FAQ - Digital payslips

Owned by Marcy
13 Feb, 2020
6 min read


ACCESS

Do I need a University of York IT Services account to access my payslips?

No; the new service is completely separate and no IT services account is needed.  You do not need to use a University PC or be on the University network. 

Can I access my payslip at home?

Yes, it is a web-based solution so you can access your payslip from any PC, laptop, tablet or smartphone 24 hours a day, 7 days a week, 365 days a year. 

I don’t have a Laptop or a PC at home - what do I do?

The service is web-based and also works via a Tablet or Smartphone.  The University also provides large PC classrooms on campus that workers can use if needed.

Should I use a University email address (if you have one) or a personal email address to setup the account?

You can use either however we would recommend using a personal email address if you have one. The difference is, if you use a University email address it is closed down when you leave, meaning you won’t receive an email notification that your P45 is available to view.

Where do I access my digital payslip?

Please see our Payroll web pages https://www.york.ac.uk/staff/finance/payroll/ under Your Pay->Getting Paid for the correct web site.

Is there an App I can use?

Yes both Android and Apple apps are available from the relevant App store (search for ‘epayslips’) and you can sign up via the App. 

How do I set up my epayslip account?

Please see our Getting started section.

I have forgotten my password? 

Go to the relevant website, click on the “Forgotten your details” link to reset your password.  

When will I be able to view new payslips?

The system will email you when your Payslip is available.  This will normally be at least one day before pay day. Pay day is the last working day of each calendar month with the exception of December when you are paid early just before Christmas.  


When will I be able to view my P60?


The epayslip system will email you when your P60 is available.  This is usually after the tax year end (April-May each year).

Will my previous payslips be in the new service?

Payslips from November 2019 onwards will be provided on the service.

How will I be able to access my digital payslips if I leave the University?

Your access will continue for 60 days after your employment at the University ends. It is recommended that during this period you access your account and print or download the payslips and P60s in your account for your safekeeping. It is your responsibility to do this. 


I can already see my Payslip on MyView, why is a separate service being used?

Ideally we would use MyView as the Universities HR & Payroll system and this is the long term aim.  However, at the moment there are three key reasons why it doesn’t provide the solution required:

  • MyView only works for roughly half the individuals on our Payrolls - as many do not have a University of York IT Account or don’t actively use one.  For example - some groups of staff e.g.cleaners, casual workers, subsidiary companies, organisations we provide a Payroll bureau service for (e.g. STEM).  
  • MyView is only accessible on campus - using it off campus requires use of technology such as Virtual Private Networks, making it more complex and less intuitive.
  • MyView doesn’t work once individuals have left the University - which is often the most common time documents are required - as access is closed the day they leave.

The savings resulting from digitisation more than cover the cost of the new service.

I can already see my Payslip on MyView, will this still be available including my historical documents?

Yes, MyView, including existing historical Payslips and P60 documents will still be provided as a service.

Can my manager access my payslips and pass them on to me?

No; each member of staff can only see their own Payslips.

Does my access expire if I don’t use the service for some time?

No; access is only removed if you are made a leaver on Payroll.

SECURITY

I’m worried about hacking.  Is the new service secure?

As always security is taken seriously.  A Cloud Computing risk assessment and a Data Protection Impact Assessment were undertaken as part of the procurement process to ensure Dataplan meet the relevant security standards.   Bank details are not on our payslips and are thus not stored in the digital payslips service.

What security precautions do I need to take?

  • Do not under any circumstances share your password with anyone
  • Do not use the same password that you use for other websites or services including your University account
  • Change your password regularly
  • As with any confidential information, please exercise caution if you are using shared computers, or computers in shared offices or public areas particularly if you need to print off payslips
  • Don't leave your computer or mobile device logged on to your payslip website - either log off and close your browser session, or lock the screen

The link below contains advice from IT Services about password security - remember this is your information you are protecting.

https://www.york.ac.uk/it-services/security/password/


YOUR PAY

What does my payslip show?

  • Your name
  • You NI number if you have one
  • The tax reference of the organisation you work for
  • Employee number
  • Tax month of pay period
  • Pay date of pay period
  • Tax code
  • Payments due in the pay period
  • Deductions taken from the total payments
  • Net pay
  • Year to date totals for gross pay, taxable pay, tax paid employee and employer NI contributions, pensionable pay and employer and employer pension contributions

Will the digital payslip affect my pay or pension?

No, it is simply a change in the way that you receive the information. You will still be paid via BACs directly into your bank account on the last working day of each month.


Do I need to view my digital payslip to get paid?

You will still be paid automatically on the last working day of each month, regardless of whether or not you have viewed your payslip. However, it is recommended that you view your payslip on a regular basis, to check that payments and deductions are correct.

What is my P45 and how will I receive it when I leave?

P45s will also be provided digitally through the new service; we will email you when it is available.

[Your P45 shows how much tax you have paid on your salary so far in the tax year (6 April to 5 April). You will only receive  a P45 when you stop working for us]

My mortgage lender and/or bank requires a hard copy of my payslips, can I still receive paper payslips if required?


Financial institutions such as mortgage lenders now accept a printed copy of your online payslip as these contain all the details of your pay and the relevant organisational logo.  Your Digital Payslip is actually a ‘PDF’ file. If you want to print it, you can do this as you would any other document and/or email it to a Financial institution as needed.

What should I do if I think the details on my payslip are not correct?

If you wish to query any part of your online payslip please see the payroll webpages for the relevant contact.

I don’t want a notification email when by payslips and P60’s are available.  Can I turn these off?

If you don’t wish to receive these emails login and go to Your Account->Emails and use the ‘Disable’ button.  You can also do this in the App.