itrent the HR & Payroll System

Transcription

1 itrent the HR & Payroll System Manager Self Service (MSS) Guide Welcome to itrent Welcome to your User Guide for itrent (Manager Self Service). Self Service will enable managers to view position and employee details and manage absences of those employees who report to them. If you have any difficulty logging in or using the system then the helpdesk (Automatically logs a call) Should you have any queries regarding your data held within the system, then please the HR department humanresources@croydon.ac.uk. (This mailbox is monitored Monday to Friday) 1

2 itrent User Login This is the log-in screen for itrent. The username and password are the same as your Croydon College network log in. 2

3 Home Page This is the home page where you can access details of your staff, initiate actions about your staff and access your To Do List. The information and actions you will use are listed in the box on the right and clicking on one of these items will link you directly to the page that you need to view or complete. These are known as your Links. 3

4 These links are split into: System Support shortcuts to helpdesk and Human Resources Employee Information personal information about your staff Employment Information such as job titles, salary, hours and basis Employee Administration you can initiate and make changes to your staffing, for example notify HR department of a leaver or extend a fixed term contract Absence view and record sickness and annual leave for your staff Reports access management information about your staff When you click on any of these links a Search box will appear in the top left hand box. You should type the employee s surname in this box or click on the magnifying glass symbol to search for all employees. This will bring up a list of your staff. Click on the name of the employee you want to view or initiate an action for. 4

5 EMPLOYEE INFORMATION Contact Details This will show you telephone and contact details for your staff should you need to contact them urgently (this is not for general use). The employees can maintain these details through iserve so you should encourage them to keep these details up to date. You can return to your home screen at any time by clicking on the picture of a house in the top right hand area of the screen. You will not be able to amend these, only employees can update their contact details. 5

6 EMPLOYMENT INFORMATION Employment Summary (Position Summary) This displays information about the current employment basis, e.g. job title, start date, hours, whether they are permanent or fixed term. If you think any of the information shown on this page is incorrect, please Looking at this page will also prompt you to insert a date in the Effective date field and will display information which was correct as of the date you have put in this box. To see current information put in T for today s date and press Return. Further categories of information are available by scrolling down this box. The details of the employment are displayed here expand the information by clicking on the + sign next to the information you want to see. 6

7 Utilisation Details This screen displays the number of contact and remission hours for any member of teaching staff for the current academic year. If you think this information is incorrect, please 7

8 Employment History (Employee Position History) This will display a summary of the current post and any previous posts the employee has held at the College. The history starts form now as this is a new record on the system. Paper records maintain the previous history. 8

9 Remuneration Summary This displays the annual salary along with any additional allowances (e.g. Advanced Practitioner, First Aid) that the employee receives so that you can see their total remuneration. (You will only be able to view posts under your line management. If the employee has another post in another area you will not be able to see those details. If an employee moves to another post you will be able to see their information for 30 days after the transfer.) 9

10 EMPLOYEE ADMINISTRATION Mark a Probation Period as Complete (Probationary period details) When you have completed the final probation review for the employee you should confirm this for the employee s records by placing a tick in the Complete tick box and save. This will create an automatic notification to be sent to the Human Resources team. Once HR receives the completed form they will then issue a formal letter to the employee to confirm that their probation period has been successful and they have been confirmed in the post. (Please see the Probation Policy which is available on the Hub for further details of the probation procedure enuno=1495&inc=d&pmenu=-200.) 10

11 Extend/Terminate a Fixed Term Contract (Occupancy details) If you have obtained agreement to extend the contract of an employee on a fixed term contract you can inform Human Resources of this through this screen. This will create a notification to the HR department which will ensure that they have the correct documentation to authorise the extension or end the contract and will issue appropriate confirmation to the employee. To change the date complete the Expected occupancy end date field and insert the reason in the drop down box then save. 11

12 Notify HR of a Leaver (UDF Categories People) Use this link to notify Human Resources when you receive notice from one or your staff that they will be leaving. You will then see this screen which contains a series of drop down boxes and free text boxes for you to use to inform HR of the circumstances. This will generate an automatic notification to HR who will then process the leaver and begin arrangements for a replacement once the appropriate authorisation has been received. Complete the information and save. 12

13 ABSENCE Sickness absence and annual leave will now be recorded directly into itrent by you and your staff. As a line manager you are responsible for initiating the record of any sickness absence reported by any of your staff, and the system will notify HR and prompt employees to complete the record on their return. Annual leave will be recorded via the iserve self-service system where employees will be able to book leave on line and with your authorisation it will be fed directly into itrent. This will allow you to see absence calendars and history at a glance. You can see the absence calendar for either one employee or your team through the link View absence calendars. You can choose what period you want to view. Types of absence are colour-coded by placing your curser over the date you can view more details of the absence. 13

14 Enter a new period of sickness (New Sickness absence details) When an employee contacts you to inform you they will not be attending work due to sickness, you should, immediately record this through the Enter a new period of sickness absence link. You should record the start date, the expected end date and the reason they have given you. This will generate an automated notification to the employee to prompt them to complete the details of the absence on their return to work. 14

15 Add /Update new certificate details (Certification) If an employee submits a medical certificate whilst on sickness absence you should record the details by first selecting the appropriate episode of sickness (see previous page) and using these links. Record the details of the certificate on this screen The start date of the sickness is displayed at the top of the screen so you can be sure you are recording against the correct episode. Enter the end date as specified on the certificate and then send the certificate to HR. 15

16 View previous sickness details Use this link if you need to amend an existing episode of sickness (e.g. to change the expected end date or reason or update certificate details) or just want to view details of a sickness absence. The employee s sickness episodes during the last 12 months are listed on the left hand side. You can see further back by clicking Show All. Once you have selected the episode you want to work on return to your Links page by using the Home button and select the link you want to use. To select an episode of sickness to amend, or view, click on the episode in this list. 16

17 Override Working Pattern (Pattern Override) Insert the number of hours worked each day (total must equal total contracted hours). Click validate and it will total the hours. Then if correct number of hours are shown, click save. 17

18 Record Return to Work Interview Once the employee returns to work you should arrange a meeting with him or her to discuss the reason for their absence, whether it is an on-going problem, confirm that he or she is well enough to be back at work and discuss any additional support they may need to help them resume their duties. You should also discuss any issues that arose while they were away from work and what arrangements were made to cover their workload. Please record the details on this screen 18

19 View Sickness Entitlement This shows your employees Occupational Sickness entitlement. 19

20 View annual leave details Select the dates you want to view on the left hand pane. 20

21 View annual leave entitlement This page shows the employees annual leave entitlement for the current leave, what has been requested and the remaining balance. 21

22 Adjust annual leave entitlement This is the page you will you need to adjust an employee s annual leave. 22

23 Managers will need to manually adjust annual leave If an employee has brought forward leave from a previous year, has preserved or long service leave or an adjustment needs to be made due to overtaking of Bank holiday entitlement. Select adjust from the drop down menu then add the number of hours the annual leave is to be adjusted by and the reason e.g. carry forward from 12/13 then save. 23

24 Run Absence reports Select the report you wish to run 24

25 This opens a new page Complete the fields as appropriate, then save. You will receive a message saying report is running and you will be notified on completion. 25

26 Download reports Once you receive the message that the report is completed you can then download the report. 26