Pay - Salaries and Wages
Key Information
All enquiries relating to pay including overtime, travel claims and pensions should be made through your line manager in the first instance.
If they cannot resolve the matter for you, then you should contact us by raising a case on the King's HR Portal selecting the relevant drop down option.
If your query is urgent, you can call 0203 299 9090 between 9am and 5pm and select the relevant option.
Or by email:
Payroll: payroll@kings.hrshub.co.uk
HR Administration: hradmin@kings.hrshub.co.uk
Recruitment Administration: recruitment@kings.hrshub.co.uk
Pensions: pensions@kings.hrshub.co.uk
Expenses: expenses@kings.hrshub.co.uk
Feedback: feedback@kings.hrshub.co.uk
Postal Address
KINGS HR SHARED SERVICES
PO BOX 2250
BELFAST
BT1 91D
Capita Payroll and HR Admin Forms
To access all the latest payroll and HR Admin forms please follow the page link Capita Payroll and HR Admin Forms
Payroll Deadlines
Please ensure you complete forms in a timely manner, and submit by the below deadlines.
Important
From January 2018, any forms submitted after the deadlines above will not be processed, and will be carried forward to the following month for action. Failure to submit the information correctly and by the deadline may result in incorrect payment.
The payroll deadlines for 2020/21 can be found here
Escalations
Initially any complaints or significant issues that need to be raised, which relate to Capita process or performance, should be emailed to NHSHR_Feedback@capita.co.uk
Please note, this email inbox is for escalations only, and any emails received for general processing will be triaged to the generic email inboxes, and addressed accordingly. Please do not use this inbox for late submissions or payment requests.
Escalations are reviewed and discussed frequently by Capita and HR contacts to establish if there are any lessons that can be learnt, and any instances of the inbox being misused will be raised appropriately.
Pay Day
For monthly paid staff, personal accounts are credited on the 24th of the month. When this date falls over a weekend or a Bank Holiday, credit day becomes the preceding Friday.
Please note that the payment is for the whole current month, not just to the 24th, so you are being paid for a few days in advance. Please ensure that Direct Debits and Standing Orders are not arranged until the end of the month, or the first couple of days in the following month so as to avoid potential Bank Charges if you should encounter a pay problem.
Supp Run
Each month there is a Supplementary Payroll Run, which is an additional payroll run for actions that could not be processed via the normal monthly payroll run. From January 2018, the Supp Run will be used for late New Starters and any significant underpayments only.
Any late claim forms for ADH claims, Expenses, On call and Overtime payments will be carried forward to the next month for processing.
Payslips
The Trust no longer issues paper payslips or P60's. This function has been moved to online access only effective from February 2017.
The payslips are available to download via ESR Self Service one working day before payday. For more information on this, please visit the Online payslips page.
If you experience any difficulties in accessing your payslip, please refer to the Article for troubleshooting guides and FAQ's in the first instance.
Understanding Your Payslip
This Online Payslip Guide will help you understand your payslip.
Workforce Admin Team
Formerly Payroll Liaison, the Workforce Admin Team are based within the HR Department at Jennie Lee House and provide HR Administrative Support to the Trust.
Opening Times:
The Workforce Admin Team do not deal with any pay related queries. These should be directed to Capita in the first instance on the information provided above.
The Team do not re-set passwords for Online Payslips, therefore please do not attend Jennie Lee House expecting this to be done, as you will be referred to the Online Payslips Article for guidance.
Advance Payments
Please note 'advance payments' are only to be requested in exceptional circumstances, i.e if no pay is received, or your pay is significantly reduced.
When an Advance is paid, a percentage of the Gross pay due will be processed. This is to allow for any Tax and National Insurance, and Pension that would normally have been paid. The figures will be corrected on the next Payroll run. The values will differ for higher earners:
It is therefore beneficial to employees, to have pay paid by Normal / Supplementary runs, rather than by way of an ‘Advance’ as all Tax and National Insurance are correctly paid to HMRC at the due date.
Important - All Managers and staff need to ensure that all pay affecting forms are processed in a timely manner; thereby employees will not be financially disadvantaged, as an advance payment may not be approved.
Additional Payments - Overtime & On-Call
The Workforce Admin Team will no longer be accepting claims, and any received will be returned.
All hard copy claims to be processed are now to be scanned and sent directly to King’s Payroll Services, Capita Payroll, using the generic email address payroll@kings.hrshub.co.uk, by the 1st working day of the month.
It is important that staff follow the correct revised procedure for claims, otherwise it may result in receipt of payment for these being delayed.
Claiming Extra duties / Overtime process:
Please note that:
IMPORTANT - Do not include any patient information (e.g. theatre lists) or other personal identifiable information about any third parties as evidence to support claims. This would be a breach of the Data Protection Act (1998) and Trust policy and therefore may result in disciplinary action.
The majority of on-call claims should now be submitted on e-Rostering.
To download on-call claim forms (Denmark Hill Pharmacy staff only), or overtime forms (all staff), please click here:
Overtime Claim Form
On Call Claim Form
Overtime Payments
For further information, please refer to Section 3 of the Agenda for Change Terms and Conditions Handbook.
Additional Duty Hours - Medical Staff Only
Please click here for more information
Change of Personal Details
If your bank details have changed or if you have moved address, you can now make these changes directly on the Trust's Electronic Staff Record System (ESR). For further information, please visit the Trust's ESR Self Service Article.
If you are submitting new bank details and have submitted this form after the payroll deadline, please ensure that you keep your old bank account open so that you still receive your salary.
If you have changed your name, please download and complete a Personal Details Amendment Form. This form will need to be authorised by your manager with an original proof of your legal change of name seen and verified.
This form may also be used to change other personal details.
Tax enquiries
For any queries in relation to your tax code, in the first instance you should contact the tax office as payroll receive notifications regarding your tax directly from HMRC.
Our tax office is: HMRC Centre 1, Queensway House, Stewartfield Way, East Kilbride, G79 1AA.
Telephone 0300 200 3300 or Textphone 0300 200 3319
Opening hours are 8am to 8pm Monday to Friday and 8am to 4pm Saturday.
Please quote our tax reference number: 961/2250001
Please note: Some pages will remain on KWIKI so please be aware this will take you away from King's HR Portal
Key Information
All enquiries relating to pay including overtime, travel claims and pensions should be made through your line manager in the first instance.
If they cannot resolve the matter for you, then you should contact us by raising a case on the King's HR Portal selecting the relevant drop down option.
If your query is urgent, you can call 0203 299 9090 between 9am and 5pm and select the relevant option.
Or by email:
Payroll: payroll@kings.hrshub.co.uk
HR Administration: hradmin@kings.hrshub.co.uk
Recruitment Administration: recruitment@kings.hrshub.co.uk
Pensions: pensions@kings.hrshub.co.uk
Expenses: expenses@kings.hrshub.co.uk
Feedback: feedback@kings.hrshub.co.uk
Postal Address
KINGS HR SHARED SERVICES
PO BOX 2250
BELFAST
BT1 91D
Capita Payroll and HR Admin Forms
To access all the latest payroll and HR Admin forms please follow the page link Capita Payroll and HR Admin Forms
Payroll Deadlines
Please ensure you complete forms in a timely manner, and submit by the below deadlines.
- All Change and Recruitment Forms - 1st working day of the month
- All hard copy Overtime/On-Call Claim Forms - 1st working day of the month
- All other information such as P45, SD502, Bank Details - 1st working day of the month
- Travel Claims - 7th working day of the month
Important
From January 2018, any forms submitted after the deadlines above will not be processed, and will be carried forward to the following month for action. Failure to submit the information correctly and by the deadline may result in incorrect payment.
The payroll deadlines for 2020/21 can be found here
Escalations
Initially any complaints or significant issues that need to be raised, which relate to Capita process or performance, should be emailed to NHSHR_Feedback@capita.co.uk
Please note, this email inbox is for escalations only, and any emails received for general processing will be triaged to the generic email inboxes, and addressed accordingly. Please do not use this inbox for late submissions or payment requests.
Escalations are reviewed and discussed frequently by Capita and HR contacts to establish if there are any lessons that can be learnt, and any instances of the inbox being misused will be raised appropriately.
Pay Day
For monthly paid staff, personal accounts are credited on the 24th of the month. When this date falls over a weekend or a Bank Holiday, credit day becomes the preceding Friday.
Please note that the payment is for the whole current month, not just to the 24th, so you are being paid for a few days in advance. Please ensure that Direct Debits and Standing Orders are not arranged until the end of the month, or the first couple of days in the following month so as to avoid potential Bank Charges if you should encounter a pay problem.
Supp Run
Each month there is a Supplementary Payroll Run, which is an additional payroll run for actions that could not be processed via the normal monthly payroll run. From January 2018, the Supp Run will be used for late New Starters and any significant underpayments only.
Any late claim forms for ADH claims, Expenses, On call and Overtime payments will be carried forward to the next month for processing.
Payslips
The Trust no longer issues paper payslips or P60's. This function has been moved to online access only effective from February 2017.
The payslips are available to download via ESR Self Service one working day before payday. For more information on this, please visit the Online payslips page.
If you experience any difficulties in accessing your payslip, please refer to the Article for troubleshooting guides and FAQ's in the first instance.
Understanding Your Payslip
This Online Payslip Guide will help you understand your payslip.
Workforce Admin Team
Formerly Payroll Liaison, the Workforce Admin Team are based within the HR Department at Jennie Lee House and provide HR Administrative Support to the Trust.
Opening Times:
- Monday to Friday - 9:00am to 12:00 noon, and 1:00pm to 5:00pm
- Closed for lunch between 12:00 noon and 1:00pm
The Workforce Admin Team do not deal with any pay related queries. These should be directed to Capita in the first instance on the information provided above.
The Team do not re-set passwords for Online Payslips, therefore please do not attend Jennie Lee House expecting this to be done, as you will be referred to the Online Payslips Article for guidance.
Advance Payments
Please note 'advance payments' are only to be requested in exceptional circumstances, i.e if no pay is received, or your pay is significantly reduced.
When an Advance is paid, a percentage of the Gross pay due will be processed. This is to allow for any Tax and National Insurance, and Pension that would normally have been paid. The figures will be corrected on the next Payroll run. The values will differ for higher earners:
- 60% of Gross Pay for employees earning under £33,500
- 50% of Gross Pay for employees earning £33,501 - £150,000
- 40% of Gross Pay for employees earning greater than £150,000
It is therefore beneficial to employees, to have pay paid by Normal / Supplementary runs, rather than by way of an ‘Advance’ as all Tax and National Insurance are correctly paid to HMRC at the due date.
- Advances will only be considered for staff who have had their pay significantly reduced - nil pay, or 75% less than their expected salary.
- Arrears of pay for unsocial hours, enhancements, overtime, expenses etc. will only be paid in the Monthly Payroll Run.
- No advance payments will be made within the week prior to pay day, unless essential.
Important - All Managers and staff need to ensure that all pay affecting forms are processed in a timely manner; thereby employees will not be financially disadvantaged, as an advance payment may not be approved.
Additional Payments - Overtime & On-Call
The Workforce Admin Team will no longer be accepting claims, and any received will be returned.
All hard copy claims to be processed are now to be scanned and sent directly to King’s Payroll Services, Capita Payroll, using the generic email address payroll@kings.hrshub.co.uk, by the 1st working day of the month.
It is important that staff follow the correct revised procedure for claims, otherwise it may result in receipt of payment for these being delayed.
Claiming Extra duties / Overtime process:
- Claims should be completed by the individual, then scanned and sent to their approving manager (e.g. ward manager, budget holder).
- The subject of the email should be; The individual’s Full Name, Assignment Number and the month in which the claim relates to i.e. John Smith 12345678 October 2017.
- Upon receipt of the email the manager should check the contents and forward the claim to payroll@kings.hrshub.co.uk. The email should state that the claim has been verified and approved.
- If you are on an ad hoc salary or ad hoc payscale, please ensure you clearly state this on the form, as failure to do so may result in an underpayment due to ESR not being able to process the hours.
Please note that:
- Claims must be sent using an nhs.net email account.
- All claims must be fully completed and have the eight-digit assignment (payroll) number clearly indicated.
- Late or incomplete submission of documentation will result in late or non-payment of the claim. No advance payments will be made where documentation is received late or completed incorrectly for any reason. Late forms will not be processed on the Supp Run.
- Staff are reminded to take extra care to ensure that there are no breaches to confidentiality when submitting claims, and must remove any patient identifiable information before the claim is submitted. There is no payroll requirement for additional evidence to be submitted to support the claim being made.
- Claims that are emailed must not have duplicate hard copies mailed to Capita payroll services - this will cause an overpayment.
- An automatic reference number will be returned as confirmation that the email has been successfully received by payroll and this should be used to raise any queries with payroll services. If you do not receive a reference within 24 hours, check that the correct email address has been used.
- Claims should only be made for payments that cannot be processed through the Trust's e-rostering system.
IMPORTANT - Do not include any patient information (e.g. theatre lists) or other personal identifiable information about any third parties as evidence to support claims. This would be a breach of the Data Protection Act (1998) and Trust policy and therefore may result in disciplinary action.
The majority of on-call claims should now be submitted on e-Rostering.
To download on-call claim forms (Denmark Hill Pharmacy staff only), or overtime forms (all staff), please click here:
Overtime Claim Form
On Call Claim Form
Overtime Payments
- All staff in pay bands 1 to 7 will be eligible for overtime payments. There is a single harmonised rate of time-and–a-half for all overtime, with the exception of work on general public holidays, which will be paid at double time.
- Overtime payments will be based on the hourly rate provided by basic pay plus any long-term recruitment and retention premia.
- Part-time employees will receive payments for the additional hours at plain time rates until their hours exceed standard hours of 37.5 hours a week.
- Senior staff paid in pay bands 8 or 9 will not be entitled to overtime payments. Any claims submitted for overtime for these bands will not be processed as per the Agenda for Change Terms and Conditions Handbook. If additional hours are worked, the time should be reclaimed as Time off in Lieu (TOIL).
For further information, please refer to Section 3 of the Agenda for Change Terms and Conditions Handbook.
Additional Duty Hours - Medical Staff Only
Please click here for more information
Change of Personal Details
If your bank details have changed or if you have moved address, you can now make these changes directly on the Trust's Electronic Staff Record System (ESR). For further information, please visit the Trust's ESR Self Service Article.
If you are submitting new bank details and have submitted this form after the payroll deadline, please ensure that you keep your old bank account open so that you still receive your salary.
If you have changed your name, please download and complete a Personal Details Amendment Form. This form will need to be authorised by your manager with an original proof of your legal change of name seen and verified.
This form may also be used to change other personal details.
Tax enquiries
For any queries in relation to your tax code, in the first instance you should contact the tax office as payroll receive notifications regarding your tax directly from HMRC.
Our tax office is: HMRC Centre 1, Queensway House, Stewartfield Way, East Kilbride, G79 1AA.
Telephone 0300 200 3300 or Textphone 0300 200 3319
Opening hours are 8am to 8pm Monday to Friday and 8am to 4pm Saturday.
Please quote our tax reference number: 961/2250001
Please note: Some pages will remain on KWIKI so please be aware this will take you away from King's HR Portal