Payroll Changes

Applicable to employees of the Central Academic Bodies and central activities of the University of London (the "central University").

1 Overtime/Adjustment 
2 Deductions 
3 Resignation: Minimum Requirements    
4 Termination of Contract    
5 Dismissal   
6 New Joiners: Minimum Requirements    
7 Deadlines 

1 Overtime/Adjustment

1.1
Notifications of pay adjustments (including extra-time, overtime and deductions) should be made in the format specified by the Human Resources.  Advice on the format and a master spreadsheet are available from the Payroll Office.

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2 Deductions

2.1
For audit purposes and to ensure that deductions comply with the statutory provisions, any full or part-day deduction from an employee’s pay must be accompanied by an explanation of the reason (e.g. lateness/unauthorised absence etc).  Deductions for unpaid leave must be supported by the employee’s written request or a copy of the written acknowledgement and acceptance of the request to the employee from the division.

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3 Resignation: Minimum Requirements

3.1
Please forward copies of any resignation letter received to Human Resources immediately upon receipt.  If the leaving date is not agreed at the time that the resignation is submitted, please notify the Human Resources of the date as soon as agreed.

3.2
Please also inform the Human Resources of the amount of leave the individual carried forward from the previous into the current leave year, any additional days allocated as time off in lieu and the number of days taken/planned to be taken in the current leave year until the effective date of the resignation.

3.3
It is not possible to enter an individual as a leaver on the Payroll until minimum documentation is received.  In the event that an employee leaves without giving notice or without giving written notice, please contact Human Resources for advice.

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4 Termination of Contract

4.1
It is expected that all employees will receive a letter notifying them of the end of their contract, whether this results from the expiry of the contract, resignation or dismissal, and the arrangements for their final payment, including details of any pay in lieu of leave outstanding.

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5 Dismissal

5.1
The delegated power to dismiss an employee rests with the Director of Human Resources.  If you believe dismissal is necessary you must consult with Human Resources.  This includes cases of repudiatory breaches of contract where the employee has ceased to attend work without notifying the employer.  In the event of gross misconduct (such as fighting in the workplace) you must send the employee home and consult immediately with Human Resources.

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6 New Joiners: Minimum Requirements

6.1
Please also refer to the section on Illegal Working

6.2
New starters must be asked to bring bank details, National Insurance number, their P45 if available, a Birth Certificate/Passport and any additional documentation required to meet the requirements of the Immigration and Asylum Act.  The latter documentation must be required to be presented immediately upon (or prior to) commencing work and, in the event that these documents are not presented, in the original, at that time, the employee must not be allowed to start work, but may be sent home to collect the documentation.  Please ask for assistance from the Human Resources in these circumstances. 

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7 Deadlines

7.1
The Payroll Office issues details of forthcoming payroll deadlines and the method for submitting pay instructions twice a year at a minimum.  The notice gives details of two dates; the adjustments deadline by which overtime, extra-time, deductions etc must be submitted (in the appropriate format) to Human Resources and the Final Data Input date by which all other instructions must be submitted.  However, Divisions are strongly encouraged to submit payroll instructions at the very earliest opportunity in order to ensure that these instructions can be actioned, and any queries addressed, prior to the deadline.

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