Suffolk Libraries itrent HR Self Service Portal Guidance and FAQs

Suffolk Libraries itrent HR Self Service Portal Guidance and FAQs v1.0: 9 December 2013 Sarah Corcoran Nicky Evans Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 1

1 CONTENTS 2 Introduction... 4 3 Home Screen... 5 4 Personal Details... 6 5 Employment Details... 8 6 Payroll Details... 9 6.1 New Time & Expenses Claim Entry... 10 6.1.1 To Save Your Data:... 11 6.1.2 To Delete The Claim:... 11 6.1.3 To Submit For Approval:... 11 6.1.4 Attaching Receipts:... 11 6.2 To Change and Awaiting Authorisation Form... 12 7 Absence Details... 14 7.1 Booking Holiday... 15 7.2 Peer Group Calendars... 16 8 Frequently Asked Questions... 17 8.1 I can t enter with my payroll number upon first log-in - what should i do?... 17 8.2 When i first logged in i am prompted to enter Memorable Information - what is this?... 17 8.3 The page keeps timing-out and losing my information - what can i do?... 18 8.4 I have more than one work contract - where can i find this information?... 18 8.5 I can t find an option to book holiday, record sicknesses details nor view my work pattern - where can i do this?... 18 8.6 I want to change the bank account that my wages are paid in to - is this possible?... 18 8.7 It is not clear whether or not the details i have entered have been saved - why is this?... 18 8.8 Where do i enter my relief hours, expenses and mileage claims?... 19 8.9 Relief Hours... 19 8.10 Expenses... 19 8.11 Mileage... 19 8.12 itrent won t accept my mileage claim - what can i do?... 20 8.13 There doesn t appear to be a price for mileage on itrent.... 20 Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 2

8.14 Some of my information, which i cannot edit myself, is incorrect. What should I do?... 21 9 Contact Details... 21 Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 3

2 INTRODUCTION itrent Employee Self Service (HRSS) is a web-based application that provides a user-friendly interface between employees and their data. As this system is web-based, you can access it from anywhere with an internet connection, making it easier to administer your details at a place and time of your own choosing. It is split into the following categories: Personal Details Employment Details (will be launched later in December 2013) Payroll Details Absence Details (will be launched later in December 2013) You may access the itrent HRSS portal via the following link: http://hr.suffolklibraries.co.uk Your user name is your employee ID (payroll) number. (This has not changed during the migration). The first time you log in, your password will also be your employee ID number. After you have logged in for the first time, you will be asked to change the password to one of your choosing. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 4

3 HOME SCREEN 1) Navigation This will show you where you are. You are able to click on any item within the navigation trail to return to that point. 2) Options This area holds various sub-sections for different types of HRSS administration. 3) Detail 4) Administration This area will display the pages that you choose from within the Options sections. It also holds quick links to popular pages. Email Admin: This will create an addressed email to the system administrator Change Password: Allows you to change your HRSS password Logout: To log out close your browser Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 5

4 PERSONAL DETAILS Personal Information Sensitive Information Addresses Contacts Emergency Contacts Allows you to maintain your name, title and status details Allows you to create or modify your marital status, religion, ethnic origin, nationality, sexual orientation and any disabilities. If you wish to correct a displayed address, click the Select button. If you wish to add a new address, click the New Address Details button. Allows you to check and maintain your contact details such as email addresses and telephone numbers. If you wish to correct a contact detail, click the Select button. If you wish to add a new contact detail, click New Contact Details. Allows you to check and maintain your emergency contact details. This information has not been migrated therefore please ensure you update this as soon as possible. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 6

Next of Kin This page enables you to record next of kin details. Private Vehicles Memorable Information For those employees who wish to claim mileage expenses, please ensure you complete and maintain your private vehicles record. You need to add a vehicle here before you can complete a mileage claim This page enables you to maintain your memorable information. This is used whenever you forget your username or password. For security reasons, the memorable information is never displayed in clear text. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 7

5 EMPLOYMENT DETAILS LAUNCHES LATER IN DECEMBER 2013 Current Jobs Previous Jobs Roster This page displays the details for your current job. If you have more than one job you will be able to see details for all of them here. This page will show details for any previous jobs that you have had within the organisation from the system go-live date of 01/12/2013. This page is provided to allow the user to see their roster within a selected time period. When the page first opens you are required to enter the start date of the roster period they are interested in seeing. If no end date is entered itrent will display rosters just for the selected day. Click Search to display the results. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 8

6 PAYROLL DETAILS Bank Details Time & Expense Claims Time & Expenses Claims History P60 This page shows the details that are used to pay you. You can update details by clicking the Select button next to the account you wish to update. This page will display any of your existing claims that are either open or those which are awaiting authorisation. To see or add details to an existing claim, click the associated Select button in the Details column. To create a new claim, click the New Time & Expenses Claim. This page will display details of the claims you have submitted. You can view the details on any claims listed by clicking the Select button next to the claim. You are able to view and print P60 / Statement of Earnings from 2013/2014 onwards from here. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 9

Latest Payslip This page displays your current payslip. Payslip History This page will show details of any previous payslips that you have received within the organisation from the system go-live date of 01/12/2013. 6.1 NEW TIME & EXPENSES CLAIM ENTRY Payroll > Time & Expenses > New Time & Expenses Claim Entry Enter the start date for this new claim which should be the date you are entering the claim. Select the job that this claim relates to. Select the appropriate claim template from the Claim Template drop-down options. Choose Additional Hours to make additional hours and relief claims Choose Expenses for car parking, public transport, subsistence expenses etc Choose Mileage for private car mileage claims Select New. Enter the required details. You can add additional rows of information by clicking the plus button at the end of the row. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 10

6.1.1 To Save Your Data: When you have entered or amended any details on your claim, click the Save button. The data is saved, the claim form is closed and you are returned to the Time & Expenses display. 6.1.2 To Delete The Claim: After you have entered data onto a claim the page will also display a Delete button. If you wish to remove all trace of this claim, click this button. 6.1.3 To Submit For Approval: When you have completed all the data entry for this claim and wish to have it approved by your reporting manager, click the Submit button. The Time & Expense claim submission page is displayed which will display a summary of the details of the claim that you are submitting, together with any comments that the claim. Before the claim can be sent to your reporting manager you are required to enter your login password. This is a security measure to ensure that only you are entering and submitting this data. 6.1.4 Attaching Receipts: To attach a document click on the small plus icon: The Receipt Type is not a mandatory. If required, select the document type from the drop-down list. Click the Browse button and navigate to the location of your attachment. Select the file and click on the Open button. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 11

Click the attach document item button: The document will be loaded into itrent. To attach another document, repeat this process. To remove an attached document click the red cross icon next to the attachment you wish to remove: If you do not have access to scanning facilities and therefore cannot use this function, please post the original documents to the HR Team based at Ipswich County Library. 6.2 TO CHANGE AN AWAITING AUTHORISATION FORM If you wish to change any of the details on a claim that is awaiting authorisation, then you will need to do the following: Display the claim by clicking the Select button in the details column so that the claim is displayed. Click the Cancel button. The Cancel Time & Expenses page is displayed. Enter your password. Click Cancel. You will be warned that this action will return the timesheet to a provisional status. Click Ok. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 12

Click the Select button in the details column. Your claim will be redisplayed where you can now make any changes to it as required. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 13

7 ABSENCE DETAILS LAUNCHES LATER IN DECEMBER 2013 Holiday Dates Holiday Balances Sickness Date Other Dates This page displays a list of your holiday dates. This is also where you request holiday dates and can check Peer Group calendars. Here you can see your Bank Holiday entitlements, approved and requested holidays and TOIL days and also Company Holidays. Here you can review and end your sickness absences. Here you can review and end your other absences such as compassionate leave, Trade Union duties and carers leave etc. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 14

7.1 BOOKING HOLIDAY Absence > Holiday Dates > New - Holiday Dates Select the Absence Type (Personal Holiday or TOIL) Enter the start date of this absence If you select part day, a new field appears and you will need to select either morning or afternoon. If you select more than one day the page will provide you with an end date. Both fields can have half days recorded. Click Save to record the request. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 15

7.2 PEER GROUP CALENDARS Peer Group Calendars can be accessed when booking holiday. To display the Peer Group Calendar, click on the + icon next to the Peer Group Calendar title in the New Holiday Details page: Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 16

8 FREQUENTLY ASKED QUESTIONS If you can t find the relevant FAQ to answer your question; please call us or contact us via e-mail. These details are found at the end of this document. 8.1 I CAN T ENTER WITH MY PAYROLL NUMBER UPON FIRST LOG-IN - WHAT SHOULD I DO? Check your payroll number starts with 257 and that it is your most up-to-date issued number. Your payroll number is also your password. Please note that you only have to enter your payroll number and no letters are needed. If you still can t log in after checking these details please call the help-line for further guidance. After your first log-in you will be asked to enter a new password. This password has to be at least 6 characters. 8.2 WHEN I FIRST LOGGED IN I AM PROMPTED TO ENTER MEMORABLE INFORMATION - WHAT IS THIS? This is important. itrent can show you a prompt which remind you of what your password is if you have forgotten it. This allows for easier access and it means you won t have to call for assistance if you forget your password. The first box is labelled Memorable Information Prompt. This will be what first appears on the screen when you select the forgotten password option. Try not to choose anything that another person could easily answer. Anything that will remind you of what your password is will be fine. A question which requires an answer only you have access to is a good idea. Type the answer (your password) into the Memorable Information box. This is encoded for security. Confirm in the box below and click the Save tab. Important: If you don t enter your memorable information you will have the following message at the top of your Payroll screen: Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 17

You must enter your memorable information and prompt. This information will be used to assist in retrieving your user name or password should you forget it. This will clear after you enter your Memorable Information. 8.3 THE PAGE KEEPS TIMING-OUT AND LOSING MY INFORMATION - WHAT CAN I DO? Make sure you aren t using the back and forward arrow keys on the IE or Chrome interface. Navigate on the itrent system using the grey tabs at the top of the page. The first of these tabs is labelled home page. This will make it easier and quicker to navigate the itrent interface. 8.4 I HAVE MORE THAN ONE WORK CONTRACT - WHERE CAN I FIND THIS INFORMATION? Click on the Current Jobs tab found on the left-hand side of the screen. You will find details of both contracts on this page. If any details are absent or incorrect, please call the help-line or e-mail us for further assistance (please note this tab is missing on initial release and will be added later in December) 8.5 I CAN T FIND AN OPTION TO BOOK HOLIDAY, RECORD SICKNESSES DETAILS NOR VIEW MY WORK PATTERN - WHERE CAN I DO THIS? We are still in the process of completing these functions. Please continue to record these details manually and consult with your line manager. We will contact you as soon as these functions are working. 8.6 I WANT TO CHANGE THE BANK ACCOUNT THAT MY WAGES ARE PAID IN TO - IS THIS POSSIBLE? Yes. Enter into the Payroll tab on the home screen. Under the heading Payroll on the left-hand side of the screen there is a tab labelled Bank Details. This will take you to a screen containing your banking information. Under Details click on Select. In the new window, Type in your new bank details and then click on Save at the bottom of the screen. 8.7 IT IS NOT CLEAR WHETHER OR NOT THE DETAILS I HAVE ENTERED HAVE BEEN SAVED - WHY IS THIS? It is not completely clear when changes have been saved. A small message Changes have been saved appears at the top of the screen. It appears like this: Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 18

8.8 WHERE DO I ENTER MY RELIEF HOURS, EXPENSES AND MILEAGE CLAIMS? Click on Payroll > Time & Expenses > New Time and Expenses Claim Entry. Enter today s date under the Start Date option, select the relevant job title and select Additional Hours from the Claim Template drop down option. Click New. 8.9 RELIEF HOURS Choose the Additional Hours claim template and select Relief Hours from the drop down box. Select the date from the calendar and then enter how many hours you have worked. (There isn t a column for the Start or End time of the day.) The Total will update automatically. Click the + button to add a new line. (The button deletes the line you are on. Including any information entered on that line.) You can save the hours to finish for later or click submit to send to your line manager. Please re-enter your password when prompted to confirm your submitted hours. 8.10 EXPENSES Choose the Expenses claim template. It looks like this: You can claim the relevant Expense from the Drop-down option. You can attach a file copy of any receipts at the end of the process. You can either scan receipts into the system or take a clear photo using a mobile phone and send it to us that way. Alternatively, please send them to our office at Ipswich County Library. 8.11 MILEAGE Choose the Mileage claim template to enter any mileage claims. What does Start Date mean on the Private Vehicle Details screen? At the moment, please enter the day you are adding your car. In the future, you can enter the date that you purchased the car. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 19

8.12 ITRENT WON T ACCEPT MY MILEAGE CLAIM - WHAT CAN I DO? If you see an error like this when you try and enter a mileage claim: This is because you have to enter the vehicle details before you can claim for mileage. Under the Personal Details tab there is a Private Vehicles tab. Click on this tab. This will take you to a window where you can enter your Private Vehicle details. Important: in the Engine Size tab type it in CC s. For Example, a 2.0 L engine will be entered as 2000. If your mileage claim is not accepted for any other reason, please e-mail us or call the helpline number. 8.13 THERE DOESN T APPEAR TO BE A PRICE FOR MILEAGE ON ITRENT. Mileage is issued at 45p per mile. Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 20

8.14 SOME OF MY INFORMATION, WHICH I CANNOT EDIT MYSELF, IS INCORRECT. WHAT SHOULD I DO? Please contact us for further assistance. Important: The Edit function isn t always clearly worded. It will often read like this: Click on Select to edit. 9 CONTACT DETAILS Should you have any queries on itrent there are 2 ways you can contact us: If you have a query which will affect the December payroll, telephone: 01473 263 811. If you have a query which isn t related to the December payroll please email HR.Support@SuffolkLibraries.net (Note the.net suffix) Suffolk Libraries itrent HRSS Guidance v1.0: 9 December 2013 Page 21