Pay and Personal Information

Here we have collated the answers to some of the most frequently asked questions we receive about pay and personal information.

When will I get paid?

Pay day falls on the penultimate working day of every month. You can find a list of all of the upcoming pay dates for this year here. 

How can I find my annual salary amount?

Your gross salary amount (before deductions) is outlined in your contract, and you can also find details of the University's pay structures here; they are updated annually in line with any cost of living increase that might be agreed nationally. 

The University is proud to be an accredited Oxford Living Wage employer; Oxford City Council sets the Oxford Living Wage at 95% of the London Living Wage, it is reviewed annually in November and rates are effective from 1 April the following year. More information about the Living Wage can be found here. 

When are annual salary increments applied and am I eligible?

Automatic incremental progression takes place on 1 August for support staff (grades 1-5) and on 1 October for academic-related staff (grades 6-10).

Providing you have been in post for at least three months prior to the incremental date, you will receive an annual increment within your scale, and thereafter annually until you reach the maximum point of the service scale for the grade of your post, i.e. an employee appointed to an academic-related post on 1 July would have their first automatic increment on 1 October of the same year, but an employee appointed to an academic-related post on 1 August would have their first automatic increment on 1 October of the following year.

There is no automatic incremental progression into or within the discretionary range - access to those points is achieved via the Awards for Excellence scheme. 

How can I access my payslips?

Your payslips and P60s are available electronically via Employee Self-Service. Simply log in via the RAP or a Maths desktop to HR Self-Service | Staff Gateway (ox.ac.uk), and the following pay and contractual information will be available via your Employee Dashboard:

You are encouraged to download a copy of your payslip on a monthly basis.
 

How do I update my personal/bank details?

Your Employee Self-Service record contains the following information. Note that if you are a casual or agency worker, the record may only be partially populated. As below, you can edit some of the personal information on your record, however, if you need to update your bank details you'll need to contact us at @email.

Access and guidance for Employee Self-Service can be found at https://staff.admin.ox.ac.uk/working-at-oxford/you-and-work/hr-self-service. The HR self-service portal can only be accessed via RAP/VPN.

Please disclose your diversity data!

We would like to encourage you to update your HR record to better support the work of our EDIC. 

Diversity information is not freely accessible; it is kept centrally by the Equality & Diversity Unit who report anonymised group data to us. Our department’s unknown ethnicity rate is around 17%. Across the University, only 4% of staff have declared a disability on their self-service record, compared to around 12% who identified as disabled in the last Staff Experience Survey. In some cases, data is not complete because individuals started before the information was routinely captured at recruitment; it would be really helpful to ensure your record is up to date.

Follow these simple steps to update your record:

1. Login via the RAP to HR Self-Service | Staff Gateway (ox.ac.uk);
2. Click on the top left circle showing your initial to access ‘My Profile’;
3. Click ‘Diversity’ from the left hand menu and enter the details you wish;
4. Click save at the bottom right of the screen.

Do I need to enrol into a pension scheme?

All employees are automatically enrolled into the OSPS (Grades 1-5) or USS (Grades 6-10) pension scheme if you are not already a member of a pension scheme and provided you meet certain eligibility criteria.

Can I opt out of automatic enrolment?

You can choose to opt out, but you must do this within one month (for OSPS) or three months (for USS) if you wish to receive a refund of contributions. If you do choose to opt out, the University has a duty to re-enrol you every three years if you remain eligible. This may include you, even if you have previously opted out of USS or OSPS. Please see the Pensions website for further information. 

What is the process for regrading a role?  

The University uses the Higher Education Role Analysis (HERA) job evaluation scheme; if there have been changes to your role that would affect the grade of the job (usually a significant increase in duties and/or responsibilities) an application for regrading can be submitted at any time. The University's process for regrading is outlined here.

It is important to remember HERA grading is based upon the responsibilities and activities required of the role, rather than the skills and capabilities of the post holder. As a department we are keen to support the professional development of staff and look forward to seeing careers develop as your experience grows - and this sometimes means you are ready for a new role, if a regrading is not appropriate. 

Do University employees get any staff benefits? 

A comprehensive list of staff benefits is drawn together here, including various travel schemes, staff discounts and financial benefits.