1 iServe Employee Self Service (ESS) Guide
Contents
1. When you return to work you must then complete the end date of this absence prior to the return to work interview with your manager To complete the absence record please click on the selected absence to access the record 31 j Provided by Email Admin Logout SELF SERVICE Sickness details Miss Christine Cherry 096065 Your manager will have opened this sickness absence when you first informed them of you absence through illness It is imperative that the absence is closed via the entry of the last day you were sick this should include non working days if appropriate into the absence end date field The Reason for sickness should be as per the last recorded medical certificate produced or if self certifying the reason given to your manager at time of notification If you disagree with any of the details on this form please contact your manager immediately who will update the record as necessary Absence type OSP Sickness v Absence reason Yn Sickness period More than one day Start date 29 08 2013 Full day or part day Full day v Start time Enddate SC Full day or part day Full day X Patties TDA Manager 18 05 2009 096065A Testing Department Administration Ms Anne Apple 096388 502062 Current Authorisation Not applicable Document attachments indicates mandatory fields Then enter the end date of your absence i e the date before you returned to work even if it is a non working day2. and save Only working days during the sickness period will be counted as days of sickness absence but the period of absence will always need to be recorded with an end date of the day before you returned to work even if this was a Sunday or other non working day At the same time you should complete a Self Certificate this may be found on the HR page of the intranet This should then be attached to the absence by clicking on document attachments Once you have completed the end date click Save Your manager will receive an email notifying him or her of the completion of the sickness absence record and will then arrange a Return to Work interview with you IMPORTANT Please note that failure to complete this screen with an end date may affect your pay Thank you for reading through this User Guide to Employee Self Service If you have any questions regarding accuracy of the data held about you please refer to the HR Department If you have any questions regarding how to access or update your records please refer to the iTrent Helpdesk September 2013 32
3. group Nationality Nationality British not Channel Islands or IOM Sexual orientation Sexual orientation X Disability Self certified disabled Not disabled Description Enter the required details and then click save The information you supply will not be visible to your manager You have the option of selecting prefer not to say This data will only be used by the HR department By providing this information you consent to the College using the information where necessary for equality and diversity monitoring Disability Please indicate here if you consider yourself to have a disability Under the Equality Act 2010 a person has a disability if They have a physical or mental impairment The impairment has a substantial and long term adverse effect on his or her ability to perform normal day to day activities Personal Details Addresses This page displays and allows you to maintain the home address details held for you in iTrent i Tr ent Provided by SELF SERVICE This form allows you to correct your current address information If your address has changed please use the add address details option River Cottage 12 The Riverbank Soggy Bottom Home Ratty Town Yes Select gt New Address details Surrey RA14 9XF Your current address should be displayed Click on Select and this will display your full address If it is not correct make any amendments and
4. we currently hold for you You can change the details by clicking the Select button 18 You must enter your new Sort Code Account Number and Account Name lf your Account has a Roll Number input it in the Roll Number box a PN E Provided by irent SELF SERVICE f Home Miss Maxine L Gardner Payroll Bank details Miss A Test 404615 12345678 _ Any update will take immediate effect Sort code 04615 Bank name Account details fotmber i E m ooo recount rane A Please note You should be aware of the date you make the change if you change your bank details after the current month s payroll run date the change will not take effect until the following month Details of the Payroll deadlines can be obtained from the HR intranet so that you can check when to change your details in time for the next months payroll Please keep your existing bank account open until your new details are able to be input 19 As with most large payroll systems the majority of UK banks details are held on our system If the new sort code is not recognised by the system you will receive this message j T rent Provided by SELF SERVICE Invalid Sort Code has been entered Please check and re enter Bank details Any update will take immediate effect Bank details Account details Account number 12345678 Account name MissATest indicates mandatory fields You should then email the helpd
5. Absence J Holiday balances Holiday balances Miss Christine Cherry 096065 TDA Manager Annual Leave Holiday period Add new holiday dates 01 09 2012 31 08 2013 01 09 2013 31 08 2014 TDA Manager Bank Holiday Scheme Holiday period 01 09 2012 31 08 2013 01 09 2013 31 08 2014 The balance takes account of all recorded holidays including any awaiting authorisation This page shows your current holiday balance taking into account all holidays requested but not yet taken Please note you can only amend details of an annual leave request if it has not yet been authorised by your manager To amend the details go to the holiday dates option and select the annual leave you want to amend amend details and save Your manager will receive an email to say you have amended the leave request If you want to amend your holiday dates and they have already been authorised you will need to delete the request and submit a new one Click on the leave to be deleted and click delete then re enter the amended leave by adding new holiday dates It is only possible to amend or delete a leave booking if the start date is in the future If you need to amend or delete a leave booking that took place in the past please email the iTrent helpdesk iTrent helodesk croydon ac uk When you amend or cancel annual leave your manager will receive an email to inform them that you have amended leave You will receive an email when your manager
6. Croydon College iServe Employee Self Service ESS Guide Welcome to the User Guide for iServe Employee Self Service Self Service enables College employees to view and update some of their personal details If you have any difficulty logging in or using the system then email the helpdesk iT rent Helodesk croydon ac uk By emailing the Helpdesk you will automatically log a call Should you have any queries regarding the data held about you within the system then please email the HR department humanresources croydon ac uk This mailbox is monitored Monday to Friday Important Security Advice As iServe holds sensitive information about you it is important that you use it responsibly to maintain the security of your personal information You are only able to amend certain aspects of your personal information If you notice that any other information stored on the iServe system Is incorrect please immediately email humanresources croydon ac uk You should therefore always log out of Self Service once you have finished using it To log out of Self Service you will need to close the browser or tab to ensure you have fully exited the system You should never let anyone else know your username and password as this information would allow people to access information about you such as contact details and pay details hence exposing you to the risk of identity fraud Data Protection Employees have access to their own details only
7. Fields marked with should already be completed Email Admin Logout Title Miss y preterea rane rise O presos Marital status Married Date of birth E You will be able to amend all fields except your date of birth but some changes will trigger an email to you to prompt you to send an email to the HR department at humanresources croydon ac uk to arrange an appointment to check relevant documents Enter the required details and then click save Please note If you have changed your personal information you may also need to inform HMRC Tax Office and your pension provider The Local Government pension scheme website is http www croydonpensionscheme org The Teachers Pension website is https www teacherspensions co uk Personal Details Sensitive Information This page displays and allows you to maintain the sensitive personal details held about you in iserve You do not have to provide evidence in support of this information but it is helpful to the College in enabling it to fulfil its monitoring obligations such as in relation to equality and diversity data understand the profile of the workforce and eliminate unlawful discrimination Please complete each field by selecting from the drop down menus Provided by Email Admin Logout SELF SERVICE Sensitive information Miss Christine Cherry 096065 Religion Religion Christian Protestant v Ethnic origin Ethnic origin Any other ethnic
8. Logout SELF SERVICE ft Home Miss Maxine L Gardner Jp Absence Holiday dates eee Book a holiday Holiday balances Sickness dates Check holiday balances e amp Local intranet Protected Mode Off f v 100 v This allows to you to view all absences past and future in case of Annual leave Click the required option Please note All leave is calculated in hours and entitlement is calculated from your working pattern Please ensure that your working pattern is correct and should an on going change be agreed between you and your manager then please inform the HR department immediately by emailing humanresources croydon ac uk 25 Absence Holiday Dates Bs Email Admin Logout j Tr ent Provided by SELF SERVICE 02 09 2013 30 08 2013 New New holiday dates 27 05 2013 31 05 2013 This screen shows all the holiday dates you have taken been approved or awaiting authorisation in the current leave year To request a new holiday click on the New New Holiday Dates button 26 This opens a new page Ba Email Admin Logout i Tr ent Provided by SELF SERVICE Click on the drop down box for Holiday period Bs Email Admin Logout i Tr ent Provided by SELF SERVICE Absence type Holiday v Holiday period S Notes indicat latory feld More than one day Holiday balances Peer group calendar Select one of t
9. authorises rejects the amended annual leave 29 Please note the Bank Holiday entitlement shown also includes any discretionary Christmas Closure days which may be provided to staff by the College in any particular leave year When booking leave for the Christmas closure period which is notified to you in the College calendar please ensure you enter the whole period the College is closed as the holiday period you are requesting Employee Self Service will then automatically calculate the required annual or Bank Holiday Closure leave that needs to be deducted from your leave entitlement based on your personal working pattern and contractual hours Should you have any query on your leave entitlement please email humanresources croydon ac uk Any leave carried forward from the previous year will have to be manually added to your current year s entitlement by your manager 30 Absence Sickness Dates Email Admin Logout Start date End date iti Authorisation 29 08 2013 Not applicable 07 06 2013 09 06 2013 Not applicable 16 12 2012 21 01 2013 Not applicable This page shows you your sickness absence record In accordance with the College s normal absence reporting arrangements when you are off sick and call your manager to report your sickness absence your manager will enter the first date of your sickness absence the reason for your absence and your expected return date You will receive an email to confirm this information
10. by using their login details and password Other employees cannot see your details through Self Service they can only see their own Managers will have access to certain information about their staff via the main iTrent HR system For example managers will record sickness absences All users must comply with Data Protection legislation and IT regulations Further guidance on this can be found on the intranet Logging onto iTrent Self Service To log on go to https hris croydon ac uk clive _selfservice wrd run etadmO001gf open ss YOu may want to save this link to your favourites You will then be presented with the login screen below for iServe Local intranet Protected Mode Off fay 10 13 52 r 3 52 Br T i x a 25 09 2013 Enter your College Username and Password and then click Login If you are unable to gain access email the helpdesk iTrent Helodesk croydon ac uk Main Menu The iServe main menu home page provides you with access to all the sub menus Email Admin Logout Personal details Employment Payroll s NE O Book a holiday check my holiday balance Absence a Update my bank details The page is divided into four areas 1 Navigation This will show you where you are in Employee Self Service You are able to click on any item in the navigation trail to return to that point 2 Options This area holds the sub menu options To go to the required option
11. can email the payslip to yourself by clicking the E slip button The displayed payslip will be sent to the Email address you have specified on the e form preferences page 22 Payroll Details P60 To view details of a P60 click the Select button next to the P60 you wish to view As this is a new service in Employee Self Service you will only be able to view P60s from April 2014 Trent Provided by SELF SERVIC Tax date 2012 6th April 2012 5th April 2013 Croydon College giaiactds You can email the P60 to yourself by clicking the E slip button The displayed payslip will be sent to the Email address you have specified on the e form preferences page 23 Payroll E form preferences This page allows you to direct your payslip and P60 to a chosen email account i Trent Provided by SELF SERVICE E slip delivery options Print payslip Yes Email payslip Yes Email address o de Password ds Confirm password E P60 options E P60 delivery options Print P60 Yes Email P60 Yes indicates mandatory fields Payslips Input the email address to which you want your payslip sent Input and confirm your password this is required to enable you to open the PDF securely from your email P60 s Input the email address to which you want your P60 sent Input and confirm your password this will be used to enable you to open the PDF securely from your email 24 Absence BS Email Admin
12. click Save If you have moved you should add new address details by clicking the New Address details button on the options side of the page This will keep a history on the main iTrent system of your previous address details SELF SERVICE Address type Home Mailing address eT C teats postow ms poseo Country United Kingdom v indicates mandatory fields Enter your new address and then click save lf you enter incorrect information re enter and click Save again This will put an end date on the previous address the day prior to you entering the new one If you have more than one address type ensure the mailing address is selected for the appropriate one by ticking the mailing address box this will be the address that all correspondence will be sent to If you select an address type that already exists it will overtype the existing details The College requires a home address to enable contact in the event of circumstances such as a long term illness study leave maternity or paternity leave etc as well as for its pension providers and HMRC Therefore it is important that these details are kept up to date at all times Personal Details Contact Details This page allows you to maintain the contact details held about you in iTrent l SELF SERVICE _ft Home Miss Christine Cherry 096065 _ Personal detais_ Contacts Means of contact Contact at E mail address M
13. click on the required button 3 Detail area This area will display the pages that you will use to display or maintain data held about you 4 Administration This area holds the administration buttons E mail Admin Clicking this button will create an email addressed to the helpdesk iTrent Helodesk croydon ac uk Logout This button will inform you to close the browser or tab to log you out of iServe Note The pictures that appear will scroll randomly from a bank of images so may look different each time you view a given page Personal Details This screen gives you options to see all the personal information held about you Email Admin Logout Personal information Change my address details View my emergency contact details View my contact details Sensitive information Addresses Contacts Emergency contacts Next of kin Private vehicles View next of kin details Update my marital status Click on the required option to see the relevant information Please work your way through the tabs and check that the information held is correct and amend inform the HR department where necessary Please pay particular attention to your working pattern and reporting manager as the accuracy of this information is important for self service Personal Details Personal Information This page allows you to view your name title preferred name marital status and date of birth details
14. e here com Home telephone 01899 671432 User e mail address brighd croydon ac uk New Contact details Details Select gt Select gt Select gt Email Admin Logout lf you wish to amend a displayed means of contact click the Select button next to the contact Make the required amendments then click Save lf you have more than one phone number email address input both into the field separating the numbers as shown here e g 0795 6856222 0780 1236789 Please note the User email address is the email that iServe will use to deliver e mails to you If this is not your work email address please contact HR immediately on humanresources croydon ac uk If you wish to add new phone or email details select New Contact Details and use the drop down menu to choose the means of contact the list will only show those not yet used Bs Email Admin Logout Means of contact E Contate Ensure your home and mobile telephone numbers are up to date Personal email address is not required for the running of the system but is another means of contacting you Please note You will need to provide an email address in order to receive an electronic payslip This is accessed on a separate screen Payroll E form Preferences 10 Personal Details Emergency Contacts This page allows you to maintain the emergency contact details held for you in iTrent vi g t SELF SERVICE New Emergency contac
15. e reporting manager and your working pattern If these are incorrect please email the helpdesk humanresources croydon ac uk 15 Employment Previous Jobs There is currently no history displayed for previous jobs you may have held at the College as the system has recently been developed to show this record but in the future if you change jobs within the College you will see the previous jobs record displayed Previous jobs Miss Christine Cherry 096065 Windows Internet Explorer h o bea CMD l http freda staff croydon ac uk tdev selfservice wrd run ETADMOO5GF ss_action M BXAJiyr2Ja8U 1B BsoJBOAGOYYV 3dyuruibaa3a 1BOYXAA v s x Psng o sly Favorites 3 E Suggested Sites g Web Slice Gallery v Previous jobs Miss Christine Cherry 096065 fh Ely Gl ah Pager Safetyy Toolky e Provided by Bz Email Admin Logout i Trent SELF SERVICE There are no previous job details to display Previous jobs Miss Christine Cherry 096065 i Local intranet Protected Mode Off fay Q100 16 Payroll Details Menu This page allows you to view the payroll details held for you including your bank details and payslip history Ba Email Admin Logout Bank details Latest payslip pdf Payslip history pdf E form preferences 17 Payroll Details Bank Details Bs Email Admin Logout i Trent Provided by SELF SERVICE This page shows bank details
16. esk iTrent Helodesk croydon ac uk with the new sort code details This will then be set up and you will be sent an email so that you can input your new bank details 20 Payroll Details Latest Payslip pdf This page displays your latest payslip details Payments Deductions and Net Pay totals are shown for the current month Latest payslip pdf Miss Christine Cherry 096065 25 06 2013 09 00 MIDLANDAR Christine Cherry Testing ORG Thr River Cottage 12 Riverbank Soggy Bottom Ratty Town Surrey RA14 9XF PRIVATE AND CONFIDENTIAL Croydon College Paydate 25 06 2013 LO You can email the payslip to yourself by clicking the E slip button The displayed payslip will be sent to the email address you have specified on the e form preferences page If when receiving the email you are unable to remember your password go to e form preferences to change it you will then need to resend the e slip to yourself by clicking on the e slip button again 21 Payroll Details Payslip history pdf To view details of a previous payslip click the Select button next to the payslip you wish to view As this record is newly provided in Employee Self Service you will only be able to see payslips from September 2013 i Trent Provided by SELF SERVICE 12 months v Pay date Rounded net pay Details 25 06 2013 3 2 159 98 Select p 24 05 2013 p 2 159 78 Select 25 04 2013 1 0 00 Select p You
17. he options 27 i Trent Provided by Email Admin Logout SELF SERVICE Absence type ME Hotiday period ea Start date Cg Full day or part day Full day X End date E Full day or part day Full day X Notes Now you need to input the start and end date of the leave you are requesting and type in any notes as appropriate These notes will show when an automatic email is sent to your manager requesting him or her to authorise your leave request By clicking on the peer group calendar you will be able to see all the other staff leave The annual leave you have requested will show as awaiting authorisation 8 Type All holidays Holiday absence details Miss Harriet G King S Attachments otes F or A Mi i x Start date Day End date Day Type Position Holiday start ee Harriet G 2 sate z Graduate Trainee 2 uate a HR 9 29 11 2013 Fri 29 11 2013 Fri Holiday Graduate Trainee HR Type Full day m 096658 f 04 10 2013 Fri 04 10 2013 Fri Holiday Graduate Trainee HR Holiday end Date le Type Full day Ad Absence type Holiday m Authorisation Awaiting authorisation Position Graduate Trainee HR 17 09 2012 Human Resources Ms Johanne M Bland 096658A 502515 Current You will receive an email when your Manager authorises rejects your annual leave request 28 Absence Holiday balances i Provided by Email Admin gt Logout SELF SERVICE Pt Home Miss Christine Cherry 096065 J
18. iTrent H Provided by BS Email Admin Logout irent S ELF SERVICE Back New Next of kin details If you wish to amend or delete a displayed Next of Kin details click the Select button next to the contact Make the required amendments then click Save 13 Employment Details Records held in the employment section of iServe is read only and therefore cannot be amended by employees However if you believe that any of the information held in this section is incorrect for example the name of your reporting manager please ask your manager to send an email to humanresources croydon ac uk i Trent Provided by Bs Email Admin Logout SELF SERVICE Back my Current jobs Previous jobs 14 Employment Current Jobs This page displays the details for your current job If you have more than one job you will be able to see details for each job you have with the College All employment information relates to your current employment with the College i Trent Provided by SELF SERVICE Department Testing Department Administration Job start date 18 05 2009 Job reference 096065A Reporting manager Ms Anne Apple 096388 Reporting manager job title Director of Testing Department Employee payroll no 096065 Contractual hours 35 00 Work pattern 35hrs M7 T7 W7 T7 F7 Personal reference 096065 Please note You should check that the information above is correct especially th
19. ts details If you wish to amend or delete a displayed emergency contact click the Select button next to the contact Make the required amendments then click Save It is not essential for staff to enter emergency contact details however doing so may be beneficial to both you and the College Please note Information on emergency contacts may be passed on to your managers therefore by entering this information you are giving your consent to it being passed to managers in appropriate circumstances 11 If you wish to add a new emergency contact select New Emergency Contact Details and complete the fields as instructed Country United Kingdom m indicates mandatory fields Enter the required amendments then click Save If your emergency contact has more than one contact phone number input all numbers into the Contact field separating the numbers as shown here e g 07945 856222 01904 856525 If your emergency contact resides at the same address as you you are able to use the Use My Home Address box Ticking this box will automatically insert your home address You have just one primary contact and if you create a new contact and make it primary then previously ticked boxes will become un ticked Ticking the Use as Next of Kin option will save this information in Next of Kin details 12 Personal Details Next of Kin This page allows you to maintain the Next of Kin details held for you in
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