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Action required: The Way Staff View Their Payslips is Changing for Schools That Purchase Payroll Service From GCC

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If your school purchases a payroll service from Gloucestershire Country Council, please be aware: From the end of March 2026, all staff will view their payslips via the new digital portal in the new SAP system, even those who currently receive paper payslips.

What’s changing

  • From the end of March 2026, all staff will view their payslips via the new digital portal in the new SAP system, even those who currently receive paper payslips.
  • From November 2025, all staff will receive a message on their payslip informing them of this change.

What staff need to do

Staff who currently view their payslips online in mydocuments:

  • Individual staff should log into mydocuments and check their email address is correct (we’ll use this email address to create their new payslip portal account)
  • If they want to change their email address, they can do so in mydocuments

Staff who currently receive paper payslips:

  • Individual staff should provide an email address via their usual school administrator, business manager or equivalent contact
  •  Gloucestershire County Council will then use this email address to create their payslip portal account in the new system ready for go live from March 2026

  • School administrator/business managers should send the individual email address of the staff member and their employee number to contact.onesap@gloucestershire.gov.uk (if they have more than one position, please use the employee number for the position with the highest number of weekly hours, if known).

What’s changing for SAP administrators

We’ll be asking staff in your school(s) to contact you if they need support with their payslip changing. If you have any questions for us, email contact.onesap@gloucestershire.gov.uk.

You can watch replays of the SAP demonstrations that took place in July for further information on what’s changing. We’ll send Initiators and Approvers detailed information on what’s changing for them by the end of the year. We’ll also be introducing a dedicated GCC contact who’s solely there to support schools.

From November 2025, all staff will receive a message on their payslip informing them of this change.

Thank you for your continued support as we prepare for this important system change.

Philip Haslett,
Assistant Director - Education
Gloucestershire County Council