What this deadline is for
9 October is the deadline for Payroll forms for new starters. If someone is starting during, or shortly before, the freeze, their Payroll form must be submitted by 9 October.
This is separate from the 2 October People team deadline. The People team create the person record (by 2 Oct request, set up by 9 Oct). Once that record exists, Payroll can process the starter for pay.
What you need to do
Submit new starter Payroll forms by 9 October for anyone starting during or before the freeze.
You can submit Payroll forms before the person has actually started – you no longer need to wait for their first day.
Payroll forms for people starting later in October can be submitted up to 23 October, as long as the person record was created by 9 October.
For researchers, casual workers, and visiting staff: the same deadline applies.
If your new starter does not turn up
If someone is due to start and does not arrive on their expected start date, you must tell Payroll before 21 October. If Payroll is not told by 21 October, the person will be paid on 23 October as their record exists in the system and they will go through the pay run.
Starting after 21 October
People can start at any point. However, anyone starting after 21 October will not be paid until the November pay run on 24 November. Please make sure any new starters joining late in October or during the freeze are aware their first pay will be 24 November.
You can continue sending new starter forms to the Payroll team throughout the freeze and these will be bulk processed once Atlas goes live. Only people who already have a record in ICIS created by 9 October can start work during the freeze period – so the 9 October submission deadline is essential even for people with later start dates.
Important to note:
9 October is the deadline for departments. There is no supplementary payroll run in October so missing this deadline means the person misses October pay entirely.