replaced by the ‘Period Summary Details’. The inclusions remain the same as previous.  
• Any explanatory notes, when required, will be included in the cell below the ‘Details’ and ‘Cumulatives (Year to Date) sections.

Employee Numbers

Any employees who received their first payslip from the University on or after January 2012, will have a new employee number. Please take note of this when you receive your payslip this month, as you will be required to quote this when making pay enquiries with the Payroll team or your Departmental Administrator. The change in employee number will not affect any communications with HMRC, which will request your National Insurance number as their primary reference.

The employee number will remain the same for any employees whose first payslip from the University was on or before December 2011.

For further information, please contact:
Payroll team
Telephone: 01865 (6)16301
Email: payroll@admin.ox.ac.uk

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