People Manager User Guide
Contents
1. ED Organisation Edinburgh Napier University iday a e lis 9 09 20 Company Bank holiday NWP details Search Smart groups By Advanced B UDFs g Attachments Notes F amp show all Type Bank holiday Start date Day End date Day Type Position Reason Current sta Silver 21 05 2012 Mon 22 05 2012 Tue Bank holiday Silver Lecturer Payroll proc at tl 16 04 2012 Mon 16 04 2012 Mon Bank holiday Silver Lecturer Payroll proc aoe en 40002502 Type Full day Bank holiday details Doctor James Silver x Doctor James 09 04 2012 Mon 09 04 2012 Mon Bank holiday Siver Lecturer Payroll proc 06 04 2012 Fri 06 04 2012 Fri Bank holiday Silver Lecturer Payroll proc 23 12 2011 Fri 03 01 2012 Tue Bank holiday Silver Lecturer Payroll proc Date pn E 19 09 2011 Mon 19 09 2011 Mon Bank holiday Siver Lecturer Payroll prod Type Full day Absence type Bank holiday Position Sier Lecturer Click in the Not Taken tick box and click The holiday entitlement summary will be updated to show the Bank Holiday as 0 hours and the holiday entitlement will update accordingly Some areas may choose to use TOIL as an alternative to this method Please see the details on Manual Adjustments in this document People Manager User Guide Holiday and Leave Management Page 22 of 23 September 2014 Edinburgh Napier OP UNIVERSITY HR2. where calendar colour options gt Period to 23 10 2014 yo CO A eh etal Sickness Leaming actwty Z is a member of more m than one September 23 24 25 26 27 28 29 30 01 02 03 04 08eg 07 08 09 10 a2 12 13 14 15 16 17 a8 a9 20 21 22 Use this drop down Frederick Blue LLL LLL HAOD OUOU UL wese IID OO to select the display IRE go period Full month or Benjamin Gold various other date Frederikcod OOOO OOOO Tene Gold selections are robertcod OOOO 0000 Oo available see M000 OOO00 OO000 ooo00 ooo mee OOOO OOOOO0 oooo00 ooooo0 ooo Click here to see the DO DOSS0DDDOSeD0DDOseooooseooo absence type colour srahceen OOOO C0000 QUODOUO O00000 OOO Anthony Head lt gt key Awaiting authorisation a am pm split e Clashing events AM absence i PM absence O Working pattern NB Although the Peer Group calendar does not show sickness absence in the employee view Sickness absence is included when viewed by a manger People Manager User Guide Holiday and Leave Management Page 7 of 23 September 2014 To do list Edinburgh Napier OP UNIVERSITY HR Connect Leave can also be authorised through the To do list in HR Connect which is normally displayed as soon
3. High gt Requires authorisation Due date 29 09 2014 Extended date 29 09 2014 High gt Requires authorisation Due date 29 09 2014 Extended date 29 09 2014 High gt Requires authorisation Due date 29 09 2014 Extended date 29 09 2014 High gt Requires authorisation To Authorise or Not authorise a task click on the check box next to the task Multiple tasks can be selected People Manager User Guide Holiday and Leave Management Page 8 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect The and buttons will be displayed Filter all active V Sort by Identifier v Ut co Select all Deselect all Mr Frederick Red 40007783 Holiday absence details Mr Frederick Red 40007783 Due date 29 09 2014 School of Testing _ Extended date 29 09 2014 aul ee ae Clicking on the _ button you will open the Authorise Task screen Authorise task Multiple tasks User name BOB RED password o Authorisation status Reason ED ns Enter your password the Authorisation status and optionally any Reason to authorise or decline the task or tasks selected Please note that the same Reason notes will be sent in the authorisation emails to all employees whose requests have been selected for authorisation People Manager User Guide Holiday and Leave Management Page 9 of 23 September 2014 Edinburgh Napier O UNIVERSITY HR Connect R
4. Manager but will be able to access these details separately through HR Connect Self Service Data Protection and Confidentiality As HR Connect contains detailed personal information it is important that you use it responsibly to ensure that the security of your own and you reporting staff s information is maintained at all times When you have finished using HR Connect please always log out or close your web browser or tab Unlike other web based systems HR Connect does not retain your login information and you will need to enter your username and password every time you access the system lt is also important that you never let anyone else know your university username and password as this information would allow people to access personal information about your and your staff with a risk of identity fraud If you believe others may be aware of your password please change it immediately If at any point you feel that your information security may have been compromised you should contact the University s IT Help Desk in the first instance ext 3000 More details about information security can be found on the Staff Intranet For further information on the University s data use policy please refer to the Data Protection Fair Processing Statement for Staff People Manager User Guide Holiday and Leave Management Page 2 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect Holiday and Leave Management Types of Holid
5. take account of the following circumstances 1 Year End carry over adjustments as described above 2 Leave carried forward has been lost because it was not taken by Christmas and needs to be added back onto the employee s entitlement e g where there has been long term sickness or maternity leave 3 The employee has earned Time off in Lieu TOIL The TOIL allowance will be allocated on an annual basis as 0 hours and managers will not be able to authorise requested TOIL until the employee has sufficient allowance to cover the leave hours requested Once you have logged onto HR Connect People Manager click to select the employee whose Holiday Entitlement Adjustment you would like to view or amend a pepanen A Fiii JiiTrent Lettre mM ax amp i Trent User name Mr Bradley Pitt Effective date Today Wed 12 03 2014 12 03 2014 sew Edinburgh Napier University 4 Mr Sean Bean 3 Miss Sandra Bullock a Holiday and Leave How Do I Guide Data Protection EJ Absence Calendar Statement I E4 Holiday Entitlement Summary e People Manager User Guide OC Mehaine m E3 New Holiday Details Data Protection Fair processing urs Helen Mirren B isati E Hold is statement for staff Hotay Detai W5 Data Protection Policy Statement amp 4 Miss Olivia Wilde CJ Pajassa kA Holiday Entitlement Adjustmen Ee FOILS v Annus ed Sickness Absence 4 Mr Sean Connery E3 Absence Calendar E3 New Sickness Abgence E3 Sicknes
6. to your HR Adviser People Manager User Guide Holiday and Leave Management Page 13 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect Year End and Carry Forward HR Connect is set up to automatically carry forward up to a max of 35 36 25 hours into the next holiday year depending on holiday scheme type Authorisation to carry these forward should be agreed with the manager separately from HR Connect If the carry over is not used prior to the Christmas shutdown normally the 24 December the carry over will be lost and automatically removed by HR Connect NB this value is not pro rated by HR Connect There are three tasks that are not automated and must be done by the manager These are 1 Where someone has a negative balance e g they have used next year s entitlement in the current year The value of the negative balance has to be manually adjusted in the following year This may also occur where a member of staff has multiple positions with the University 2 Where there have been exceptional circumstances and it has been agreed that the staff member can carry forward more than the maximum 35 36 25 hours then an adjustment needs to be made for the additional amount being carried forward E g if an Academic is to carry forward 40 hours into the new holiday year the system will automatically carry forward 35 hours You will need to add the balance of 5 hours to next year s entitlement 3 For part time st
7. 25 275 5 holiday year 25 12 2014 25 12 2014 7 25 268 25 26 12 2014 26 12 2014 7 25 261 29 12 2014 29 12 2014 7 25 253 75 Use this drop down 30 12 2014 30 12 2014 7 25 246 5 31 12 2014 31 12 2014 7 25 239 25 to select the 01 01 2015 01 01 2015 7 25 232 scheme for 02 01 2015 02 01 2015 7 25 224 75 03 04 2015 03 04 2015 7 25 217 5 example TOIL or 06 04 2015 06 04 2015 7 25 210 25 Flexi which are rina lane AR i ais recorded separately 18 05 2015 18 05 2015 7 25 195 75 19 05 2015 19 05 2015 7 25 188 5 A All figures are displayed in hours and decimals not hours and minutes HR Connect calculates annual leave entitlements for all staff in line with the Annual Leave Policy Pro rating takes place if an employee is part time starts their employment part way through the year or is on a fixed term contract where the expected occupancy end date is before the end of the leave year The holiday entitlement includes both the personal leave and fixed leave bank holiday entitlements combined together Fixed holidays known in the system as Bank Holidays are input centrally Hours will be deducted if the employees work pattern indicates that they normally work on that day The duration will show as 0 and no hours will be deducted from the allowance if the employee was not contracted to work on the bank holiday e g for part time Staff Accuracy of the employee s work pattern is critical to this process and any changes should be notified
8. Connect HR Connect Help and Support If any information is incorrect or out of date and you do not have access to update the information yourself please contact your HR Adviser in the first instance lf you need any help advice or assistance with the system please contact the HR systems Team on ext 3728 or email HRConnect napier ac uk People Manager User Guide Holiday and Leave Management Page 23 of 23 September 2014
9. Edinburgh Napier Om UNIVERSITY HR Connect People Manager User Guide Holiday and Leave Management CONTENTS MUO CG OMY oeeie sancoeeteececeusescesecaquaccaseecocsceensacgsedpsseccueaseesauaysaccasereccueueniaegsecra cers 2 Data Protection and Confidentiality ccccccccccssececeeeeeseeseeseeeesseeesseeeesseseeseeeeesaaes 2 Holiday and Leave ManageMe m cccsccccsecceecceeceseeeceeeeeeeseeeseueeseeeseeesueeaeeeseeesaes 3 Types of Holiday and Leave recorded cccccseccceeeceeeeceeceeeceseeeeseeeeeeueesueesaeees 3 The Holiday and Leave Booking Process ccccseccceeeceeeeceeeceeeeeeeseeeseueeaeeeseeeeees 3 PUNO GISWAC LOV aiateisia lasnrescterni E 4 OCI MNS eree E E ee eece see yan eee A 8 Redirect TASKS cccccccseccceeecceeecceeecceeecceeecceeesceeecseecsueeeseessueesseeesseeessaeesseeeess 10 Confirmation e mails and Outlook calendar entries cccccceececseeeeeeeeeeeaeeees 11 FAOUIC AY AW OW ING CS accede tnweatatee ts creer dara EEEN EAEEREN EEE 12 Holiday entitle Ment SUMMALY cccceccceecceeeeneeeceeceeeeseeseueceueeneeesseeseueeaeesseeeeaes 12 Veal Naana Garry FON ccc sane cecaccsestcqsenscde tcgssdoesamendoesanesdoesctentonsauesieesecostceseace 14 Mandl POS UMN CNIS ae 15 Viewing Amending and Creating Holiday and Leave Records cceeeeeeeeees 18 Worked Bank Holidays cccccccccceeccceececeeeeceeeeeeeeceueeseueeseueeseeeseueeseueeseneesenee
10. Mi i Bookmarks Holiday and Leave How Do I Guide Data Protection 4 Miss Sandra Bullock oe Sy Statement lt 3 Mr Sean Connery lt _ lt C3 Holiday re Summi a People Manager User Guide i ie MA People and ss x as W Data Protection Fair processing Nie Organisation statement for staff Learning and Hoy DEUS wa Data Protection Policy Statement Deveionmern E3 Pattern Details 4 Holiday Entitlement Adjustment Annual Leave Policy Sickness Absence E3 Absence Calendar EJ New Sickness Absence E3 Sickness Absence Details om 2 E3 New Fit Note E3 Fit Note Details Peer Groups 0 E3 New Peer Group EJ Peer Group Details EQ New Person in Peer Group Ea Current People in Peer Group Next click on Absence in the menu bar Then click on Holiday Entitlement Summary in the Links area People Manager User Guide Holiday and Leave Management Page 12 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect Use this drop down to select the employee s position where they have multiple jobs Holiday entitlement summary is Employment details Period details Use this drop down to select the holiday Membership dates 03 02 2014 290 hours 253 75 hours Pro Rata 36 46 brought Entitlement for period forward year It will always From To Duration Remaining entitlemagt 15 09 2014 15 09 2014 7 25 282 75 default to the current 24 12 2014 24 12 2014 7
11. aff the system will carry over 35 36 25 hours in full This should be reduced to reflect the individual s weekly contracted hours For example where an employee is contracted to work 25 hours a week on a support contract the system will carry over all remaining hours up to 36 25 If 36 25 hours were carried over an adjustment of 11 25 hours should be made to reduce this to 25 hours carried over In order to ensure that all carry over adjustments are made as soon as possible the recommended process following the end of each holiday year is e Check that the holiday records for the year are up to date o If holidays taken are not in HR Connect then the holiday entitlement will be incorrect and more allowance could carry forward more than intended All holiday dates must be recorded e Run the Outstanding Holiday Entitlement report at 31t August of the previous holiday year to show you who has negative entitlement or who has more hours to carry forward than the policy allows 35 or 36 25 hours o This report can be accessed via the Report Folder gt Run Standard Absence Reports For more information on how to run reports see the Reports user guide e Make any holiday entitlement adjustments that are not automated People Manager User Guide Holiday and Leave Management Page 14 of 23 September 2014 Edinburgh Napier OP UNIVERSITY HR Connect Manual Adjustments Line managers can adjust system calculated holiday allowances to
12. agement Page 16 of 23 September 2014 Edinburgh Napier OP UNIVERSITY HR Connect Adjustment details Adjustment type Adjust E LID ii Value Reason End date Entitlement entered name D Ce Enter the Value for adjustment in hours and decimals e Record a negative value if reducing the leave entitlement for the holiday period e Record a positive value if adding to the leave entitlement for the holiday period Enter the reason for the adjustment including enough detail for you to refer back to later in the year The End date should normally be left as the Holiday allowance year end date Click the button to add further adjustment lines Click to remove any adjustment line Click to update the employee s allowance These buttons are Holiday entitlement adjustment used to add or Employment details remove rows not to Position Administrator make adjustments Period details positive or negative Holiday period dates 01 09 2014 31 08 2015 Scheme name Support Annual Leave E Entitement for period 253 75 hours 253 75 hours Pro Rata Brought forward 36 25 Brought forward not used lost 29 Adjustment details Adjustment type Adjust Date User ca ae aa a Value Reason End date Entitlement 24 09 2014 weap LS Additional Carry Over 31 08 2015 E hours aa TONY d eE 27175 24 09 2014 tap B50 Worked hours on Saturday 20 9 31 08 2015 e Save of People Manager User G
13. as the manager logs into the system this can be amended in the User preferences screen This is the recommended method for authorising multiple requests The To do list shows any tasks which require authorisation If the manager has deleted an email notification the task will remain on the To do ist until the authorisation is actioned Should authorisation not take place within 3 days a reminder will be sent and the task will appear in red on the To do list Bookmarks Filter All active Iv Sort by Identifier iv tif Links People and Organisation Mr Frederick Red 40007783 Learning and Holiday absence details Mr Frederick Red 40007783 Devel it l School of Testing opmer Start date 08 06 2015 E End date 19 06 2015 24 09 2014 Holiday SS Request Reports C Holiday absence details Mr Frederick Red 40007733 Management Start date 17 11 2014 End date 21 11 2014 be 24 09 2014 Holiday SS Request Out of office 1 ms Sarah Red 40007784 To do list Holiday absence details Ms Sarah Red 40007784 School of Testing Start date 15 12 2014 End date 15 12 2014 24 09 2014 Holiday SS Request C Holiday absence details Ms Sarah Red School of Testing User settings Start date 13 07 2015 End date 24 07 2015 24 09 2014 Holiday SS Request Messages Hide Home page Go Due date 29 09 2014 Extended date 29 09 2014
14. ated to authorise leave requests through the Task Redirection process This is fully described in the HR Connect Overview and Navigation User Guide When an employee requests Holiday Flexi Time or TOIL in HR Connect Self service the manager will receive a leave request e mail Edinburgh Napie OP HES TY HR Connect Personal Holiday request Dear colleague One of your reportees has made a leave request that needs your authorisation Type Personal Holiday Authorise orlse Ms Sarah Red Start date 79 09 2014 Administrator End date 03 10 2014 View Details Start balance 717 75 hours Holiday requested 36 25 hours End balance 176 5 hours lf you have a number of requests to authorise you may find tt quicker to authorise all of them at one time through your To Do List in HR Connect As soon as this leave request is authorised you will be sent an Outlook calendar invite as an email attachment If you save this invite details of this Personal Holiday will appear in your Outlook calendar Regards The HR Connect Team Employee Notes A similar authorisation email with similar action options will be sent if the employee requests a change to holiday From this e mail the manager can authorise this holiday view further details or log into HR Connect as normal and authorise the holiday through their To do list People Manager User Guide Holiday and Leave Management Page 4 of 23 Sep
15. ay and Leave recorded HR Connect is used to record all Personal Holiday and Bank Statutory holidays for all staff in the University who have a holiday allowance It can also optionally be used to record Flexi leave and Time off in Lieu TOIL for employees who are able to participate in these schemes please refer to current policy documents for full details From an operational basis it is important that the holiday information is up to date and accurate We are also required to report the cash value of any outstanding holiday entitlement in the management accounts The Holiday and Leave Booking Process Staff must request leave through HR Connect Employee Self Service They can also request changes to and cancellation of future date leave New leave requests and change requests require authorisation from the employee s manager Cancellation does not require authorisation but the manager is notified Employees cannot change or cancel any leave where the start date of the leave is on or before the current date In this case the manager will need to amend or remove the leave record as detailed in Viewing Amending and Creating Holiday and Leave Records below People Manager User Guide Holiday and Leave Management Page 3 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect Authorising Leave Leave will normally be authorised by the employee s reporting manager However in some cases another user may be alloc
16. cording the absence as Half Day AM will book 1 75 hours holiday The Holiday balances and Peer group calendar function as described in Authorising Leave in this document People Manager User Guide Holiday and Leave Management Page 20 of 23 September 2014 Worked Bank Holidays Edinburgh Napie OP UNIVERSITY HR Connect lf your member of staff works on a Bank holiday and will therefore need to take the time at a later date you will need to update the Bank holiday details for the date concerned Once you have logged onto HR Connect People Manager click to select the employee whose Bank Holiday Details you would like to view or amend User name Mr Bradley Pitt Effective date Today Wed 12 03 2014 12 03 2014 mra Views ssa Edinburgh Napier University 4 Mr Sean Bean Bookmarks Holiday and Leave inks EJ Absence Calendar E3 Holiday Entitlement Summary People and a Organisation Learning and Develo nman Sickness Abseng om 2 E3 New Fit Note EQ Fit Note Details E3 New Person ingPeer Group User settings EA Current Peopl l in Peer Group Next click on Absence in the menu bar Then click on Holiday Details in the Links area How Do I Guide Data Protection Statement B People Manager User Guide Date Protection Fair processing statement for staff Data Protection Policy Statement People Manager User Guide Holiday and Leave Manage
17. edirect Tasks Clicking on the inniaion button will open the Redirect Task screen where you can redirect the task to another People Manager user Redirect task Multiple tasks Recipient 4 Click on the icon to search for users making sure that you select a People Manager user from the list otherwise they will not be able to authorise the task People Manager User Guide Holiday and Leave Management Page 10 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect Confirmation e mails and Outlook calendar entries lf a leave request is not authorised the employee will receive a confirmation email When a leave request is authorised the employee will receive a confirmation email and both the employee and manager will receive an email with an Outlook calendar entry attached lt Q Reply K Reply All amp Forward Wed 24 09 2014 16 42 DO_NOT_REPLY_HR_Conr Double click on the Trent Calendar Appointment attached ics file to lt a wfd8443432FNLics 559 B open the Outlook calendar entry To HRConnec Messa Please open the attached calendar appointr H Q Personal Holiday Ms Sarah Red Event 7 O X EVENT INSERT FORMAT TEXT REVIEW DEVELOPER Xa Q Cm t amp oP Click Save and Delete Q Add Webe 0 Lync Meeting Invite Options Tags Doom close to update your Meeting Meeting Notes Attendees y y Actions WebEx Show Lync Me Meeting Attendee
18. luded in the automated response to the employee The user s password must be entered prior to saving any changes People Manager User Guide Holiday and Leave Management Page 6 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect Holiday Balances Clicking on the small button next to Holiday Balances will display this employee s current Holiday Balances for Personal Holiday Flexi Leave and TOIL where appropriate Holiday balances Administrator Hexi Leave Holiday period Entitlement Taken Scheduled Balance 01 09 2014 31 08 2015 0 hours 0 hours 0 hours 0 hours 01 09 2015 31 08 2016 0 hours 0 hours 0 hours 0 hours Administrator Support Annual Leave Holiday period Entitlement Taken Scheduled Balance 01 09 2014 31 08 2015 337 5 hours 7 25 hours 108 75 hours 221 5 hours 01 09 2015 31 08 2016 290 hours 0 hours 0 hours 290 hours Administrator TOIL Holiday period Entitlement Taken Scheduled Balance 01 09 2014 31 08 2015 0 hours 0 hours 0 hours 0 hours 01 09 2015 31 08 2016 0 hours 0 hours 0 hours 0 hours Peer Group Calendar Clicking on the small button next to Peer Group Calendar will display details for any Peer Group calendar that the employee is a member of along with other members of that Peer Group Calendar selection options Peer orfiq School of Testng ds Use this drop down Display pew ffronth from today o to select the correct Period from 23 09 2014 Peer Group
19. ment Page 21 of 23 September 2014 Edinburgh Napier O UNIVERSITY HR Connect A summary of leave dates is shown in the Object panel however this does not include Bank Holidays To display bank holiday select Bank Holiday in the Type drop down Search Smart group B Advanced E show amp Type All holidays Start date Day End date Da ype Position E 11 10 2013 Fri 11 10 2013 Fri TOIL Administration Off Bookmarks Holidays 91 09 10 2013 Wed 09 10 2013 Wed Flexi Hrs Administration Off Links z Absence Calendar ar Holiday Entitlement Summary 12 09 2013 Thu 13 09 2013 e Personal Holiday oo e People nd Hokday Detals 19 08 2013 Mon 23 08 2013 Fri Personal Holiday Administration O ion EJH oliday Details K 19 07 2013 Fri 19 07 2013 Fri Personal Holiday Administration Off 04 07 2013 Thu 08 07 2013 Mon Personal Holiday Administration Off E 13 06 2013 Thu 13 06 2013 Thu Personal Holiday Administration Off E 17 05 2013 Fri 17 05 2013 Fri Personal Holiday Administration Off GB 17 04 2013 Wed 17 04 2013 Wed Personal Holiday Administration Off E 09 04 2013 Tue 09 04 2013 Tue Personal Holiday Administration Off 22 02 2013 Fri 22 02 2013 Fri Personal Holiday Administration Off E Pattern Details Ea Holiday Entitlement Adjustment Annual Leave Policy Sickness Absence Task EJ Absence Calendar EJ New Sickness Absence E Sickness Absence Details meee aL ffi fA a
20. s Absence Details od 2 Ea New Fit Note E3 Fit Note Details f Next click on Absence in the menu bar Then click on Holiday Entitlement Adjustment in the Links area The Holiday Entitlement Adjustment screen is displayed People Manager User Guide Holiday and Leave Management Page 15 of 23 September 2014 Edinburgh Napier O UNIVERSITY HR Connect Holiday entitlement adjustment fel Use this drop down Employment details to select the Positio Administrator employee s position Period details where they have Holiday period dates 01 09 2014 31 08 2015 dae multiple jobs Scheme name Support Annual Leave Entitlement for period 253 75 hours 253 75 hours Pro Rata Use this drop down Brought forward 36 25 to select the holiday Brought forward not used year It will always lost 29 default to the current Adjustment details l holiday year Adjustment type Standard v Entitlement 261 hours Use this drop down to select the scheme to be adjusted Select TOIL here if you wish to add hours to an employee s TOIL allowance Click on Adjustment type Adjustment details Adjustment type Standard v djust Override Entitlemen Select Adjust never Override or you will not have a track of adjustments made Standard will remove all adjustments and set the allowance back the value calculated by the system People Manager User Guide Holiday and Leave Man
21. s Zoom Outlook calendar pje Personal Holiday Ms Sarah Red Location Starttime Mon 13 07 2015 E 00 00 J All day event Endtime _ Fri 24 07 2015 E 00 00 Automatically generated by HR Connect Please remember to remove this calendar entry if the leave is cancelled or modified In Shared Folder pl Calendar Last modified by E Bibby napier ac uk at 16 45 Please note that as this is sent as an attachment the Outlook calendar entry will not be updated or removed if the leave record is updated or cancelled As such the manager and employee will need to remove any old calendar entries in these circumstances The following confirmation emails and Outlook calendar entries are sent es Circumstance New Leave Change to Cancellation Manager or request leave of leave other user authorised request creates or authorised modifies leave record Manager calendar Yes Yes no lve People Manager User Guide Holiday and Leave Management Page 11 of 23 September 2014 Edinburgh Napie Om UNIVERSITY HR Connect Holiday allowances Holiday entitlement summary Once you have logged onto HR Connect People Manager click to select the employee whose Holiday Entitlement Summary you would like to view or amend gt ie me iTrent l iTrent x lt x hk i User name Mr Bradley Pitt Effective date Today Wed 12 03 2014 12 03 2014 Views E ssa Edinburgh Napier University 4 Mr Sean Bean G
22. sanees 21 HR Connect Heip is 0 OIA aciserccerceceececacsetp eE EREA 23 VERSION HISTORY Version Date Change Summary September 2014 a a People Manager User Guide Holiday and Leave Management Page 1 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect Introduction HR Connect People Manager is an online system that provides managers with instant access to a wide range of functionality and information in relation to the staff who report to them This includes where available and relevant the ability to e View employee information including job details salary history and employee learning accounts Record Professional Development Review PDR meetings Approve annual leave flexi leave and time off in lieu TOIL requests View monitor and amend holiday and time of in lieu entitlement View and record sickness absence View team annual leave and absence calendar Run a selection of standard reports You do not have access to sensitive information such as National Insurance numbers or equality and diversity data You will be able to view staff who report to you including staff who report indirectly to you For example a Head of School will have access to information for everyone in their School not just their immediate reports Reporting lines are maintained by HR so please contact the HR Adviser for your area if they need to be amended You will not have access to your own details through HR Connect People
23. sonal Holiday TOIL Time off in Lieu and Flexi Hours Flexi leave Click to select any leave record Holiday absence details Mr Frederick Red Holiday start Holiday end Absence type Personal Holiday Authorisation Not applicable Administrator 28 01 2014 School of Testing Current Position Holiday balances Peer group calendar a as Gc Save i From here you can update the record click to save your changes create GE leave record or Delete an this leave record You can also create a new leave record by clicking on the New Holiday Details link on the People Manager Home screen People Manager User Guide Holiday and Leave Management Page 19 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect When creating or amending a leave record you must complete the start date end date and Absence type Personal Holiday TOIL or Flexi Leave lf the member of staff is taking leave for a part day you can change the Type on the Start Date and or End Date to be Part Day Half Day am or Half Day pm For all of these options you can also record the Time and or Number of hours lost Please note that the Half day options will assume that the member of staff was on leave for half of their contracted working hours for that day For example if the employee is part time and contracted to work for 3 5 hours in the morning re
24. tember 2014 Edinburgh Napier O UNIVERSITY HR Connect Clicking on the button they will navigate to the standard login screen followed by the Authorise Task screen Task s authorised Authorisation complete No other updates available Please log out Authorise task Holiday Holiday absence details Ms Sarah Red 40007784 School of Testing Start Date 29 09 2014 End Date 03 10 2014 24 09 2014 Holiday SS Request User name BOB RED Password Authorisation status Reason The holiday is authorised and no further action can be taken People Manager User Guide Holiday and Leave Management Page 5 of 23 September 2014 Edinburgh Napie OP UNIVERSITY HR Connect Clicking on the Mew Denil button will open the standard login screen followed by the Holiday Absence Details screen Holiday absence details Ms Sarah Red Holiday start Date 29 09 2014 Type ull day nef Time Hours absent Holiday end Date 03 10 2014 Time Hours absent Absence Absence type Farci oliy Authorisation Awaiting authorisation Position Administrator 28 01 2014 School of Testing Current Authorisation User name BOB RED Authorisation staus LY Holiday balances Peer group calendar The leave dates and times cannot be modified The Authorisation section allows the manager to Authorise or Not Authorise the leave request Notes can also be recorded which will be inc
25. the Links area People Manager User Guide Holiday and Leave Management Page 18 of 23 September 2014 Edinburgh Napier OP UNIVERSITY HR Connect ft Organisation Edinburgh Napier University ig People MrSean Bean Holiday absence list MECU EOE AT EEES amp Search Smart groups B Advanced 8 Show all Type All holidays we Start date Day Enddate Day Type Position 9 11 10 2013 Fri 11 10 2013 Fri TOIL Administration Off Holidays 09 10 2013 Wed 09 10 2013 Wed Flexi Hrs Administration Off i E Absence Calendar 9 12 09 2013 Thu 13 09 2013 Fri Personal Holiday Administration Off E3 Holiday Entitlement Summary EJ New Holiday Details 9 19 08 2013 Mon 23 08 2013 Fri Personal Holiday Administration Off Hobday Detak 9 19 07 2013 Fri 19 07 2013 Fri Personal Holiday Administration Off Eitan Deok 9 04 07 2013 Thu 08 07 2013 Mon Personal Holiday Administration Off E3 Holiday Entitlement Adjustment 9 13 06 2013 Thu 13 06 2013 Thu Personal Holiday Administration Off G Annual Leave Policy 9 17 05 2013 Fri 17 05 2013 Fri Personal Holiday Administration Off Sickness Absence 17 04 2013 Wed 17 04 2013 Wed Personal Holiday Administration Off z e o ee ew sickness sence E 09 04 2013 Tue 09 04 2013 Tue Personal Holiday Administration Off Eg Sickness Absence Details 22 02 2013 Fri 22 02 2013 Fri Personal Holiday Administration Off amir rena A summary of leave dates is shown in the Object panel including any Per
26. uide Holiday and Leave Management Page 17 of 23 September 2014 Edinburgh Napie Om UNIVERSITY HR Connect Viewing Amending and Creating Holiday and Leave Records Managers have access to view create amend and delete all leave records for their reporting employees In most cases a manager will not need to create or modify leave records as the member of staff will do this through HR Connect Self Service However in exceptional circumstances or where the dates of the leave have passed a manager may wish to add modify or remove a leave record from the system Once you have logged onto HR Connect People Manager click to select the employee whose holiday leave information you would like to view or amend User name Mr Bradley Pict Effective date Today Wed 12 03 2074 12 03 2014 12 03 Views Sh rit How Do I Guide Data Protection Links E3 Absence Calendar Statement z oy Entitlement Summary 6 People Manager User Guide People and Data Protection Fair processing Organisation zt id i statement for staff Loar sni POES w Data Protection Policy Statement S patil Fatitiement Adjustment A Annual La fave Policy Sickness Ab ence E3 Absence Calendar E3 New Si ess Absence EJ Sickness Absence Details A 2 E3 New Fit fote E3 Fit Note Details Peer Group 0 E3 New Ped Group EJ Peer Gra p Details E3 New Pelon in Peer Group Next click on Absence in the menu bar Then click on Holiday Details in
Download Pdf Manuals
Related Search