HR Self-Service | University of Oxford

HR Self-Service

HR Self-Service gives University employees access to view and update some personal details, see current contract and pay information, and view payslips and P60s online.  If you have been designated as a Self-Service Manager, you can also see limited information about your team members.

Introducing HR Self-Service at Oxford

Need help?

This page contains useful information and support for HR Self-Service. How-To Guides provide guidance on navigating the system. The HR Data Guide is also available, detailing the data held in HR Self-Service and how it may be used and/or shared by the University. Access these documents from the ‘Getting Help’ section, on the right hand side of this page.

If you have a question about HR Self-Service, check the FAQs section below. If your question is not answered on this page, please contact your local HR administrator, or your Departmental Administrator/Head of Administration and Finance for assistance.

What is Employee Self-Service?

Employee Self-Service gives you online access to personal and contractual information and pay documentation as outlined below.

Personal information

  • View the information held about you in the University’s HR Information System, e.g. name, title, right to work details
  • View and maintain your emergency contact details
  • View and maintain your personal contact details, including your home address
  • View and maintain your diversity details
  • View your bank details (soon you will also be able to update your bank details)

Contractual information

View current contractual and pay information e.g. contracted hours and salary for your current position as well as overall length of service.

Pay documentation

View payslips, dating back to May 2013, and P60s, dating back to the tax year 2014/2015.

What is Manager Self-Service?

If you are designated as a Self-Service Manager (as indicated by your faculty or department) you can see information about your direct reports including:

  • Basic personal details such as name, title and personal phone numbers for use in emergencies (but not diversity information)
  • Contractual details including job title, FTE, length of service, salary and allowances (but not payslips, P60s, or other tax/NI information)
  • Information about your team structure, e.g. who reports to whom

Frequently Asked Questions (FAQs)

Access

Why can’t I log in?

Are you eligible for HR Self-Service?

If you hold a contract of employment with the University of Oxford, you are eligible for HR Self-Service. This does not include casual workers (including TSS), visitors, agency staff or staff employed by one of the University's subsidiary companies.

Are you accessing the system via the University network?

HR Self-Service is currently available via the University network only. If you need to access the system off site or you are using Eduroam, you will need a VPN connection. Please contact your local IT support for assistance.

Are you experiencing problems with your Single Sign-On account?

Click here to contact the IT Service Desk for assistance.

Still need help?

Please contact your local HR administrator, or your Departmental Administrator/Head of Administration and Finance for assistance.

What is Single Sign-On?

In most cases, University staff are issued with an Oxford Single Sign-On (SSO) account, which gives you access to many web-based services at Oxford. Find out more information about SSO, including what to do if you have forgotten yours, here

Which staff groups have access to HR Self-Service? 

All staff who have been issued with a contract of employment with the University of Oxford have access to HR Self-Service. This does not include casual workers, visitors, agency staff or staff employed by one of the University's subsidiary companies.

Can I access HR Self-Service at home?

HR Self-Service is currently available via the University network only. However, you can access the system off-site using a VPN connection (please contact your local IT support for assistance). Following a system upgrade planned for 2019, HR Self-Service will be accessible from any location, on any device with an internet connection.

Can I access the system 24/7?

As with all business systems, the HR Information System may need to be taken down from time to time for essential maintenance work. This downtime will be kept to an absolute minimum and will always be communicated to staff via the Staff Gateway page. We recommend that you access HR Self-Service via this webpage (rather than bookmarking the system URL itself) to ensure you see notices about system downtime and other important news and updates.

Can University employees based in colleges access HR Self-Service? 

HR Self-Service is accessible via the University network. This means that University staff based in colleges and departments using the centrally-provided internet resource (the network provision managed by IT Services, known as Odin), can access HR Self-Service. Non-University buildings that use internet provisions from other suppliers are required to use the IT Services VPN service to access the system. Please contact your local IT support for assistance.

I have limited/no access to a computer at work. How can I access my payslips and update my details?

Paper payslips will continue to be provided to all staff until HR Self-Service is made available outside of the University network (planned for 2019). During this time, if you don't have your own PC at work, you should continue to contact your local HR team/administrator with enquiries about your HR record, or to request updates to your details. In readiness for the withdrawal of paper payslips, departments will be asked to consider ways in which they can support staff who are unable to access HR Self-Service at work or at home to retrieve their online payslips.

I am leaving the University – what will happen to my HR Self-Service access?

Once your University card/SSO account are deactivated (usually around 30 days after your end date) you will also lose access to HR Self-Service. We recommend that you download and save your payslips and P60s on an ongoing basis if you want to retain an electronic copy of these documents alongside the paper versions we are currently still providing.

We will revisit this process before the move to online-only payslips, to ensure that staff are reminded to download their payslips and P60s before leaving.

Your HR Self-Service data

How do I change information that I can’t update myself?

Please send your request to your local HR contact, or your Departmental Administrator/Head of Administration and Finance.

I think that my length of service details are wrong, what should I do?

Your Continuous Service is defined as the period of service as an employee on a CMS contract of employment with the University of Oxford (with no breaks). Your Continuous Service is used to identify your entitlement to certain employment benefits, such as sick pay and maternity leave pay. It does not include casual service or any service with colleges, subsidiaries, or other higher education institutions. See also: Continuous Service Policy.

There are two system issues affecting Continuous Service, one relates to data that was migrated from the University’s previous HR system and another is a bug that affects a small number of records. Work is underway to address these and correct the data so please be assured that this will be rectified in due course. However, if you would like to discuss/query the dates of your continuous length of service, please get in touch with your usual HR contact.

Please note that Continuous Service and long service leave are different – for information about long service leave click here.

Do my ‘Service Details’ in HR Self-Service reflect my pension membership dates?

No. HR Self-Service does not show any data in relation to any of the pension schemes offered by the University.

Your length of membership for your pension scheme may depend on a number of factors, and is not always the same as your length of employment with the University of Oxford. For example, previous employment with a participating employer may count towards your pension benefits. You can check your length of membership for your pension scheme by referring to your annual pension benefits statement. Alternatively, you can contact your specific pension provider:

If you are a member of the Universities Superannuation Scheme (USS) click here.

If you are a member of the Oxford Staff Pension Scheme (OSPS) click here

If you are a member of the NHSPS (National Health Service Pension Scheme) click here.

NB Your Continuous Service data held in the University’s HRIS/HR Self-Service does not have any bearing on your pension data.

My appointment start date is incorrect, what should I do?

Your appointment start date will be updated to reflect certain contractual changes including a change of grade, department, departmental restructures, and also occasionally as a result of departmental coding changes in the University’s HR Information System (HRIS). As such this date may not relate to your actual appointment start date, but to the latest change in the HRIS. For clarification, contact your local HR administrator, or your Departmental Administrator/Head of Administration and Finance.

How can I access my pension scheme information?

If you are a member of the Universities Superannuation Scheme (USS) click here.

If you are a member of the Oxford Staff Pension Scheme (OSPS) click here.

If you are a member of the NHSPS (National Health Service Pension Scheme) click here.

I can see a negative value under the ‘Allowances History’ screen on the Pay tab in My Profile – what is this?

The Payroll team record deductions under the Childcare Voucher Scheme (Computershare) and the University’s Nursery Salary Sacrifice Scheme as a negative allowance in the HR system. If you currently or have previously subscribed to one/both of these salary sacrifice schemes you will see the history of the annualised figures (recorded as a negative) in this screen. For example, if you receive £243 in childcare vouchers per month you will see an annual value of -£2,916.00 displayed on your record.

Data security

I have received an email about HR Self-Service, is it genuine?

Following the launch of HR Self-Service you will receive some emails informing you about the new service and reminding you to log on and check/update your data. These emails will always come from an “ox.ac.uk” email address and will always direct you to the following URL: www.ox.ac.uk/hrss (expands to www.ox.ac.uk/staff/working-at-oxford/hr-self-service).

We will never ask for your password or any other account information. Click here for further advice on how to avoid email and phishing scams.

How can I protect my online privacy? 

To protect your online privacy, always sign out once you have finished using HR Self-Service. To do so, click on the arrow next to your name in the top right corner of your screen, and click 'log out'. The next screen will remind you that you are still logged in to the University of Oxford Single Sign-On system. This means there is a small risk that another person on that computer could access your account without first logging in. For complete security you should always close down your web browser (that includes quitting all running copies of your web browser) once you have finished working.

Visit the Information Security website for further guidance on staying safe online.

How your data is used

How does the University use my data?

The University of Oxford is committed to protecting the privacy and security of your personal information. Read our Staff Privacy Policy to find out how the University collects and uses your personal data during and after your employment.

Who else can see my HR Self-Service data?

Your Self-Service Manager, who in most cases will be your line manager, can see data that is relevant to their role as your manager, such as that needed for budgeting purposes or to enable them to contact you or your chosen contact in the event of an emergency. Your Self-Service Manager cannot see your payslips, P60s, bank details or diversity details. Your manager's manager can also view some aspects of your HR Self-Service record. The only other people who can access your data are staff within the HR and Payroll functions (centrally and within departments) who have been granted access according to strict criteria and authorisation procedures.

For general information about the data found in HR Self-Service and how it is used, please refer to the Data Guide accessible from the right-hand menu.

Who is my Self-Service Manager?

In most cases, your Self-Service Manager is your line manager. Self-Service Managers can use the system to view the following information about their immediate team:

  • Name
  • Personal and work contact details (home address, email address, phone number)
  • Emergency contact details
  • Contract and pay details (start date, FTE, contract status, grade, increment due date and salary history)
  • Other information including; right to work and HESA staff ID.

They cannot see your payslips, P60s, bank details or diversity details.

Your Self-Service Manager is listed in the Contract section of the My Profile area in Employee Self-Service. If you have not been assigned a Self-Service Manager this will be blank. If you have a question about your Self-Service Manager, please contact your local HR team/administrator.

Payslips and P60s

Will I still get a paper payslip? 

Paper payslips will continue to be provided until HR Self-Service is made available outside of the University network (planned for 2019). At that stage paper payslips will no longer be issued.

Is there an option to continue receiving paper payslips next year?

In most circumstances, no. The University is aiming to save up to £31,000 and 25 trees per year by moving payslips online. However, if you do need a paper copy of your payslip, the system does allow you to print them.

Can I opt out of receiving paper payslips now?

The facility to opt-out of paper payslips is currently unavailable. Paper payslips will continue to be provided until HR Self-Service is made available outside of the University network (planned for 2019). At that stage you will stop receiving paper payslips - with the exception of the very small minority of staff who have no internet access. Look out for updates about this change on this webpage in early 2019.

How long will my payslips and P60s be available online?

HR Self-Service enables you to access online payslips dating back to May 2013, and P60s dating back to the tax year 2014/2015 (or your start date, whichever is more recent). These documents will be available via HR Self-Service for the duration of your employment with the University.

To ensure you have access to your payslips and P60s beyond the end of your University employment, you are advised to download and save your electronic payslips and P60s. Please check the 'Employee Self-Service How-To Guide’ (accessible from the right-hand menu) for instructions on how to do this.

Can I download and print my payslips and P60s? 

Yes, if required, you can download and, where necessary, print your payslips and P60s. Please check the 'How To' guide (accessible from the right-hand menu) for instructions on how to do this. Once access to Self-Service is available outside the University network (planned for 2019) paper payslips will no longer be provided to any staff who have access to a PC or mobile device. At this stage you will be advised to download and save your electronic payslips and P60s.

Are online payslips accepted as proof of income? 

Electronic or online payslips are becoming increasingly commonplace and are accepted by many banks and building societies. They are considered acceptable by HMRC provided they are made available on or before payday and show earnings before and after deductions, as well as the amount of any deductions that may vary (e.g. tax and NI). Your online payslips are fully compliant with these requirements and also show the University’s logo – an additional assurance that some financial services require.

What if I need a paper payslip for my visa application or another legal process? 

Paper payslips will continue to be provided to all staff until HR Self-Service is made available outside of the University network (planned for 2019). At this stage, you will be able to obtain a paper payslip in exceptional circumstances where a legal process requires it, for example specific visa or benefits application processes. However, please note that online payslips are accepted by most banks and building societies as proof of income.

Are there any changes to pensioners’ payslips? 

No, former employees who receive a pension from the OSPS scheme cannot access the system and will continue to receive paper payslips. There will also be no change to any arrangements for other pension schemes.

Future HR Self-Service

Following an upgrade of the HR system, Self-Service will deliver:

  • Enhancements to the look and feel of the system
  • The end of printed payslips and P60s
  • Access to the system 24/7, at home, on the move, via any device

A further project will then provide online annual leave and sickness absence management.