Close
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.
Teams currently supported by the HRS VP Offices team can be found on this page (please see "Central Professional Services" and "Professional Services within Vice-Provost and Vice-President Offices").
Teams not listed on that page (under "Central professional Services" or "Professional Services within Vice-Provost and Vice-President Offices") 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.
CoS Applications
VP Office Teams only - Use this service to make a CoS application for a pending or existing member of your team.
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