Payment Guidance

Payment Guidance To receive payment, you must complete a timesheet with the details of the hours worked, have it countersigned by your department’s authoriser and ensure that it is submitted to payroll prior to the deadline.

Timesheets should be printed via the Position Checker & Timesheet Tool, available at http://www.bath.ac.uk/hr/hourlypaids/cgi-bin/openhourlypaid.cgi

These timesheets are pre-populated with important coding information; please do not alter any of the pre-completed data as this may result in a delay in payment.

Wherever possible please use the pre-populated timesheets, but if this is the first time you have worked in this position and it does not appear on the Position Checker & Timesheet Tool you can print out a blank timesheet from http://www.bath.ac.uk/finance/payroll/pdf/Variable_hour_and_casual_claim_form.pdf If using a blank timesheet it is particularly important that your full name, payroll number (available from your payslip or Person Finder) and position title are properly completed.

The authorised timesheet must arrive in Payroll by the designated deadline, or they will be processed in the following month’s payroll. (Please note that some departments with high numbers of hourly paid workers have their own internal deadline for the submission of timesheets. Please check with your supervisor.)

If the timesheet has been incorrectly completed it will be returned to the department and this may delay payment. Advance or interim cheques will not be issued in these circumstances.

If there is any issue with a payment, please contact the employing manager in the first instance.

Points to remember...  A separate timesheet needs to be completed for each position.  Complete the timesheet legibly including the date, day, start-time, end-time. (Except for roles set up with a designated day rate)  Breaks must be taken in line with the Working Time Regulations (as at April 2010) a 20-minute unpaid break after six hours of continuous work.  Net hours to be paid (these are the hours after deduction of unpaid breaks).  Notes or description of work to support the claim should be detailed on the timesheet, if required by the Department.  Sign and date the timesheet once the work has been completed.  Pass the completed timesheet to the appropriate member of the Department to authorise. (This might not be the immediate manager for the worker and is typically a department administrator).  Please submit your timesheets on a regular basis. (Timesheets submitted more than 6 months after the work has been undertaken will need to authorised by the Head of Department.)  Departmental Information on Timesheets

Payslips Payslips can be viewed online once they have been processed, using Employee Self Service www.bath.ac.uk/ess which is a secure, web-based system that enables individuals to view their personal details on the HR system, this also includes the ability to update any address changes, which is most important, so that we can forward any relevant information to you.

National Insurance Numbers Everyone must have a national insurance number in order to work within the UK. (If you do not have one, please ring 0845 6000 643 or alternatively, it is also possible to apply for a national insurance number directly via Jobcentreplus)