Payroll, pensions and expenses

Our Employee Services Department provide a comprehensive shared payroll, pensions and expenses service.

Every effort will be made to ensure that new employees, (except Bank staff) are paid in the month they start. Automatic payment can only be guaranteed when an appointment form is received by the 15^th of the month. In some cases, where this is not possible, the Employee Services Department will raise an advance payment, which will be an estimate of your net pay based on 60 per cent of your gross pay. The advance will then be recovered from your first pay.

Monthly basic salary is paid currently. Any special duties, enhancements, overtime, on call etc. are paid a month in arrears. Always ensure you quote your assignment number on all documentation submitted. The Employee Services Department should receive all paperwork relating to salary no later than the fifth working day after the end of the calendar month (except December, where the deadline is the first working day after the end of the calendar month).

All claims for locum payments must be submitted on the appropriate claims forms no later than the end of the calendar month following the claim. Claims submitted outside this period may mean your manager is unable to authorise your payment.

All applications for expenses, including mileage, subsistence, study leave, telephone reimbursements etc., must be completed on the appropriate form, with receipts attached and authorised by a signatory of the Trust.

Expenses MUST be submitted monthly. Please note, any claim over three months will NOT be paid. Expenses will be subject to current provisions of HMRC regulations regarding taxation. The Royal Wolverhampton NHS Trust processes expenses so that they are taxed at source.

With your first mileage claim you must also submit a Car User Vehicle Form, authorised by a signatory of the Trust.  A new Car User Vehicle Form will then need to be submitted with each change of vehicle.

All expenses are paid a month in arrears. Always ensure these claims are submitted to the Employee Services Department, clearly quoting your assignment number on all documentation submitted. The Employee Services Department should receive all paperwork relating to expenses no later than the fifth working day after the end of the calendar month.

Staff paid via the weekly bank are paid on Friday. However, all claim sheets must be submitted to the Bank office (situated next to the Chapel) no later than 9am on the proceeding Friday to guarantee payment.

Monthly salaries: 28th day of the month (where this falls on a bank holiday or weekend, this will be paid on the preceding working day).

Weekly wages: Friday of each week (Nursing Bank work only).

Payment is made by BACS into a bank or building society. You will need to provide a six -digit sort code and your account number to allow payment to be made. If you change bank/building society you will need to provide those new details in writing on a change form. To comply with the Data Protection Act, no change can be effected via a telephone call or the tear off portion attached to each payslip.

Your payslip provides a complete breakdown of all allowances paid and deductions made from your pay. Your payslips are available via Employee Self Service by logging into your ESR account.

All statutory deductions (e.g. income tax and national insurance) will be applied in line with HMRC guidance. Voluntary deductions (e.g. union subscription, Paycare, charitable donations) will only be applied on receipt of your signed authority to make that deduction.

Your signed authority must be received to release any information to a third party, e.g. solicitor, building society. No information will be released to any third party without your written consent.

An employee who is absent as a result of an accident is not entitled to sick pay if damages are received from a third party. Employers will advance to an employee a sum not exceeding the amount of sick pay payable under this scheme providing the employee repays the full amount of sickness allowance to the employer when damages are received.

The Employee Services Department receives a lot of queries. However, Employee Services will endeavour to answer your query as quickly as possible. To expedite queries, and we will usually answer within the following timescales:

 In the event of an underpayment of salary, please contact the Employee Services Department. Every effort will be made to ensure that this is rectified immediately.

All employees are issued with an itemised pay slip each month or week; it is the responsibility of the employee to check the information and report any anomalies to the Employee Services Department immediately. If you discover you have been overpaid, it is your responsibility to contact the Employee Services Department so the overpayment can be recovered. The Trust has a duty to recover all overpayments as this is public funds.

In the case of overpayment the monies will be recovered as follows:

Immediate Recovery: Obvious error, for example, significant sum paid within one month. (Employee will be informed).

Negotiated Recovery: Less obvious error, for example, smaller sum, incorrectly paid over a longer term and where immediate recovery might cause undue hardship (letter confirming agreement will be sent to employee).

In the event of a leaver, an overpayment will be recovered in full from any final or termination payment.

Internal: A red post box is located on the ground floor of Hollybush House; deliveries are sent to Employee Services twice a day in a sealed bag.

External: Employee Services, Annex Floor 1, St Johns House, St Johns Square, Wolverhampton, West Midlands, WV2 4BH.

Email General Queries: rwh-tr.Payroll@nhs.net

Email Pensions: rwh-tr.pensions@nhs.net

Tax office:
Inspector of Taxes for NW Midlands and Shropshire Area
Birch Street
Wolverhampton
West Midlands
WV41 4JX

Telephone Number for Tax office 0300 200 3300
PAYE Tax Ref: 671/W8840

HMRC
NHS Employers
Department for Work and Pensions

The Employee Services Department provides a comprehensive service to staff who contribute to the NHS Pension Scheme, as well as giving general advice to non-members. Please note, the Employee Services team cannot give you financial advice, which must be sought from independent financial advisors.

Pension estimates for most employees can be obtained through your Total Reward Statement.

To ensure pensions are paid without delay, anyone approaching retirement who contributes to the NHS Pension Scheme should contact the Employee Services Department for the relevant forms FOUR MONTHS prior to retirement.

Please refer to your scheme guide for further information, or visit the website below.

Pension deductions are 5% to 14.5% – tiered contributions based on your whole time equivalent annualised pensionable pay.

If you have been a member of another scheme, you may be able to transfer the value of those benefits into the NHS pension scheme. Please note, you only have 12 months to transfer.

You need to apply to transfer if you were a member of other NHS pension schemes in the UK, e.g. Scotland, Northern Ireland, or the Isle of Man.

The Pensions Agency website allows access to a large amount of information and calculators. Visit their website at NHS Business Service Authority – NHS Pensions.