Payroll & Expenses, Pensions and HR Administration Update – March 2017
1.
Online Expenses System ‘Concur’ Update
Concur is now in the final stages of configuration and testing and we anticipate we will sign off
the system as ready to use within the next few days. Thereafter we will be inviting pilot
departments to submit claims on-line. There will be a review at the end of the pilot period to
identify and resolve any minor issues before rolling out the system to the rest of the
University. Our Communications team is keeping departments fully informed of progress.
To find out more about Concur, please use the following link
http://www2.warwick.ac.uk/services/humanresources/internal/payroll/expenses/concurfaqs
2.
Payroll - Tax Year End
Payroll will be running tax year end before April 2017. The process will also involve generating
P60s (in early May) which is a declaration of University employee’s taxable earnings and PAYE
deductions for the tax year ending March 2017 for all staff employed at the University as at the
end of March. The P60 is the employee’s official proof of earnings and can be used for example
for tax refunds, mortgage/loan applications and UK Visas and Immigration. Unfortunately,
Payroll receive a high number of requests over the course of the year for duplicate P60s due to
the original being lost or misplaced by employees. Could departments therefore please remind
staff that the P60 is an important document and must be retained somewhere safe by
employees. This will hopefully significantly reduce the number of copy P60 requests we receive.
3.
Payroll – Engagement of Personal Service Companies (PSCs)
The process for engaging Personal Service Companies (PSCs) i.e. ‘one-man’ Limited Companies,
Partnerships etc., will be changing from April 2017. Previously payments to such organisations
have been processed via an invoice, however from April 2017 the University is responsible for
identifying and determining the status of organisations trading as PSCs in accordance with
HMRC changes to the Intermediaries Legislation (Chapter 8 Part 2 Income Taxes (Earnings and
Pensions) Act 2003 (“ITEPA 2003”)). The consequences of the change in legislation for
organisations identified as PSCs is that in some cases (e.g. teaching related work) the University
is required to deduct the relevant amounts of income tax and employees National Insurance
contributions from invoices. The process is still being finalised with Finance colleagues, however
please look out for further updates very soon via email or on the Payroll website at;
http://www2.warwick.ac.uk/services/humanresources/internal/payroll/individuals/
4.
Universities Superannuation Scheme (USS) developments
There has been a lot of activity following the closure of the USS Final Salary (FS) section and redefining the Career Revalued Benefit (CRB) proposition. Members of both sections have now
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been sent their respective statements as at 31 March 2016.
Since 1 October 2016 USS has been operating CRB using a new accrual of 1/75 of salary per year
up to an initial threshold of £55,000. In USS literature you will see reference to USS Retirement
Income Builder to describe this section as it provides a pension in retirement. Contributions on
the excess of the £55,000 threshold (or 1% Match contributions on all salary) are directed to the
Defined Contribution section called “USS Investment Builder”. In the six months prior to
October 2016 there was no threshold in place whilst USS worked on the systems to support the
Investment Builder.
USS are working on the latest scheme valuation as at 31 March 2017 and we are expecting
them to report an increased deficit. USS are consulting with employers as part of the process
so we should know more in the coming months.
5.
University of Warwick Pension Scheme (UPS)
We have strengthened the Trustee Board with two new Member Nominated Director
appointments. Both individuals work in the Pensions Team so have some knowledge to help
support their role.
Following the last update I can confirm the introduction of the new administration platform for
those in the defined contribution section (UPS-Heritage section) with Zurich (the scheme
providers). This new platform took effect from 1 January 2017 and enables members to have
more direct dealings with Zurich. We wrote to members to inform them of this change plus
updated them on changes to the investment funds, in particular the default investment option.
The UPS defined benefit section which is closed to new members had a valuation as at 31
March 2016. We expect the valuation to be finalised at the forthcoming trustee meeting on 31
March 2017.
6.
Academic Visitors and remuneration
Departments are reminded that Academic visitors should not be paid for any work undertaken
at the University apart from reasonable expenses.
This is because Academic visitors are visiting the University to carry out research or teaching
related activity usually for their own purposes and normally during a period of sabbatical or
similar leave from their substantive institution or employer. Whilst the activity may also bring
benefits to us as the host, it is complementary to the work of the University.
Academic visitors do not have an employment relationship with the University and will normally
continue to be paid by their substantive institution or employer. They should not receive any
payment from the University in respect of their visit apart from reasonable expenses from any
activity that may be carried out at the University’s request and for its benefit.
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Supernumerary or sponsored researchers who undertake work on a research project are
subject to separate terms of association and remuneration/funding conditions.
For visitors coming to the University from overseas for one month or less to undertake a
permitted paid engagement such as giving a series of lectures, this can be paid. For
overseas visitors, the conditions associated with a Permitted Paid Engagement Visa apply.
The appointments procedure and application form to complete for departments who wish to
invite an academic visitor or sponsored researcher can be found on the HR intranet pages here.
Please complete and send the completed form to [email protected]
7.
Temporary workers paid through the Variable Monthly (VAM) payroll – updated forms
The ‘Request to Engage a Temporary/Occasional Worker or Sessional Teacher‘ form and the
VAM form pack is being updated shortly within the next few weeks to take into account
feedback from users within the departments. Changes will include the Request to Engage form
not being required to be completed where the occasional work is for less than 4 weeks in total
as well as small design changes to make the forms more user friendly.
Where the Request to Engage form is still required to be completed if the assignment is more
than 4 weeks in total and the person has not previously worked for us, these should be sent to
HR Administration by email to [email protected] or posted hard copy (not both) so
that an Assignment Agreement can be issued to the individual by HR before work commences.
8.
HR Administration Update
Lisa Butler has recently joined the team on secondment as HR Shared Services Team Leader.
This is to ensure the HR Shared Services Team is supported whilst Tim Wilkinson supports the
Working at Warwick Project. Lisa can be contacted on extension 28112.
If you have any questions about the content of this update, please email the relevant team as
follows:
 Payroll & Expenses – [email protected]
 Pensions Administration – [email protected]
 HR Administration – [email protected]
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