MyView Frequently Asked Questions

Transcription

1 MyView Frequently Asked Questions What is MyView? MyView is an internal web based system that allows employees to: View and update personal details, equalities data, emergency contact details and HESA data View appointment details View and print payslips and P60s The system also allows line managers to access the following for the staff that they manage: View contact details View emergency contact details View limited HESA data View appointment details Who can access MyView? From October 2014 all permanent and fixed term staff will be able to access MyView to view and amend their personal details and to view and print their payslips and P60s. Staff who will have access to MyView will receive an with instructions on how to access MyView. New starters will receive an notifying them of access once the School has been provided with their NI number and Human Resources have been notified that a School address has been set up. Some groups of paid staff, with a main post on the following grades, will not have access to payslips online and will continue to receive paper payslips: Grade 2280 Fixed FEE Staff Grade 2281 Casual Staff Grade 2282 Student Demonstrators Grade 2283 Visiting Lecturers Grade 2285 Student Stipends Grade 2287 Distance Learning (DL) Tutors Staff working overseas will also continue to receive paper payslips via . How do I access MyView? V1.1 updated 29/09/2014 Page 1

2 MyView can be accessed via the webpage from your School network computer. MyView can also be accessed via Remote Desktop access from your home computer (see Can I access MyView from home? ) Which web browser can I use to access MyView? The following web browsers are supported for use with MyView: Internet Explorer version 8 and above Mozilla Firefox version 12 and above Google Chrome version 19 and above MAC OS x Safari version 5.5 Do I need a new username and password to access MyView? No. You do not need a new username or password. You should use your School username and password to log in to MyView. How do I get a School user name and password? Contact the ITS HelpDesk: I have forgotten my password and / or my security questions. What should I do? Contact the ITS HelpDesk: My account is locked. What should I do? Contact the ITS Helpdesk: Do I need to install any new software to access my online payslip? No, you do not need any additional software to access MyView or your payslips. Can I access MyView from home? As well as accessing MyView from a School computer at work, you will be able to access MyView from a computer as long as you log in via Remote Desktop which allows staff access to network applications while working away from School. For further details about how to set up remote V1.1 updated 29/09/2014 Page 2

3 desktop on your own computer visit For assistance with remote desktop contact the ITS Helpdesk. Can I access MyView from my mobile device? MyView is not currently supported for use on mobile devices. Is MyView available once I leave my employment at the School? No, MyView is only accessible whilst you are employed at the School. How safe is my personal information? When using MyView you are viewing data which is held on a School database server, accessed by using your own network School user ID and password. Please treat your School ITS password as you would your Bank PIN - do not give it out to anybody as this risks exposing your personal data as well as that of others in the School. You should also always launch MyView Self-Service from the HR MyView webpage. Users should always remember that they have access to sensitive data and that they are personally responsible for ensuring that others who have not been granted access cannot view the information. This responsibility includes ensuring that computer screens are not left unattended whilst displaying personal data and that printouts or reports containing sensitive information are not left near shared printers. What should I do if other people know my ITS user ID and password? This is not good practice and represents a risk to you and the School in terms of the Data Protection Act and compromises the School s Information Management and Security Policy. If for any reason you think that your password has been compromised then change it immediately at Does the School need my permission to show my details on MyView? In order to pay its staff the School has to collect and store personal information. You have already agreed to this by signing a contract of employment. MyView does not use any additional data it just presents existing data back to you. Payslips and P60s What is an online payslip? An online payslip is a monthly payslip which is available for staff to view online on their computer screen. Staff may choose to print their online payslips if they wish to keep a printed copy. Why has the School introduced online payslips? V1.1 updated 29/09/2014 Page 3

4 Online payslips provide several advantages to staff and the School including: They are more secure than printed payslips as they are accessed from MyView, so individual username and passwords are required They can be accessed quickly and easily from any computer at work or at home (refer to Can I access MyView from home? ) Staff can access previous online payslips and print them as and when they are required Online payslips help the School to reduce its environmental impact by reducing the amount of paper printed, and the energy required to deliver printed payslips to staff Are online payslips secure? When using MyView you are viewing data which is held on a School database server, accessed by using your own network School user ID and password. As with any confidential information, it is recommended that caution is exercised when accessing or printing online payslips using shared computers and printers; or computers and printers in shared offices or public areas. You are advised to take the following security precautions: Don't leave your office with your computer still logged on to MyView, either log off, or lock the workstation Don't share your password with anyone Change your password if you think your security is in danger of being breached What is the legal position regarding the provision of payslips? Employers are obliged to provide employees with an itemised payslip on or before payday. This requirement is met by the provision of online payslips. How will online payslips be launched? You will continue to receive a paper payslip until November If you have access to MyView your payslips from December 2014 will only be available on-line. Can I receive both a paper and online payslip? The School is keen to maximise the benefits of electronic payslips and therefore has a strict policy regarding exceptions to electronic payslips. We do however accept that there will be some people for whom these new arrangements will cause difficulty and we have therefore created an exception policy and a form that staff will need to complete to request to continue to receive paper payslips. You can find the online payslips exception policy at: V1.1 updated 29/09/2014 Page 4

5 Staff based overseas will continue to receive their payslips by . However, all other staff will receive payslips online only. Staff may choose to print their online payslips if they wish to keep a printed copy. What does an online payslip look like? The layout of the online payslip is exactly the same as you find on your paper payslip. I have a query about my payslip or P60. Who should I contact? [email protected] with your query. How long will my online payslip be available to view for? You will be able to able to access all your payslips whilst you are employed at the School. How often can I view my online payslip? You can view your online payslip as often as you like. When in the month will I be able to view my online payslip? Online payslips will normally be available approximately two working days before salaries are paid, You will not receive formal notification that your online payslip is available to view so you may wish to set a regular reminder, e.g. in your GroupWise Calendar. Can I access my online payslip at home? Yes, via the School Remote Desktop. (see Can I access MyView from home? ) Can I print my online payslip? Yes, online payslips can be printed in the same way that you would print any other document. Simply select the print button, which will appear at the bottom of your payslip to the right. Your payslip will print on your default printer so you are advised to ensure that this is a printer that you will be able to access immediately to collect your printed payslip. As with any confidential information, it is recommended that caution is exercised when using shared printers or printers in shared offices or public areas. My mortgage lender and/or bank requires a hard copy of my payslip. Can I still receive paper payslips if required? Financial institutions such as mortgage lenders should accept a printed copy of your online payslip. Your June and July 2012 payslips may not contain accurate information because salaries in these two months were run in parallel with the previous payroll system before going live in August They should not be relied upon or used as evidence for tax/pay purposes. If you require confirmation of your pay during these two months please contact the School's Payroll team by [email protected]. Will I receive a paper P60 at the end of this financial year? No. All future P60s will only be available on-line for MyView users. Will I receive my P11 or P45 online? No. P11s and P45s will continue to be provided to staff as printed documents. V1.1 updated 29/09/2014 Page 5

6 Will payslips be accessible by my manager through MyView? No, payslips and P60s are only accessible through your own MyView pages, accessed by your own username and password. HR Data Queries What should I do if any of my personal information is incorrect? You can update most of your personal information via the Personal Details section of MyView. If you need to correct any data which is view-only [email protected]. Can I see my salary on MyView? If you are paid on one of the School s salary scales with a specified point your basic pay will appear on your Appointment Details under Pay Grade. However, if you are paid a salary off-scale your salary will not appear. Manager Queries I can see an employee in MyPeople that I do not manage and should not see. What should I do? [email protected] with the name, employee number and post ID of the person you do not manage. HR will remove the employee from your team. I cannot see all or any of my team when I look at Team Selector in MyPeople. What should I do? [email protected] with the names of any employees who are missing from your team. HR will then update your team members. I can see a vacant post when I look at Team Selector in MyPeople, which is no longer active. What should I do? [email protected] with the post ID of the vacant post. HR will then remove the post from your team. Can I view post information for the staff in my teams? Yes, you can view a team member s post history by selecting the employee and clicking on their name. This will include all posts that they have held at the School from August V1.1 updated 29/09/2014 Page 6