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The HRS VP Offices team looks after all HR administration for UCL's Central PS departments. They also process Visa Reimbursements and Immigration Loans for all UCL departments.
More information on UCL's Professional Services teams can be found here.
Teams who don't fall under B01 usually have a locally designated person or persons who can submit requests through Departmental Transactions on the MyHR website.
General Queries
VP Office Teams only - Use this form to make a general query/request.
Before using this form, please check that none of the other forms on this page meet your requirements; using the correct form will expedite the processing of your request.
Please note that this form replaces the former general query process of sending an email to hr-services@ucl.ac.uk - this email address has now been decommisioned, and any emails sent to it will receive an automatic reply.
Systems Requests
VP Office Teams only - Use this service to request:
- Access to buildings and systems for new staff/visitors
- Extensions to building and systems access for existing staff/visitors
- S: Drive access
Request access to systems / buildings / S: Drives
Equipment Requests
VP Office Teams only - Use this service to request equipment for staff.
Please note that VP Office Equipment forms are processed by the Estates VP Office Building Management team, not the HRS VP Ops team.
Changes to Appointment
VP Office Teams only - Use this service to request changes to an appointment, such as:
- Accelerated increments
- Appointment extensions
- Changes in funding
- Changes in hours
- Contribution points
Request changes to appointment
Payments
VP Office Teams only - Use this service to make a payment request for things such as:
- Fee payments
- Honorariums
- One off payments
For multiple payment requests, kindly complete the payments request spreadsheet and attach it to the form.
Please note that for KIT/SPLIT Day payments, all UCL staff are asked to complete this form; Central PS staff and PS staff within Vice-Provost and Vice-President Offices are asked to put "HRS VP Offices Team" in the field asking for Departmental Administrator Name, and "d.hebborn@ucl.ac.uk" in the field asking for Departmental Administrator E-mail.
Overtime Payments
All UCL staff at grades 1-6 - Use this service to submit a claim for overtime.
Please note that Overtime Payment forms are processed by Payroll, not the HRS VP Ops team.
UCL's Overtime Policy can be found here: Overtime | UCL Human Resources - UCL – University College London
Allowances
VP Office Teams only - Use this service to add an allowance to an employee's record, such as:
- Acting up allowance
- Extra duty allowance
- On Call allowance
- Special allowance
To request multiple allowances (for one or for multiple employees), complete and attach the allowances request spreadsheet to the Allowance Request form before submitting.
Leavers
VP Office Teams only - Use this service to inform UCL HR Services of a leaver in your department.
*Please note there are two forms - kindly ensure you use the correct form when notifiying HR Services of the leaver.*
FORM 1 - this form can be filled out by the leaver or their line manager. Please use this form if the answer to BOTH of the below questions is "Yes":
- Does the employee/casual worker have just one assignment at UCL? - OR - Is the employee/casual worker leaving just one of their multiple assignments at UCL?
- Is the reason for leaving one of the following: resignation, retirement, end of funding, redundancy?
Submit a leaver request - FORM 1
FORM 2 - this form must only be filled out by the leaver's line manager. Please only use this form if the answer to either of the above questions is "No", i.e. the employee/casual worker has multiple assignments at UCL and is leaving more than one of them, and/or their reason for leaving is anything other than resignation, retirement, end of funding ot redundancy.
Submit a leaver request - FORM 2
Parental Leave
All UCL staff - Use this service to apply for adoption leave, maternity leave, paternity/partner leave, or shared parental leave.
Submit a Parental Leave application
CoS Applications
VP Office Teams only - Use this service to make a CoS application for a pending or existing member of your team.
Please note we are in the middle of updating our form. In the interim, kindly contact us via our General Query form, explaining which of the following you require:
- Role capable of sponsorship assessment
- Case initiation
- Not proceeding with sponsorship
When we pick up your ticket we may request further information from you depending on your query.
Visa Reimbursements
All UCL staff - Use this service to apply for reimbursement of your Skilled Worker Visa (SWR), Global Talent Visa (GTV), and/or Visa costs as agreed exceptionally by your department.
Summary of UK immigration information relevant to university staff can be found here.
Guidance notes on the payment of immigration costs can be found here.
Submit a Skilled Worker Visa Reimbursement request
*Please note this route is for the following scenarios ONLY:
- GTV applicants who made their application from within the UK
- GTV applicants who made their application outside of the UK and can answer, "Yes" to any of the following questions:
1. Were you UK domiciled at the time of making your visa application?
2. Were you present in the UK for any purpose in the 2-year period prior to your arrival date?
3. Were you a resident in the UK for tax purposes in either of the two UK tax years prior to your arrival date?
(If the answer to all three questions is, "No", please submit your claim via iExpenses) - (Any/all visa types) Exceptional reimbursement by the department of non-standard fees for visa applicants who made their application from within the UK
- (Any/all visa types) Exceptional reimbursement by the department of non-standard fees for visa applicants who made their application outside of the UK and can answer, "Yes" to any of the following questions:
1. Were you UK domiciled at the time of making your visa application?
2. Were you present in the UK for any purpose in the 2-year period prior to your arrival date?
3. Were you a resident in the UK for tax purposes in either of the two UK tax years prior to your arrival date?
(If the answer to all three questions is, "No", please submit your claim via iExpenses)
Immigration Loans
All UCL staff - Use this service to apply for an Immigration Loan.
Guidance and information can be found here.
If you have any feedback or queries regarding these PS Hub pages, please email psh.ci@ucl.ac.uk