itrent employee self service user...

iTrent Employee Self Service

User Guide

(including Holiday requests)

Contents Introduction ............................................................................................................................................ 1 Login ........................................................................................................................................................ 2 Navigation option 1 – Personal details ................................................................................................... 2

Personal details option 1 – Personal information .............................................................................. 3 Personal details option 2 – Sensitive information .............................................................................. 4 Personal details option 3 – Addresses ................................................................................................ 4

New – Address details ..................................................................................................................... 5 Personal details option 4 –Contacts ................................................................................................... 6 Personal details option 5 –Emergency contacts ................................................................................. 6

New – Emergency contacts details ................................................................................................. 7 Edit existing Emergency contact details ......................................................................................... 8

Additional Information............................................................................................................................ 8 Navigation option 2 – Employment ........................................................................................................ 9

Employment option 1 – Current jobs.................................................................................................. 9 Navigation option 3 – Payroll ................................................................................................................ 10

Payroll option 1 – Bank details ......................................................................................................... 10 Payroll option 2 – P60 ....................................................................................................................... 11 Payroll option 3 – Latest payslip (pdf) .............................................................................................. 12 Payroll option 4 – Payslip history (pdf) ............................................................................................. 12 Your payslip ....................................................................................................................................... 13

Navigation option 4 – Absence ............................................................................................................. 14

Absence option 1 – Holiday dates .................................................................................................... 15 New – New holiday dates ............................................................................................................. 15

Absence option 2 – Holiday balances ............................................................................................... 18 Absence option 3 – Sickness dates ................................................................................................... 19

Logout ................................................................................................................................................... 20


Introduction Welcome to UWS Employee Self Service! Employee Self Service is a secure web based application which provides you with the opportunity to:

Access your online payslip in PDF format

View/amend your personal details

View/amend your bank account details

View your current employment details

View your sickness absence details

Book a holiday

Amend/cancel a holiday request

View your holiday balance This functionality will ensure that the information held for you by the Department of Human Resources is accurate and up to date. Data Protection The data contained in this system and its usage is subject to relevant legislation and the University’s Data Protection Policy and Procedure. The system holds personal and confidential information and for that reason all passwords must be secure. To access Employee Self Service, your user name will be the first part of your University email address (firstname.lastname) and your password will be your existing password used currently to access the UWS ICT network. You should not share your password with anyone and always log out of the application when your PC is unattended.


Login

double-click the iTrent desktop icon or open your browser and go to https://employee.staff.uws.ac.uk/tlive_selfservice

enter your User name (the first part of your email address before the @; this will generally be firstname.lastname) and Password (your normal computer password) and click on Login

a Breadcrumb starts at the top of the screen which can be used for selecting options

the Display area also has links to a number of options

the Navigation area has links to four main options

http://employee.staff.uws.ac.uk/tlive_selfservice


Navigation option 1 – Personal details When you select Personal details, the navigation area has links to five categories of personal information. Select an option to view, amend or add personal details.

Personal details option 1 – Personal information

You can make changes to your Personal information (with the exception of your date of birth)

click Back to go back one step at a time

fields highlighted in blue and marked with an asterisk * are mandatory

click Save if you make any changes


Personal details option 2 – Sensitive information

use the Breadcrumb to select a step or return Home

when you change details and click on Save, a confirmation message appears at the top of the screen

click Save to save your changes – you will see a confirmation message

if you are making a change to any of these details, select an option from the drop down lists as required


Personal details option 3 – Addresses

New – Address details

your current address information is displayed

select New – Address details if your address has changed

Note – you cannot amend your current address details – the system has been configured to allow you to add a new address only – this will ensure history is retained for this particular field


enter the details of your new address


Personal details option 4 –Contacts

The system can store your home telephone number, mobile number and email address

Should you wish to Amend existing contact details, Select and amend your details as required

If you wish to add new contact details which are not displayed on this page, select New – Contact details and add your information.

your existing contact information is displayed

select New – Contact details to add contact information

click Select to view or edit existing details


enter your new contact details


existing Contact details are displayed and can be edited as required


Personal details option 5 –Emergency contacts

New – Emergency contacts details

enter your new contact details

these options allow you to mark the contact as primary or next of kin, or to use your own address for them


your existing emergency contact information is displayed

select New – Emergency contacts details to add contact information



Edit existing Emergency contact details

Additional Information If you make a change to your personal details, you will see a confirmation message on the screen to confirm that your changes have been saved. This is the only confirmation that you will receive – you can go back into any of these details and view or edit them as required. If you make a change to your Bank Account Details, a confirmation email will be sent to you and a notification email will be sent to Payroll.


existing Emergency contact details are displayed and can be edited as required

if you selected “Use my home address” and this is no longer correct, simply untick to change the address


Navigation option 2 – Employment

Employment option 1 – Current jobs

in the Employment section, you can view details about your current job(s)

this screen can also be accessed via either of the links on the Employment home page

your employment details

your working pattern

Job reference is a reference number which relates to the position you hold within UWS

Personal reference is the same as your payroll number


Navigation option 3 – Payroll

Payroll option 1 – Bank details

this screen can also be accessed by selecting “Change my bank details” on the Payroll home page


in the Payroll section, you can view and edit your bank details, and view your latest and previous payslips (up to 12 months from April 2012)


Remember, if you change your Bank Details you will receive a confirmation email, and an email will also be sent to Payroll so that they are aware of the change.

Payroll option 2 – P60

P60 is your statement of earnings

Note that no P60 will be available in iTrent until the end of tax year 2012/2013

click Save if you make any changes – you will see a confirmation message

enter your sort code, 8-digit account number and account name as required – remember blue fields are mandatory


Payroll option 3 – Latest payslip (pdf)

When you click on Download, you have the option to Open or Save your payslip :

if you select Save, please ensure that you save your payslip in a secure location and not on a shared drive

if you select Open, you can view your payslip and will have the option to print a hard copy

Payroll option 4 – Payslip history (pdf)

When you click on Select, you are taken to a screen similar to the Latest payslip (pdf) screen above, and can click on Download to open or save your payslip.

this screen can also be accessed by selecting “View my latest payslip” on the Payroll home page

click Download to open your latest payslip in PDF format

this screen can also be accessed by selecting “View my payslip history” on the Payroll home page

click Select to view your payslip details

select the length of time to view – note that there will be no payslips prior to April 2012 in the system


Your payslip

your name and address are displayed at the top of your payslip


Navigation option 4 – Absence Absence is an iTrent term which is used to represent all types of absence. Employee Self Service provides you with the opportunity to make an online holiday request and to view your sickness absence details. Online annual leave will replace paper-based systems to record leave and will automatically calculate your holiday entitlement according to your contractual working hours and length of service. Annual leave is calculated in hours for all staff to accommodate the various working patterns that are currently in place across the University. Your holiday entitlement displayed includes your annual leave entitlement and your entitlement to University/public holidays (pro- rated as appropriate). The University/public holidays are referred to as Company holidays in iTrent. The University/public holidays are published annually on the HR website. At the beginning of each holiday year, the Company holidays will automatically be deducted, leaving you with your normal holiday entitlement. Your holiday entitlement will not be reduced in any way as the Company holidays have been included in your overall holiday entitlement. iTrent will not allow you to exceed your holiday entitlement in within any leave year.

in the Absence section, you can view and request annual leave, and view details of your sickness absence


Absence option 1 – Holiday dates

New – New holiday dates

when you select Holiday dates, you will see a list of UWS holidays (Company holiday type) and any leave you have requested or which has been authorised

select New – New holiday dates to request annual leave

note that holiday Duration is displayed in hours for all types of leave – one day is based on your daily working hours – however, you can still enter annual leave requests in days (see below)

the Absence type is Personal holiday

the Holiday period can by Part day, Full day or More than one day

If your request is for a half day, select Part day, select Specify time and enter the Start time, Hours absent and End time (note – times must be entered in hh:mm format) only a Start date

is required for Part or Full day

your Holiday balances are displayed at the bottom of the screen


Once you have submitted your request, an email and any Notes you have added will be sent to your line manager to consider the request

You can edit a holiday request by clicking Select in the Details column of the request you want to edit – note that requests cannot be edited after the start date of the annual leave

if the Holiday period is More than one day, you must enter a Start date and End date – these can both be Part day, Full day or Specific time

click Save to submit your leave request

any Notes added will be sent to your line manager

you can click on a column heading to sort entries or restrict by Authorisation status

your holiday request is added to your Holiday dates and is marked as Awaiting authorisation


Note – if you hold more than one position within the University, you will be required to select the position that you wish to make the holiday request against. The system will automatically send your request details to your line manager for that particular position. Should you wish to make the request against all of the positions you hold, you should select ‘All Jobs’. This will send an email to all of your line managers for authorisation. Your holiday entitlement has been pro-rated against each position you hold and based on your contractual working hours.

you will receive an email to confirm whether your request has been authorised or not authorised – your line manager can add Notes if your request is not authorised


Absence option 2 – Holiday balances

If you have started employment during an annual leave year, you will see (Part) beside the name of the holiday period, as shown in the example above

Holiday balances displays your annual leave Entitlement, the number of hours Taken or Scheduled, and the Balance

Add new holiday dates takes you to the same screen as New – New holiday dates


Absence option 3 – Sickness dates

click Select to view your sickness details

this screen can also be accessed by selecting “View my sickness absence” on the Absence home page

your existing absence records are displayed

Sickness details are displayed – note that you cannot make any changes


Logout When you are finished, click on Logout at the top right hand corner of the screen to start the logout process – you will see this message:

By selecting the log out button the log out process will commence and you will then be asked to close your browser manually. Once you close your browser you will be logged out of Employee Self Service.

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