Payroll Procedures

University payrolls and associated forms

New starters, changes and leavers are processed in the University’s HR System (PeopleXD), into which Payroll is integrated.

Monthly payroll is paid on the last but one working day of every month, with pay dates published in advance for each year.

Submission of forms

All payroll instructions, new starters, changes to pay, leavers must be approved in People Management and be received by the payroll team by close of business on the deadline dates. Any instructions received after this date cannot be guaranteed for payment in the current month.

Authorisation of payroll instructions

Payroll instructions must be approved in People Management by a Salary Approver. 

For those actions requiring a paper form to be submitted to the Payroll Team, they will accept original documents and signatures. Emails and electronic forms will be accepted as long as they have a written authorised signature. Do not then send the original. Abnormally large amounts must be sent on a signed paper form.

Under no circumstances will self-authorised forms or instructions be processed, nor those authorised by a close relative or member of staff junior to the claimant except as specified in the "Claiming Expenses" section in the expenses guidance.

Any attempt to submit a deliberately falsify a payroll instruction will be treated as a serious disciplinary offence.

Contact us

  : Payroll Services
       Finance Division
       University of Oxford
       23-38 Hythe Bridge Street
       Oxford, OX1 2ET

  :  01865 (6) 16301