Frequently Asked Questions
When are we paid this month?
Payday is the final banking day of every month. December is an exception when the University will pay on the last banking day before Christmas Day.
If you are paid by timesheets, please ensure they have been approved before the deadline. The deadlines can be found here
What is the PAYE ref no?
The University of Glasgow's HM Revenue & Customs Employers Tax Reference Number is 961/3201755.
Why have I been taxed when I am a student?
Even students have to pay tax when their earnings reach specified thresholds. To ensure you pay the correct amount of tax make sure you have completed an HMRC Starter Checklist and that this has been sent to Pay & Pensions.
A starter checklist can be found here
Shouldn't I earn £12,570k before I pay tax?
Typically, your tax free allowance for 2022/2023 is £12,570. However, you are allocated 1/12th of the £12,570 each month and you pay tax on the remainder. The tax year runs April to March and your allowance is re-set each April.
Taxable Pay = £2,500.00
Tax free allowance = £1,048 (£12,570 ÷ 12)
Net Taxable Pay = £1,452
Tax Due = £290.40 (£1,452 x 20%)
If you have questions regarding your tax code or you feel you have paid too much tax then please get in contact with HMRC to discuss further. Tax codes can vary due to personal circumstances.
How do I get a National Insurance Number?
If you're moving to the UK
You may have a National Insurance (NI) number printed on the back of your biometric residence permit (BRP). You don’t need to apply for a National Insurance number if you already have one, or one is printed on your BRP.
If you don’t have a National Insurance number, you must apply. You can only apply for it once you’re in the UK. You must have the right to work or study in the UK to get a National Insurance number.
You need to apply by phone for a National Insurance number.
National Insurance number application line
Telephone: 0345 600 0643
Textphone: 0345 600 0644
Monday to Friday, 8am to 6pm
Welsh language: 0345 602 1491
Monday to Friday, 8:30am to 5pm
Can I change the bank account to which my wages are paid?
Yes. Simply log in to the University's HR/Payroll system and choose Employee Dashboard.
Click the Pound Sign Icon on the left hand side to view your pay and your bank details.
You can now view and update your bank details in the My Bank Accounts Section.
If you are an expenses user then remember to update your expenses bank account as well.
Please note that Pay & Pensions will never update your bank account on your behalf.
Can I Opt-Out of my Pension Scheme?
You may opt-out of the pension scheme you have been are enrolled into. However, as part of their employer duties, the University may need to opt you back into a scheme at their next triennial auto-enrolment event.
You will find all the relevant details to opt out for the schemes below:
Who can authorise my expenses claims?
Expenses should always be authorised by your line manager/Head of Department. Your authoriser needs to be sufficiently senior to you that they can refuse your claim.
The form I am using asks me for an account number and project code, where do I get this from?
Your departmental administrator should be able to provide you with this information.
What is an AVC?
AVC stands for Additional Voluntary Contributions. These are contributions you can make to boost your pension income upon retirement and there are two options available.
Added Years AVC's - this option allows you to buy additional years' membership in the scheme and provides an increase to your annual pension and tax free lump sum.
Money Purchase AVC's - this option allows you to make additional payments to build up a separate fund for your retirement.
Both schemes offer tax relief at source (subject to HMRC limits) just like your current pension contributions.
I'm leaving in the middle of the month, when will I get paid and receive my P45?
You will receive your final pay as normal on the last banking day of the month. You will receive your P45 on this day also.
Why have I been taxed when I am self employed?
We will tax all payments to individuals unless expressly told by HMRC not to. Please visit Self Employment for further details.
Where should I send my sicklines?
Your sicklines should be sent to your departmental administrator/line manager.
Why has my salary has been reduced for sick pay, as I have been back at work for ages?
Sick pay notification from departments is based on the previous calendar month. So if you resumed from long term sickness at the beginning of January there may still be a sick pay adjustment in your February salary.
What rate of pay can I expect for overtime working?
This depends on your category of staff. In general, Monday - Saturday is paid at time and a half once you have exceeded the conditioned hours for the post and overtime worked on a Sunday is paid at double time.
How much is the mileage rate?
Mileage rates for University of Glasgow employees is 45p per mile for the first 10,000 miles and 25p per mile thereafter.
How much is the subsistance rate?
The rates set out below are maximum rates, if you spend less than these rates you should claim what you actually spend.
Maximum Daily Rate (A)
Employees may claim up to a maximum of £20 per day for each day on which they purchase snacks, meals, etc. whilst away from both home and their normal place of work, in instances where there is no requirement for an overnight stay.
Maximum Daily Rate (B)
Employees may claim up to a maximum of £60 for each day on which they purchase meals, snacks, etc. whilst away from both home and their normal place of work, provided there is a requirement for an overnight stay.
Please note that these amounts are not allowances, but are the maximum amounts that can be claimed, including VAT (except for the costs of overnight accommodation). Receipts must be provided in support of claims for subsistence costs where it would be reasonable to expect a supplier to provide them.
What about Public Holidays?
If you work a Public Holiday you will be paid an additional payment at plain time plus a day off in lieu. If you work overtime, i.e. you have exceed the conditioned hours for the job for that week then you will be paid at double time.
What is the full payroll office address?
Our address is:
Finance Office (Tay House)
University of Glasgow
I am an Academic member of staff and have worked overtime, do I get paid for this?
No, only staff up to and including Grade 5 qualify for overtime payments, regardless of which Job Family they belong to.