As described previously, to create a unified corporate services, all corporate service colleagues need to be brought onto standardised terms and conditions, so for this purpose colleagues from Liverpool Women’s Hospital and Liverpool Heart and Chest will undergo TUPE transfer into Liverpool University Hospitals NHS Foundation Trust.
The below is designed to highlight key information which will be important to you in advance of this transfer date.
From day one of the transfer, there will be no expectation for immediate changes to your day to day working practices - unless already outlined to you as part of your service’s Target Operating Model (TOM).
However, as you have moved onto LUHFT terms and conditions, there will be changes in relation to key processes in place at LUHFT in comparison to your current Trust. This, together with further scheduled communications, aims to provide clarity in relation to some of these changes.
Further communication will be sent to you before the end of the first full week of April 2026. This will include information on:
- your ESR Employee Self Service username and instructions on how to set a password to access your records.
- Your LOOP username and password and instructions on how to access LOOP.
If you are a manager/supervisor in ESR, a further email will be sent to you with information relating to ESR and other key workforce systems.
TUPE transfer date
It is expected that all staff in scope for TUPE as part of the UHL Corporate Services will transfer into LUHFT effective from 1 April 2026.
Pay day
The pay date for staff who are paid monthly is 28th of every month.
Exceptions to this would be when 28th of the month falls on a Bank Holiday or a weekend, in which case pay day will be the weekday which falls immediately prior to the 28th.
Pay dates are also brought forward and will be early in December and January. Once these dates are agreed they will be confirmed to all staff.
Continuity of Service
There will be no break in service for those transferring into LUHFT, and any previous service which is held against your ESR record with your current Trust will transfer as part of the TUPE process.
Following transfer of records from your current Trust to LUHFT, you will be provided with new ESR login details in order to access Employee Self Service.
Your new ESR username will be provided in the first week of April together with guidance on how to set your password. ESR access is really important as this allows the following key things:
- access to your records held in ESR,
- access to allow completion training,
- access your payslips.
ESR functionality is utilised at LUHFT for a range processes. Details of these processes and actions will be confirmed in due course via planned future communications.
What should I do now in my current ESR?
Check Your Data
It is advised that personal details as held against your current Trust’s ESR record are reviewed and updated/verified using ESR Employee Self Service.
This should include review and update of home addresses and contact details together with any emergency contact details which may be held on records. Equality and Diversity information should also be reviewed and updated/verified.
Reviewing and updating/verifying this information will improve the quality of data which is transferred to LUHFT ESR in April.
Payslips/P60s
It is recommended that all transferring staff access and download copies of any required payslips/P60’s using their current Trust ESR Employee Self Service access before 31st March 2026.
Multi Factor Authentication in ESR can be set up before transfer date to allow access to the Leavers Dashboard on or after 1st April, however this will only enable access to your last 4 payslips and your last P60.
P45s will not be generated. All relevant taxable pay details will be copied over to LUHFT ESR records by Payroll Services as part the TUPE transfer proCESS
Appraisals
Appraisals are an annual requirement for all Trust staff employed under AfC terms and conditions. ESR is the mechanism used to record appraisals dates. Appraisal data from ESR feeds into the Trust’s Corporate reports.
Useful documents:
- Details on the LUHFT appraisals process can be found on the Trust Staff Hub here.
- Details on how to record appraisals in ESR can be found here.
Flexible Working Requests
ESR is the mechanism for submission and management of Flexible Working Requests (FWR) at LUHFT, and data from ESR is then used to inform Trust reports to ensure compliance with statutory deadlines to ensure prompt handling of any requests.
Useful documents:
- Details of the Flex Your Life @ LUHFT offering can be found on the Trust’s Staff Hub here.
- Information on how to submit and manage FWR can be found here.
Pay Progression
National terms and conditions relating to Pay Progression require compliance with certain criteria in order for staff to move into a pay effecting point on the salary scale.
ESR functionality is used at LUHFT to help with notification of pay progression to both staff and their ESR supervisors, and is the system for managers to confirm that pay progression should be processed.
Staff will receive an ESR notification 4 months in advance of their pay effecting pay progression date, and their supervisor will receive a notification 1 months in advance to support managers with the process. Please note, notifications are sent to all parties, however the manager must create the ESR record.
Useful documents:
- The Trust’s Pay Progression policy can be found here.
- Details on recording Pay Progression meetings in ESR can be found here.
Annual Leave entitlements
ESR is the driving system used to generate staff annual leave entitlements for all staff employed under AfC terms and conditions. It is used as it holds all employment details and reckonable NHS service required to determine the level of leave entitlement to be applied.
ESR will also automatically recalculate entitlements following changes to contracted hours, or when staff reach their 5yr or 10yr employment milestones.
Entitlements from ESR are exported into HealthRoster. Leave episodes recorded in HealthRoster are transferred to ESR records the month after they have been taken.
Useful documents:
Colleagues who are transferring and are currently members of the NHS Pension Scheme they will automatically be re-enrolled to the scheme and pensionable membership will continue with LUHFT with no action required members.
For staff who are currently enrolled with the NEST alternative pension, membership will be ended at point of transfer. You will then be automatically enrolled into the NHS Pension.
For any queries relating to Pensions please contact our Pensions Services Team by email on pensionsluh
There will be no immediate changes to day‑to‑day digital access as a result of this transfer:
- Your email address will remain your existing originating trust email
- Your login details will stay the same
- Your current computer or laptop will continue to be used.
Following 1 April, if teams wish to:
- consolidate data
- change how they work using digital tools (for example Teams, shared drives, phones/telephony, workflows, or systems), or
- request any other digital changes to support new ways of working;
Please contact the Digital PMO with details of the request so it can be reviewed, prioritised, and planned appropriately.
Current enrolees to Stream will be unenrolled at point of transfer into LUHFT.
Any staff wishing to continue using Stream will need to re-enrol with LUHFT post transfer.
Any existing savings accounts will be closed on 31 March and can be reopened if needed when re-enrolling with LUHFT.
LUHFT’s Wagestream offering is as follows:
- Substantive role - 20% stream ability
- Bank role - 40% stream ability
- Full range of products live including loans, benefits checker, savings, vouchers
- Unlimited streams per month - all managed within above percentages, with fees applying as per Stream rules.
- Workers are paused when on maternity leave or approaching half pay due to sickness.
Queries in relation to Stream while at LUHFT can be directed to: NewProjectQueries
Any transferring staff who need to claim reimbursement for expenses can do so with LUHFT. The expenses system used at LUHFT is Assure Expenses, and this is the same system in place at both LHCH and LWH, therefore there will be no significant change to the process for submission, approval and processing of any claims.
How to claim expenses
Should staff need to submit expenses claims, they will need to contact the Employment Team (employment
LUHFT undertake Duty of Care checks against applicable documentation to ensure that claims can be made. Once an account has been created, claimants may need to submit electronic copies documentation before any claims can be processed.
Key information:
- Any claims up to and including 31 March 2026 should be submitted using your current expenses account with your current Trust.
- Any claims from 1 April 2026 onward would need to be submitted using the LUHFT expenses system following registration, as detailed above.
Should any transferring staff hold bank records with their current Trust, these will be closed down as part of the TUPE process.
If you wish to continue with bank work you will need to rejoin the bank. Please read the following carefully for guidance on approach needed for rejoining the bank. Approaches will be different based where bank work will be undertaken.
Covering bank shifts in the transferring corporate areas ONLY
If you plan to undertake bank work ONLY in an area which is included in the Shared Corporate Services TUPE, you will need to join the LUHFT Temporary Staffing bank.
Please contact the LUHFT Temporary Staffing Team:
bank.recruitment@liverpoolft.nhs.uk, requesting to join the LUHFT bank.
Covering bank shifts in transferring Trust areas NOT in Corporate Areas (LHCH ONLY)
If you plan to undertake bank work in an LHCH area which is not included in the Shared Corporate Services TUPE, you will need to contact the LHCH Temporary Staffing Team to request to rejoin their bank: temp.
If you plan to work on the admin bank in an LWH area which is not included in the Shared Corporate Services TUPE, you will need to speak to LWH HR who will help with the bank form and liaising with the appropriate clinical areas.
Those clinical staff who want to work in the bank at LWH need to contact NHS Professionals.
For those staff who currently use HealthRoster at either LWH or LHCH, rosters will be replicated on LUHFT HealthRoster system.
Access is planned to be in place from 1 April 2026 with Roster Units, demand templates and shifts be copied across systems. Login details will be sent to you in due course.
Your current Roster Teams will continue to support you up to and including 31 March 2026. Should there be any roster queries from 1 April 2026, these should be directed to your existing Roster Teams in the first instance:
- LHCH: health.
roster @lhch.nhs.uk - LWH: erostering
@lwh.nhs.uk