Business Services Centre itrent Employee Self Service

Transcription

1 Business Services Centre itrent Employee Self Service Author Leanne Ireland Date Created 09 th February 2017 Date Modified Version 1.

2 1. Overview This guide is designed to help you understand the design of ESS and perform key tasks, such as maintaining personal details, viewing payslips, entering time and expenses claims and managing unpaid absence. Logging in Your system administrator will provide you with either a web address that you can enter into the address field of your browser or a shortcut to enable you to start ESS directly. Below you will find the login screen where you will need to enter your login credentials. Your user name and password will have been supplied to you separately and should be entered here. Your user name is not case sensitive, but your password is. If this is the first time you have logged in, or you have recently had your password reset, you will be prompted to change your password on log in.

3 Please bear the following in mind: Passwords must include both upper and lower case characters Passwords must include both letters and number Minimum password length is 6 A user will lock out after 8 failed log on attempts this is when the message will read Invalid Log in. Once you have had 8 failed log on attempts you will not be able to use memorable information. I would advise that if you have incorrectly entered your details 5 times to play it safe and use memorable information (clicking forgotten password/username). You will not be able to retrieve your username through memorable information if you are not entering the address that your initial log in was sent to. This address is stored against your account. Passwords are set to time out after 90 days, if you have not read the popup message that tells you to reset your password and then actually changed it, itrent will deactivate your account. Even if you try to reset your password using the memorable information you will not be able to get in until a system administrator has reactivated the account. We advise that you reset your password every two months. itrent will pop up with an expiry warning 10 days before the password is due to expire. You will have one opportunity to log in with your expired password. If you log out without changing your password, you will become Inactive and you will need your password reset by a system administrator.

4 Memorable Information Once you login, you must complete your memorable information in order to retrieve your user name and password, should you forget them. To do this go to Profile Information. > Memorable The prompt for your memorable information can be whatever you like, as long as it reminds you what the memorable information actually is. Some example prompts could be: What s your mother s maiden name? What was the name of primary school? What was the make of your first car The memorable information response has to contain between 6 and 25 characters, it cannot contain spaces and it cannot be the same as your prompt, password or user name. Please note you will only be able to use the forgotten password function if you have completed this section and not locked your account. If you lock your account you will need to itrent@kent.gov.uk for this to be reactivated.

5 2.Navigating around Self-Service The home page When you first login to ESS you will be presented with your personal home page, as pictured below. From here you can access all of the functionality and data granted to your user profile

6 The home button- 1 The Home button can be used to return to the home page from any part of the system. When ESS is loading data this logo will change to an animated loading symbol, like so: 2 The tabs- When you select a tab you will be taken to a summary page, which is broken down into sections and summary cards. The sections represent the categories of data within each area, for example under the Personal area there are sections for Personal information, Contact information, Friends and family, Bank details and Private vehicles.

7 3 The Profile button - The Profile button remains present throughout ESS and gives you access to global controls, such as setting your memorable information, changing your password. Change password Originally your password will have been set by your system administrator. To change your password go to Profile >Change password You will be presented with the below pop up to change your password- To log out of ESS, go to Profile >Log out. You will be returned to the ESS login screen.

8 E-Form Preferences This is where you can choose to have your P60 and payslips ed to you. To do this go to Profile >E-form preferences These three fields appear if payslip is ticked These three fields appear if P60 is ticked

9 4 The Quick Links- The links are shortcuts to specific areas of self-service that you may wish to use. Once you select a link this will take you straight to the relevant page that you need. The main menu remains available throughout ESS and allows you to easily move between the three areas of the system, which are: Personal Absence Pay & Benefits

10 3.The Personal Tab My Personal Details The first tab on your menu screen is the personal details tab. If you select this tab you will be able to see your basic personal info such as your name and date of birth as well as your current contact information. Under the My Personal Details section, you will be able to view this however; you will not be able to make any changes to these details so please check that everything is correct here. If there are any errors, please let your line manager or system administrator aware, as soon as possible

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12 Contact Information In the Contact Information section, you will be able to view your contact details.

13 4.Pay & Benefits Payslips If you have been at the school longer than one month, your previous payslips will display a history for you to view along with any P60 s- You will be able to select any of you payslips and either open to view a payslip onscreen breakdown by select the desired slip or you can choose to download this as a pdf by selecting download in the bottom right hand corner of the payslip summary-

14 Alternatively, you can select print to print the payslip should you need to have a hardcopy. Please note we only hold payslips for the period that your school or Trust has had itrent as a payroll provider. If you require a payslip before this time, please contact your school directly to find out how to receive this. P60 To view your P60, select P60 you require and you will have notification pop up to advise that your P60 is downloading- 15

15 If yo u re ceive the above pop up box at the bottom of your screen you will need to select either open or save. Please note, if your Trust or school has only been on itrent since April 2015 onwards, you will not be able to view your P60 as we do not hold this. Please contact your school to find out how to get this. P60 s going forward will be viewable here If you require any support with the functions in this guide, you can contact the System Support Team at itrent@kent.gov.uk 15

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