Adjustments to annual leave for part-time staff to take account of bank holidays

The University adjusts bank holiday entitlements for part-time staff on a pro rata basis, following guidelines from the Equal Opportunities Commission and ACAS, to ensure a fair proportion. Staff Infobase automatically calculates this by comparing the bank holidays you are entitled to (based on your full-time equivalent, or FTE) with the number you would typically receive based on your specific working pattern. If there is a difference – whether you receive more or fewer bank holidays than your pro rata entitlement – the system will adjust accordingly.

You can view further guidance on annual leave entitlements (PDF, 171KB).

How Staff Infobase calculates your annual leave entitlement

Access guidance on calculating annual leave (PDF, 171KB).

Amending or cancelling annual leave that you have already booked

For future leave: You can make changes directly in Staff Infobase self service. In Absence management, simply select the yellow pencil icon to update and re-submit the request, or select ‘delete’ to remove it.

For past leave: You’ll need to email HR at HRCo-ordinator@ljmu.ac.uk, copying in your line manager. Please include details of the changes you’re requesting.

Leave being carried over into the new leave year

A maximum of 5 days is permitted if your manager agrees and will be automatically carried over into a new leave year.

Purchasing additional annual leave

The University offers a scheme that allows you to purchase up to four weeks of additional annual leave, subject to approval from your line manager. Further details can be found in the Purchasing Annual Leave Guidance within the HR A–Z: HR A–Z – Policies and Guidance 

Obtaining IT access for a non LJMU employee

For information on obtaining IT access and managing contingent workers, please visit our Contingent Worker guidance page.

Engaging visiting lecturers (guest speaker)

Further information can be found on our Visiting Lecturer Pages

Extending IT access for a contingent worker

A reminder email will be sent to the line manager (key staff contact) 30 days before the expiry date, followed by a second reminder 14 days prior. The line manager can extend access using the link provided in the email. 

Right to work checks or visas for visitors from overseas

Visitors from overseas are likely to require entry under an immigration category. Please visit our International Visitors Visa Information pages

Process for awarding Honorary positions

Further information can be found on our Honorary visiting positions page.

Offering someone work experience in my team for a couple of weeks

The LJMU Diversity and Inclusivity team manage a work experience programme with local schools for pupils under the age of 18. The programme runs at certain times of the year and a call will go out for departments who wish to be involved. If a department wishes to facilitate work experience opportunities outside of the above programme, they should ensure that all safeguarding procedures, including DBS checks where necessary, are complied with ahead of completing the request for contingent status.

For further information please contact equality@ljmu.ac.uk.

Pregnancy

Firstly, congratulations- there are a few things to think about or do which we have listed below:

1. Let your line manager and your HR Business Partner know with an indication of your due date.
2. You can request a maternity meeting (optional) with HR to talk through key info like maternity pay, annual leave, notifications, and returning to work. Let us know if you’d like to arrange this.
3. Submit your MATB1 certificate - you’ll receive this from your midwife following your 20-week scan – please send it to HR when you have it.
4. Complete a risk assessment - an individual risk assessment (SCP18) must be completed with your line manager.
5. Read the SCP33 Code of Practice on new and expectant mothers. This includes a checklist that should be returned to the SHE Department with your risk assessment.
6. Read the Maternity Leave Policy

Any further questions? - please ask your HR Business Partner.

Adoption

Firstly, congratulations on starting your adoption journey. There are a few things to think about or do which we have listed below:

1. Notify your line manager and HR Business Partner. Let them know as soon as possible, including your expected placement date if known.
2. Request an adoption meeting (optional) - you can ask to meet with HR to discuss adoption leave, pay, annual leave, notifications, and returning to work. Let us know if you'd like to arrange this.
3. Submit official placement documentation (adoption matching certificate) as soon as you have this.
4. Read the Adoption Leave Policy.

Any further questions? - please ask your HR Business Partner.

Considering a request to reduce your hours

You should have a chat with your line manager in the first instance but once you have decided to make a formal request, you should complete a flexible working application form (available in the HR A to Z webpage and submit to your line manager (and cc your HR Business Partner) for consideration. The university Flexible Working Procedure is also available on the same pages for further information. If you have any queries about the potential impact on your pay, HR will be able to confirm what your FTE and therefore your gross salary will be but we are unable to advise on net pay.

Support with Actus

Visit Actus' Resources webpage for guidance on using Actus.

Organisational Development also provide training sessions.

Professor and Reader conferment

Access further details on our Professorship and readership conferment information page.

Receiving your last payslip and P45 once you have left and no longer have IT access

Following your last working day, you will be paid on the normal pay date and your P45 and final payslip will be posted to your home address, usually within a week of being paid.

Resigning from your job

You should inform your line manager and follow this up with an email confirming your resignation, notice period and last day of employment. This should be cc'd to your HR Business Partner who will make the necessary arrangements for your resignation to be formally confirmed and the HR/ Payroll systems updated.

Retiring from your job

If you are in an occupational pension scheme, you may wish to obtain a pension forecast before making this decision. Once you have made your decision, you should inform your line manager and follow this up by email confirming your last day of employment. This should be cc'd to your HR Business Partner who will make the necessary arrangements for your retirement to be formally confirmed and the HR and Payroll systems updated to reflect the end of your employment. If you are not sure what to do in relation to informing the pension scheme, please contact the Pensions and Payroll team.

Notice period if you intend to resign

Your notice period will be detailed in your contract of employment but notice periods are as follows:

• Grade 3 to Grade 7: One month
• Grade 8+: Two months
• Directorate or ELT: Three months

Taking outstanding annual leave

Accrued annual leave should be taken before your final day of employment. However, if your Director agrees, you may request payment for any remaining annual leave in your final salary for business continuity purposes.

Your final annual leave balance will be visible in Staff Infobase once you receive formal written confirmation from HR regarding your end date. This can be accessed under the "Absence Calendar and Balances" section. Please note that if you check your balance before receiving this confirmation, it will reflect your full entitlement for the leave year ending 31 August.

If you receive approval to be paid for some or all of your remaining leave, you will need to submit a request through the Staff Infobase self-service portal. Use the “Payment and Loan Requests” menu and select “Outstanding Annual Leave.” Your line manager must approve this request before it is processed, and both the submission and approval must occur before the payroll deadline for your final month of employment. You can find the relevant payroll deadlines on our Pay page.

Finding how much annual leave you have left to use up to your leaving date

Your final annual leave balance will be visible in Staff Infobase once you receive formal written confirmation from HR regarding your end date. This can be accessed under the "Absence Calendar and Balances" section. Please note that if you check your balance before receiving this confirmation, it will reflect your full entitlement for the leave year ending 31 August.

Managing Research & Knowledge Exchange data

Where your role involves the collection or management of research or knowledge exchange (RKE) data, arrangements for all types of research data must be considered prior to leaving the University. This includes preparing for the responsible transfer, preservation or disposal of data. It is important that you discuss, with your LJMU supervisor/Head of School (or other nominated member of School staff), how this data will be stored and accessed after you leave the University.

A data sharing or transfer agreement may be required where data is being transferred to another institution.

Commercial data and data of Intellectual Property significance must not be removed from the University without prior authorisation. 

A member of your team's probationary period is due up

The probationary period for a new member of staff is an important time to assess their suitability for the role and a probation meeting must be conducted before the probation end date and a record of the meeting input into Actus. The line manager will receive an email prompt two and one month before the probation end date which will provide instructions and relevant links. You can view the Probation Review Guidance for managers (PDF, 124KB).

Completing an Academic Induction Plan

You will receive email prompts in advance of each review period and you should complete the relevant review form and send this to your HR Business Partner once completed and signed off by your School Director.

Action to be taken in relation to a member of staff's sickness absence

You should review what action has already been taken in Staff Infobase in Manager Self Service under 'managing sickness absence' and refer to the sickness absence policy. A system user guide (PDF, 302KB) is available.

If you require further assistance, please contact your HR Business Partner.

P45 from your previous employer

It is important to provide your P45 from your most recent employer to Payroll as soon as you receive it. You can provide this via LJMU Assist. Type in information and select ‘update’, then add the P45 attachment then ‘submit’.

If you don't have a P45 because, for example, you're starting your first job or taking on a second job without giving up your other one, you will need to complete a Starter Checklist. If you are awaiting your P45, please do not complete the Starter Checklist, instead forward your P45 to Payroll once received.

Viewing your payslips

View guidance on how to view payslips (Word, 624KB).

What you need to do in order to get paid

You need to enter your bank details into Staff Infobase. See guidance on how to do this (Word, 529KB). You can also refer to the 'welcome' email you will have received on the morning of your first day of employment for further details regarding P45s and accessing payslips, etcetera.

How your annual leave is calculated

Your leave balances are available in Staff infobase self service under 'absence calendar and leave balances'. See guidance on how annual leave is calculated (PDF, 171KB).

Finding your P60

You can find your P60 in Employee Self Service in Staff Infobase under 'P60 Report'.

Pay queries

In the first instance you should check your payslips. If your query relates to a recent contractual change (for example change in hours or grade) or incremental progression and this is not reflected on your payslip you should contact the HR Co-ordinator team by emailing HRCo-ordinator@ljmu.ac.uk. Any other queries should be directed to the Pensions and Payroll team by raising a helpdesk job or visiting the Payroll and Pensions webpages.

Who to speak to if you think you have been taxed incorrectly or your tax code is wrong

If you are a new starter and you have not yet provided your P45 or completed a new starter checklist, you should do this in the first instance. Further details are available on our new starters webpage. For other queries, please visit the statutory payments and deductions webpage.

Adding panel members to a job in Hireserve

If you have not yet submitted your job for advertising, the Hireserve Hiring Manager Portal guidance should assist you.

If however you wish to add or amend panel members at a later stage in the process, please email the recruitment team at HRAssistant@ljmu.ac.uk providing the vacancy reference and the members of the panel you wish to add.

Please note:
Panel members should receive Hireserve training before they are given access.

Taking part in shortlisting or being on an interview panel

If you do not yet have access to Hireserve (the hiring manager portal), you will need to complete the Recruitment and Selection training. This course, available every two weeks, can be booked via the Organisational Development webpages.

Once you have completed this training, you will receive access to Hireserve, allowing you to view and shortlist applications for any job where you are assigned as a panel member. Further guidance and support is available on the dedicated Recruitment and Selection webpages.