Help with HR Self-Service

FAQs to help you access the system

Frequently Asked Questions

Are you eligible for HR Self-Service?

HR Self-Service is currently available to:

  • University of Oxford employees
  • TSS and casual staff (including teachers and examiners), agency workers and employees of eligible subsidiaries.

IMPORTANT: Access can only be set up after your employment record has been created in the University's HR System, and you have started in your role. You will receive a 'welcome' email notifying you of your HR Self-Service account being available; if you do not receive this a week after commencing your employment, please contact your HR team/administrator.

Are you accessing the system via the University network?

HR Self-Service can only be accessed via the University network. If you need to access the system off site or you are using Eduroam (WiFi), you will need a VPN (Virtual Private Network) connection. Visit the IT Help page for guidance on how to install VPN or contact your local IT officer.

Are you experiencing problems with your Single Sign-On account?

Contact the IT Service Desk for assistance.

IMPORTANT: Access to HR Self-Service can only be set up after your employment record has been created in the University's HR System, and you have started in your role. You will receive a 'welcome' email notifying you of your HR Self-Service account being available; if you do not receive this a week after commencing your employment, please contact your HR team/administrator.

Still need help?

If you still need help, please refer to your local HR contact (or equivalent).

HR Self-Service can normally be accessed at any time via the University network or VPN.

Please note, we undertake routine system maintenance between 20:00 on Wednesdays to 02:00 on Thursdays. The system may be unavailable for up to an hour during this window.

Occasionally, there may be short periods of system downtime at other times, for essential maintenance. We aim to undertake these outside of regular hours, to minimise disruption.

If you see a downtime message when logging in, please come back later.

Extended periods of planned downtime will be communicated via the HR Self-Service Staff Gateway page. 

Always access HR Self-Service via the Staff Gateway page (rather than bookmarking the system URL itself) to ensure you see system downtime notices and other important news and updates.

Once your University card and SSO account are deactivated (usually on or shortly after your end date) you will also lose access to HR Self-Service. You should therefore download and save your payslips and P60s before your employment ends, if you want to retain a copy of these documents.

Your final payslip and P45 will be issued in paper form and sent to your home address (or alternative address where specified).

HR Self-Service can be accessed via most devices with an internet connection. You will still be required to connect using VPN if accessing outside of the University network.

If you have no access, either at home or work, to a standard PC or other device with an internet connection you may need to receive a paper payslip and P60. If you have any concerns about accessing your payslips and P60s online, please speak to your HR contact (or equivalent). This person will also be able to help with any enquiries about your HR record, including updating your details. 

Some departments have ‘hub’ PCs that are open for use to all staff; please contact your department for further details.

Log into HR Self-Service

Available on the University's network and VPN only:

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Contact

If your query isn't answered here, please contact your HR administrator for help.

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