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Applying for an NI Number

Applying for an National Insurance Number (NI number)

If you work for the University and have never applied for an NI number then the Payroll team can provide the necessary application form. If you previously applied for an NI number but do not know what it is, then please contact HM Revenue & Customs (HMRC) on 0300 200 3500.

Who can apply?

Anyone who works at the University and is paid either through Unitemps, or on the 18th (through the Variable Monthly Payroll - VAM) or 24th (through the Salary payroll - SAL) of the month and is resident within the UK.

How do I know that I need an NI number?

You are a non-UK national who has never applied for an NI number and are paid through one of the above. You may also receive a letter from the Payroll teamt each time you are paid advising you that we do not hold an NI number on file.

So how do I apply?

Easy. Either drop an email to payroll@warwick.ac.uk, requesting a form and advising whether you would like the form sending to your home or office address or pop into the Payroll Office (2nd floor, University House).

Complete the application form and bring it to the Payroll team. Please also remember to bring the appropriate ID as detailed on the accompanying information sheet. It is important to retain the first page of the form as this will have a reference number on it should you have any questions later.

Does the application form expire?

Yes. The front of the form will have a date on it. Please bring the completed form and appropriate id to the Payroll Office (2nd Floor, University House) at least a week before that date.

I didn’t return the form before it expired. What do I do now?

Don’t worry. Either drop an email to payroll@warwick.ac.uk, explaining what has happened or pop into the Payroll Office (2nd floor, University House) and we’ll issue you a replacement.

What happens next?

We will check the form and if all appears to be ok then we will take the form from you, countersign and forward to the Department of Work & Pensions (DWP) along with your ID for processing.

How long does it take?

The simple answer is it varies on a case-by-case basis. Typically an application takes a couple of months however it can take considerably longer.

I have already applied but you keep sending me reminders. Why?

Each time you are paid your records are checked to ensure that we hold a valid NI number. If we do not then a reminder letter is issued even though an application has been made. This is intentional. Occasionally applications go astray and these letters act as a reminder that there is no NI number recorded on file. Also, DWP advise the individual rather than the employer, therefore the tear off slip at the bottom of the letter makes advising the Payroll team easier.

I haven’t heard anything. Can the Payroll team chase the application for me?

Unfortunately no, the Payroll team doesn’t process the application and DWP will only discuss the application with the individual (Tel: 0300 200 3500)

So how do I chase the application?

The front page of the application form had a reference number on it. Quote this number when contacting DWP who will be able to help you further.

DWP have confirmed my NI number, what happens next?

DWP will send a confirmation letter advising what number has been allocated to you. Once you receive this then please let us know. This can be done by either:

  • Bring the letter to the Payroll Office (2nd Floor, University House) along with proof of identity
  • Return the tear off slip from the bottom of the reminder letter sent to you just after payday
  • Complete sections 1, 6 and 7 of the ‘detail amendment form’. If you do not have IT access then either call us on ext. 74444 / externally on 024 765 74444 or drop an email to payroll@warwick.ac.uk and we send the form to you