Payments to staff

2018 Financial and other Notable Dates 

This document shows details of the payroll schedule.

Salaries close date is the latest date that bulk input documents such as overtime sheets, additional fees, change of bank details and expense claims are required at the payroll office.

If instructions are received after the Salaries Close date, payment cannot be guaranteed.  However, if an exceptionally urgent payment is required and current work commitments allow, the case will receive sympathetic consideration.

In order for the payroll office to process documents efficiently within the given timescales, staff should ensure that they include their staff number on all documentation.  This number can be found on the top line of each payslip.  Failure to include this number may lead to delays in processing.

 Month Pay date
MAY 30
JUN 28
JUL 30
AUG 24
SEP 27
OCT 30
NOV 29
DEC 20


Please note that you only need to complete ONE of the forms below and EITHER email it or post it - there is no need to do both.

Support Staff Overtime Form

Support Staff Overtime Spreadsheet

Expenses that are processed online through proactis

Once the expense has been registered on Proactis a claim number is generated.  The claim should be printed and all receipts relating to that expense should be attached to the claim and given to your finance budget holder to check and authorise on the system.  The form and receipts should then be returned to the payroll office.  Receipts received by 4pm on Friday will be paid to claimants the following Friday.

Re-imbursement for the cost of the fee for application for permanent UK residence and settled status

UEB has agreed to a scheme to reimburse EU staff  with the cost of the fee for application for UK permanent residence (PR) status, ‘settled’ status and pre-settled status. The application costs £65.

Eligibility for the scheme is as follows:

  • Any member of staff who has successfully applied for Permanent Residence since the date of the referendum (23rd June 2016);
  • Any member of staff who successfully applies for settled or pre-settled status until 31 December 2020.

In respect of non-EU staff who may apply for Indefinite Leave to Remain (ILR) in the UK, the University will re-imburse up to the cost of a PR application only. The University recognises that the costs of ILR (for non EU staff) are significantly greater than £65 and, in these circumstances the re-imbursement is intended as a contribution towards the cost of ILR.

Please see the government information here for more details:

Information on ILR is available from:

The University reimbursement scheme is for members of staff only and does not include family members who are not also University employees. It does not extend to reimbursement of fees for naturalisation as a British citizen.

Please note that this is a taxable benefit, however the University will ‘gross up’ your payment in order to ensure you receive the full cost of the application fee.

The procedure for claiming the fee reimbursement is as follows:

  1. The member of staff provides confirmation of PR/settled or pre-settled status (dated between 23 June 2016 and 31 December 2020) to his/her Head of School/Budget Centre.
  2. The Head of School/Budget Centre completes the form, attaches the confirmation of PR/settled status and sends to the Payroll Office.
  3. Payroll will arrange payment and charge the account provided.

Payment of permanent UK residence/settlement/pre-settlement fee 

If you have any queries about this scheme, please contact the Payroll Office