Pay

The Payroll Section is responsible for paying staff on a monthly basis. The team aims to ensure that each employee of the University is paid accurately and on time each month both in accordance with your terms and conditions of employment and statutory requirements.

Payroll are based in Room 110, Whiteknights House, and operate a counter service for enquiries at the following times:

The Payroll section cannot make telephone calls to HMRC on your behalf. HMRC do not like to discuss employee information to a third party. Should you wish to contact HMRC, please have your NI number ready.

• Monday to Thursday: 9.00am - 5.00pm
• Friday: 9.00am - 4.30pm

Pay day

Salary is paid monthly by credit transfer into your nominated bank/building society account. This is normally on the last working day of the month.

HR and Payroll Timesheet deadlines 2022-23

Christmas

Pay day is usually earlier in December.

To guarantee payments for December payroll and for processing of essential adverts and contracts before the holidays, we would like to draw to your attention the following deadlines:

If you need a job advertised over Christmas, please send it across to HR by Monday 12 December 2022 to make sure it meets the deadlines for posting on external job boards.

Acceptances for payments in the December payroll for SRF’s already approved need to be returned by Friday 2 December.

The HR Office will be closed for the Christmas and New Year period from Friday 23 December and will re-open on Tuesday 3 January.

Change of Bank details

We will need confirmation of any bank account changes by the 10^th of the month, any changes for Decembers payroll we need to be in the HR office by the 6th of December.

We would prefer that changes to bank accounts are brought into the HR office and handed into reception in person, however if this is not convenient then we will accept an email from your Reading email account.

If a bank account change request is received by email, a Payroll Administrator will contact you to confirm other details before any changes to bank accounts will be made.

When you start working at University of Reading you will need to complete a When you start working at University of Reading you will need to complete a payroll mandate to authorise us to pay your wages into your bank account. 

Paying Staff for additional work

From the April 2019 the HMRC has brought out new legislation requiring Employers to provide itemised payslips to all workers to show on their payslips the hours that are worked where their pay varies with working hours.

A copy of the guide is attached Payslip Legislation April 2019.

The University already complies with this legislation for most employee, however if you use the additional payments process for any staff: or if you determine pay based on a single day rate then this legislation will require a change in the way this pay is calculated.

The payment form is below.

Additional payment form

If you have any queries please refer to payroll team or HR partner.

Advance Payment Requests

Over recent months there has been an increase in the number of requests received for an advance payment of salary. Such advances are made by BACS payment and take approximately one week to process. Advances are only considered for a new employee who has not been paid at the end of the first month due to paperwork not reaching HR in time. THIS IS THE ONLY SITUATION WHERE WE WOULD CONSIDER PAYING THE ADVANCE OF SALARY TO AN INDIVIDUAL.

Please note with effect from 1st August 2012 the advance fee will be increased to £100 charge for all advances of pay that are made. No charge will be made if the advance payment is required due to an error that has occurred within HR.

Overpayments

The University may deduct from salary payments, any money which is owed by a member of staff to the university including but not limited to overpayments of salary and loan payments.