Introduction to UHB Payroll Services
University Hospitals Birmingham NHS Foundation Trust (UHB) has over 30 years’ experience delivering NHS payroll and pension services to NHS organisations across England. We currently provide payroll services to more than 20 NHS trusts and pension services to approximately 140,000 NHS employees.
In addition to managing UHB’s in-house payroll for 27,000 employees, we process:
- 2.3 million+ payslips annually
- 25 monthly payrolls
- 16 weekly payrolls
- Supplementary payroll runs
Our NHS clients include acute hospitals, mental health and community trusts, specialist services, ICBs and ambulance services.
At UHB, we provide a fully managed payroll service, removing the overhead of maintaining an in-house payroll function. We deliver efficient, cost-effective payroll, pensions and expenses solutions you can rely on.
As a large NHS trust and one of the largest NHS payroll providers, we are experts in our field. We have detailed, specialist knowledge of all areas of NHS payroll, NHS terms and conditions, NHS pensions, and expenses and benefits legislation.
Getting paid correctly and on time matters. UHB Payroll Services achieves 100% payroll timeliness across all client organisations, with an average payroll accuracy rate of 99.97%.
Service Delivery
UHB provides an outstanding payroll service and has supported many clients for over 15 years, with some relationships extending beyond 25 years. In the past 10 years, only one client organisation has moved to another payroll provider; it has since returned following a short period with the alternative provider.
UHB provides a customer-focused payroll service through personalised support that mirrors an in-house payroll function. Each client organisation is allocated a dedicated payroll and pensions team that understands its specific payroll processes.
Services UHB Payroll provide
UHB Payroll provides a comprehensive range of services:
- Fully managed payroll and pensions service – This service includes payroll, pensions and expenses administration, as well as payroll processing for outsourced payroll functions.
- Fully managed payroll and pensions with HR administration service – This service includes HR transactional work and ESR HR URP administration, in addition to our standard fully managed payroll and pensions service.
- Payroll processing and pensions service – UHB undertakes pensions administration and payroll processing, while the client trust retains its own in-house payroll administration department.
- Hybrid service – A bespoke combination of our services, tailored to your needs. This gives clients the flexibility to select the elements of our service they require.
Our workforce
UHB Payroll’s highly skilled workforce comprises 110 staff members, each with an average of 10 years’ experience in NHS payroll, pensions and expenses.
The team delivering your service will comprise four specialised sub-teams, each with key technical staff who have expertise in their respective fields.
Payroll
Each client organisation is allocated a dedicated payroll team responsible for the efficient day-to-day administration of payroll, ensuring accuracy, compliance and timeliness across all processes. The team manages and resolves payroll-related queries, providing clear, responsive support to employees and stakeholders.
Pensions
Our pensions teams provide a specialist NHS pension administration service. They are fully conversant with, and experienced in, administering NHS Pensions, NEST and Local Government Pension Scheme arrangements. Our administration services include pensions automatic enrolment, re-enrolment, Pensions Online, retirement planning, increasing benefits, redundancies, and submitting annual returns for NHS Pensions Contributions Assurance and Greenbury.
We deliver monthly online pension information sessions for your employees, as well as bespoke sessions for your organisation that can be tailored to your needs.
Expenses & Benefits
Our team has extensive experience in managing and processing employee expenses and benefits, including:
- Processing claims (paper-based and electronic expenses).
- Supporting the implementation and administration of electronic expenses solutions.
- Supporting the implementation and management of salary sacrifice schemes to enhance workforce satisfaction, including childcare vouchers, cycle schemes, white goods and lease cars.
- Managing and administering relocation expenses on behalf of our clients for Health Education England.
Payroll Processing
Payroll processing is rigorously managed by our specialist payroll processing team. Its oversight and control throughout the process ensure the highest standards of accuracy, while its technical expertise enhances functionality and operational efficiency.
Our Expertise
We are a large, well-respected NHS organisation at the forefront of change. As an NHS organisation ourselves, we are well placed to provide policy and procedural guidance on Agenda for Change, consultant contracts, and medical and dental terms and conditions. We proactively advise and support our clients, share best practice and offer hands-on support. We are highly regarded by our clients, who frequently turn to us for guidance and expertise.
All our staff undergo a rigorous training and development programme led by our dedicated training manager. In addition to structured in-house training, UHB Payroll offers apprenticeships for both new and existing staff, providing opportunities to develop their skills and knowledge.
Quality & Compliance
Our service meets rigorous industry standards, as validated through a Payroll Bureau audit and evidenced by our continued achievement of the CIPP Payroll Assurance Scheme accreditation.
Customer Service
UHB Payroll provides a customer-focused service through personalised support that mirrors an in-house payroll function. Each client organisation is allocated its own team, helping to ensure faster responses, greater accuracy and a consistently high-quality service. Employees, managers, and HR and finance teams benefit from direct access to knowledgeable specialists. Open communication enables queries to be resolved quickly and efficiently.
Account Management
We take a proactive approach to account management. Every client organisation has a dedicated account manager responsible for contract management and ongoing client liaison. Our standard account management model includes regular service review meetings.
Continuous Improvement
UHB Payroll is committed to continuous service improvement, driven by collaboration, system transformation, process optimisation and a strong focus on customer engagement and experience.
Flexibility & Tailored solutions
Our service can be tailored to the specific needs of your organisation and adapts seamlessly as your requirements evolve.
Reporting
We provide each client organisation with a comprehensive suite of detailed monthly reports. These offer valuable insights into performance and key operational metrics, supporting informed decision-making and continuous service improvement.
Transitioning the Payroll Service to UHB
UHB has extensive experience managing the transition and implementation of payroll services. We consistently apply a proven, well-established methodology that has successfully delivered seamless transitions from incumbent providers. This structured approach ensures continuity of service, minimises risk and supports a smooth, efficient onboarding process.
Enquire about our services
If you would like to learn more about our payroll services and how we can support your organisation, please email us.
UHB Payroll Services is available through the HealthTrust Europe framework and the London Procurement Partnership framework, enabling our services to be procured by direct award or further competition.
Interested in a career with us?
If you are interested in a career with us or in joining our apprenticeship programme, please email us.
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