Payslips and P60s FAQs

Payslips and P60s are issued online-only via HR Self-Service for the majority of University employees*. 

Going paperless offers a number of benefits:

  • Instant – access your payslips and P60s online as soon as they're published;
  • Secure – all your payroll documents stored safely in one place, supporting the University’s compliance with the General Data Protection Regulation (GDPR);
  • Sustainable – going paperless has a positive environmental impact, saving approximately 25 trees a year. The University will also make an estimated saving of £31.5k a year in paper and print costs.

*This excludes contractors and those employed solely by a college.

The majority of employees are expected to access their payslips and P60s online. However, the University recognises that some employees may not be able to access/use HR Self-Service due to exceptional circumstances. In these cases, the employee may need to receive paper copies. These exceptional circumstances may apply to employees: 

  • with no access, either at home or work, to a standard PC and/or other device with an internet connection;
  • who have no PC/web skills/knowledge and are unlikely to be able to acquire these skills;
  • whose disability/long-term health condition may prevent them from being able to access/use HR Self-Service;
  • who are on extended leave from the University.

If you have any concerns about being able to access your payslips and P60s online, please discuss these with your HR contact (or equivalent).

Electronic or online payslips are now commonplace and are accepted by most banks and building societies. They are also considered acceptable by HMRC, the UK’s tax, payments and customs authority.

If you need a printed payslip or P60 please email payroll@admin.ox.ac.uk with details of your request. Payroll will print and scan copies of the required documents and include the Finance Division stamp. These will then be emailed to you.

For requests of up to three documents please allow five working days. If your request is urgent please include this information in your request.

Yes, you can log in to HR Self-Service, download and, where necessary, print your payslips and P60s. Please refer to the Employee Self-Service How-To Guide for instructions on how to do this.

To maximise the benefits of going paperless, we ask that you only print these documents when it is absolutely essential to do so.

Troubleshooting

If you are unable to save or download your P60, select 'print', and set the destination or printer to 'save as PDF'.

 

 

For visa applications, the Home Office will accept printed digital versions of your payslips with an accompanying letter signed by a ‘senior official’. You can request this letter from Payroll directly. Please email payroll@admin.ox.ac.uk, and allow five working days for your request. For queries relating to visa applications, contact the Staff Immigration Team.

You can continue to access HR Self-Service from home or your mobile device via the University’s free Virtual Private Network (VPN) service. For guidance on installing VPN, please visit the IT Help page or contact your local IT Officer. If you would prefer to receive paper payslips during this time, please inform your HR contact (or equivalent). 

For family leave, sabbatical and other planned leave, when completing your leave plan or application form please let your HR contact (or equivalent) know how you would prefer to receive your payslips while you are off.

For long-term sickness absence and other unplanned leave, you should inform your HR contact (or equivalent) as soon as is reasonably possible and let them know if you would like to receive paper payslips while you are absent.

You must remember to inform your HR contact (who in turn must inform Payroll) of your return to work. You will then revert to receiving online-only payslips and P60s.

You can access online payslips dating back to May 2013, and P60s dating back to the tax year 2014/2015 (or your start date, whichever is more recent). These documents will be available via HR Self-Service for the duration of your employment with the University.

To ensure you have access to your payslips and P60s beyond the end of your University employment, you should download and save your electronic payslips and P60s. Please refer to the Employee Self-Service How-To Guide for instructions on how to do this.

If your employment at the University is due to end, you should log in to HR Self-Service and download copies of your payslips and P60s before your end date. Your final payslip and P45 will be issued in paper form and sent to your home address (or the address you have requested this to be forwarded to). 

Troubleshooting

If you are unable to save or download your P60, select 'print', and set the destination or printer to 'save as PDF'.

 

 

If you need payslips or P60s once your employment has ended, please email a request to payroll@admin.ox.ac.uk. Payroll will verify that your request is authentic before providing copies. 

Once you become a University employee, you will access your payslips and P60s online-only, through HR Self-Service.  

If you transfer from being an employee to a TSS/casual appointment, you will still be able to view your payslips and P60s online, but these will also be issued in paper form.

To ensure you have access to your payslips and P60s beyond the end of your University contract, you are advised to download and save your electronic payslips and P60s. Please refer to the Employee Self-Service How-To Guide for instructions on how to do this.

Former employees who receive a pension from the OSPS scheme cannot access HR Self-Service and therefore receive paper payslips. Arrangements for other pension schemes are not affected by HR Self-Service.

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