iTrent Self Service User Guide
Contents
1. O 31 QUAS EB TRI 32 Appendix I Holiday Entitlement esses 33 PUBIC and QU TOMO AY 34 The 3 Days Between Christmas and New Year csse 34 Other Official Bank Holiday Diamond Jubilee sssssssssssssss 34 QET www ealing gov uk sa Mem Set Service user Guide www ealing gov uk Guide Navigation If you are viewing this guide as an Adobe PDF document you will be able to navigate around the document by clicking on built in links When you click on subjects in the index or on aspect buttons and the memorable information warning box you will jump to the specific area of the document that pertains to this Clicking on an internet address will open a new browser page to the relevant website Introduction Self Service is a module of the iTrent integrated HR and Payroll database that is managed by the London Borough of Ealing The Self Service module is a secure web based interface that enables employees to take ownership of their own information and is accessible to every direct employee of the borough The benefits of Self Service are the ability to View amend and add your personal information View your current and historical LBE employment information View and amend your bank details View save and print your current and historical payslips View2. Marital status Married xj Religion E Ethnic origin British y Nationality Po Sexual arientation gr Self certified disabled Not disabled Description Marital status Religion Ethnic origin Nationality Sexual orientation Disability If you do amend your Sensitive Information ensure to your changes prior to moving out of the sub section or your changes will be lost Self Service Schools Edition Version 1 1 Issue Date 1 December 2011 sa Mem Sert Service user Guide www ealing gov uk Addresses fh Home Mr Joseph Bloggs Personal details Addresses Addresses cannot be deleted but can be either amended by clicking on the Select button or you can add a new address by clicking on the button Please note that if you add a new home address this will close off the previous home address and replace it with the new one There is also the option to add a Term Time address This address can be overwritten but cannot be closed off within Self Service To remove this you will need to contact your School s Administration Office e This form allows you to correct your current address information If your address has changed please use the add address details option Address type Address Mailing address Details 1 Test Drive Sampleton Home Yes Select f ome nn ez AB1 2CD If you do amend an address ensure to your changes prior to moving out of that sub section or your chang
3. Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 www ealing gov uk When you enter memorable information for the first time or if you have deleted previous information once you save your changes the Delete button will appear giving you the ability to delete your memorable information Once you click your memorable information answer will be disguised and displayed in the following format sesssessssssessssees Now if you forget your password on the login screen if you click on the Forgotten Password link the following screen will appear i Please enter your user name to retrieve your memorable information prompt iTrent SELF SERVICE User name Prompt Memorable information Contact administrator Ld Once you enter your user name your prompt will appear When you have completed the memorable information field and clicked on the ok button you will be prompted to enter a new password The memorable information answer is case sensitive so it is advisable that you keep the entire answer either in upper or lower case as opposed to a mix of both 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 www ealing gov uk Employment ift Home Mr Joseph Bloggs Employment The Employment aspect is where you can view your current and historical London Borough of Ealing employment information The a
4. and print your P60 Annual Pay Summary View your absence history Please Note Employment history refers to position changes from summer 2011 and will not identify changes prior to that Your P60 will only be available at the end of the tax year Additional benefits are the ability to Process expense claims Process mileage claims Request annual leave Request other types of leave medical bereavement etc Please Note Expense claims apply to claims outside of normal petty cash processes currently in operation Annual leave requests apply to employees who work all year round and will be accessible once working patterns have been established Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 sa Mem Ser Service user Guide www ealing gov uk Getting Started To access Self Service you will need either a computer with internet access or an internet enabled device such as a smart phone pda or iPad Open your internet browser Internet Explorer Google Chrome Mozilla and in the address bar type in https Ibeal webitrent com Ibealli selfservice and then press Enter on the keyboard iTrent SELF SERVICE User name Forgatten user name Password Forgatten password Contact administratar P The iTrent Self Service login screen will open If it fails to open check the address and re try letters that do not have a dot abov
5. claim form will open It is important to note that the expense claim form is split over 2 pages Page 1 is for non mileage claims and Page 2 is for mileage claims Claims do not have to be processed separately combined non mileage and mileage expense claims can be processed together If you are combining claims only click on the button once both pages have been completed 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 sa Mem Ser Service user Guide www ealing gov uk Combined claims that relate to different positions should be processed separately Time amp Expenses claim entry New Job title Teacher Employee Mr Joseph Bloggs Payroll MSCH Page 1 Page 2 Expense Claim Form Excluding Mileage which should be entered on page 2 Receipt Number Detail of Expense Cost Subject to Amount V A T CT ee Save draft Submit Prine To move between the respective pages click on the specific page number Page 1 Page 2 The page you are currently on appears in a bold type The dropdown field on Page 1 lists the different types of expense that you can claim for the other fields are self explanatory You should manually number your receipts by writing the number on the front of the receipt and enter the number in the corresponding Receipt number field to facilitate the checking process e g 1 2 3 etc The cost code field should only be completed where claims relate to ex
6. ealing gov uk Public and Bank Holidays As shown above holiday entitlements have been increased to include the standard 8 Public and Bank Holidays As iTrent works on the basis of knowing your work pattern it will automatically deduct the appropriate number of hours from your Holiday entitlement where the standard 8 Public or Bank Holiday dates fall on your normal working day If you are required to work on a Public or Bank Holiday your Manager will need to adjust your Holiday entitlement for the appropriate hours to be added to your holiday balance The 3 Days Between Christmas and New Year As shown above holiday entitlements have also been increased to include the 3 days that fall between Christmas and the New Year Therefore if you do not work on any or all of these days you must request these dates as Holiday so that the appropriate number of hours can be deducted from your holiday entitlement Other Official Bank Holiday Diamond Jubilee Please note the additional bank holiday to take place on the 5 June 2012 to mark the celebration of the Queen s Diamond Jubilee has not been included in holiday entitlements Therefore if you are required to work on this date your Manager will need to add the appropriate number of hours to your holiday entitlement so that the time off can be taken at a later date Managers should also ensure that part time employees who do not normally work on this day are given the pro rata equivalent num
7. earlier date So process all mileage for a specific vehicle before adding an end date 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 sa Mem Set Service user Guide www ealing gov uk Memorable Information fft Home Mr Joseph Blogcs Personal details Memorable information The Memorable Information sub section gives you the ability to create a unique question specific to you that can be used in the event that you forget your login password The Memorable Information prompt the question should contain between 10 and 25 characters and the Memorable Information the answer to your prompt has to be at least 6 characters and it cannot contain spaces nor be the same as your memorable information prompt user name or password Memorable infarmation prompt Memorable information Confirm memorable information indicates mandatorv fields The following are some scenarios of Memorable Information Memorable Information Memorable Is Reason If Prompt Information This This Is question answer Valid Not Valid First Dog s Name beethoven y EM What was your Junior School park hill school x What was your Junior School parkhillschool A EM Mother s name ruth M characters Mother s full maiden name ruthbenjamin A EM Once you have input your memorable information details and clicked on the button the following message appears a Changes have been saved Self
8. functionality before using The Absence aspect is where you can view your absence history and request annual leave and other types of leave medical bereavement etc The aspect is broken up in to 4 sub sections t 2 The navigation of this aspect is similar to what has already been outlined Holiday Dates ift ome Mr Joseph Dloggs Abseno lH loliday dates The Holiday Dates sub section provides a summary of Holiday Dates including the option to include your bank holidays and gives you the ability to request annual leave New holiday date requests only apply to staff that work all year round and only once a working pattern has been established WARNING You can check if your working pattern is correct in the Current Jobs sub section of the BESTES module If you are unsure check with the School s Administration Office Check that your holiday dates are correct Any queries should be raised with the School s Administration Office and the Payroll department Self Service Schools Edition Version 1 1 of 34 Issue Date 1 December 2011 sa Mem Sor Service user Guide www ealing gov uk New Holiday Dates ft Home Mr Joseph Bloggs Absence Holiday dates gt New Holiday details To request annual leave click on the button you will be taken to the New Holiday Details screen The screen changes depending on what Holiday Period type is selected Part Day Full Day More Than O
9. IT rent Self Service User Guide Schools Edition Version 1 1 ui www ealing gov uk iTrent Self Service User Guide Table of Contents GUIdE NAVIgallON een een 1 BU OCU CUI ON e PERSON 1 GEIUNG AS M 2 InINgs TO Hemember RE T 5 Personal DETAN S t 7 PASON ONA O ae a E EE E E E EEE E E 8 VETT OT NAO ee ee ee een ERE 9 AGIO O aE E E E ee 10 ecol M 11 Emerg ncy C OIdOISu esee epee sates eect ee ee era scales 12 BOK OT TA M 13 FIV AIS V ecc MN 14 Memo anle MOMAN m E 15 lee ecc E 17 PVE OU e 18 2zJg4B ccc 18 Time amp Expenses Claims M 19 Time amp Expenses Claims History eee sees esee nnne nnne naa nnn nnns 25 Latest Payslip amp Payslip HISLOEy unsinnig 26 Latest Payslip pdf amp Payslip History pdf amp P60 cccsecccseeccsseeceesessesesseessaeessaes 27 AD SONCE an 29 wlo AB q m 29 INOW Holiday Dale 30 Holiday BAIANCCS X 30 SIORDESS TOI DSL een E MAI MEM eee ee 21 STD AUS M
10. aim entry New Job title Teacher Employee Mr Joseph Bloggs Payroll MSCH Page 1 Page 2 Mileage Claim Form Other Expenses should be entered on page 1 confirm that my car is insured roadworthy fit for it s purpose and has a current MOT certificate if applicable further confirm that i hold a valid driving license which permits me to leagally drive this vehicle If you are claiming for more than one scheme eg out of borough and casual in borough you wil need to complete an additional claim form Vehicle Scheme Cost Code Journey Date Miles claimed Journey From Journey To Reason for Journey Fuel Receipt Number e DPD 2 NECEM If you have more than one vehicle listed against your private vehicles within the Personal Details aspect you can select the correct one from the vehicle dropdown The following schemes are available for expense claims Bicycle For bicycle journeys Casual in Borough For journeys within the London Borough of Ealing Motorcycle For journeys using a motorcycle Out of Borough For journeys outside the London Borough of Ealing Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 sa Merset Service user Guide www ealing gov uk The cost code field should only be completed where claims relate to expenses outside of your usual cost centre The cost code must be in a 10 digit format and made up of the account code 4 digit and the cost centre 6
11. attention of the School s Administration Office Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 www ealing gov uk Personal Information g z Home Mr Joseph Bloggs Personal details Personal information Within the Personal Information sub section the fields of Surname Forename Title Marital Status and Date of Birth cannot be changed by an individual Changes to these fields can be made by the School s Administration Office when original supporting documentation is presented Surname BIBEES Forename Forename Forename 3 Title Preferred name Joe Previous surname Marital status Married Date of birth 24 04 1371 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 sa Mem Ser Service user Guide www ealing gov uk Sensitive Information fft Home Mr Joseph Bloggs Personal details Sensitive information sensitive Information is used for statutory reporting and workforce profiling For instance London Borough of Ealing could compare the ethnic profile of the organisation against the ethnic profile of Ealing s residents to see whether certain ethnic groups are under represented within the organisation Whether or not you complete the Sensitive Information sub section is entirely up to you However it is recommended that you complete the Self Certified Disabled field Sensitive information Mr Joseph Bloggs
12. ber of hours to be taken at a later date 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 For further support and information iTrent Support Team iTrentSupportTeam ealing gov uk iTrent Support Team Payroll Department Operations Department 020 8825 9000 London Borough of Ealing Perceval House Ealing London W5 2HL www ealing gov uk
13. digit If you are unsure of the cost code check with School s Administration Office Miles are calculated in whole numbers therefore when processing claims miles should be rounded up to the nearest whole number You also have the ability against mileage entries to clear the contents of a line by clicking onthe clear button Upon submission of an expense claim if the form contains errors the submission will not proceed and the error will be identified at the top of the screen The journey date is missing page 2 row 1 You can then correct the errors and re save the claim Once you click on the button your request will be sent to the School s Administration Office for approval If you have an email account set on the system you will receive a confirmation of your claim and a notification once the School s Administration Office has approved or denied your claim If you move outside of the claim without correcting the errors on the summary page the authorisation status will read as Errors If you are inputting a large number of claims it is advisable that you save the claim at regular intervals To do this click on the E77 Button then navigate back into the claim from the summary screen Once you have submitted a claim a claim reference number is allocated to the record To see the claim reference number from the summary select button on the summary page open the specific claim and the claim reference number appears a
14. e address 7 Use as emergency contact If you intend to add a next of kin record that you also want to use as an emergency contact you should do this from the Emergency Contacts sub section as you can t put contact details on the Next of kin form Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 sa Mem Set Service user Guide www ealing gov uk Private Vehicles Home Mr Joseph Blaggs Personal details F er The Private Vehicle sub section gives you the ability to view amend add and delete private vehicle information If you use your own private vehicle for work purposes and are authorised to claim mileage you should populate your vehicle details If you claim mileage through the Expenses sub section you must have an active private vehicle listed You also have the option to list more than one private vehicle You have the option to set a default vehicle for expenses This only changes which vehicle defaults as your first option when making a mileage expenses claim Private vehicle details New Vehicle Vehicle registration Vehicle type nl start date Make ssi Model Engine size cc _ CO2 Emission sd Colour Default vehicle for expenses MT Insurance Insurance checked No indicates mandatory fields If you put an end date on a private vehicle it will no longer be available for mileage claims even if the mileage relates to an
15. e summary screen but will appear in the Time amp Expenses Claims History sub section d New Time amp Expenses To process a new claim click on the button claim entry Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 www ealing gov uk From the New Time amp Expenses claim screen you can choose to view the expenses policy and the mileage policy by clicking on the respective item Click for Expense Policy Click for Mileage Policy You will need access to the London Borough of Ealing intranet to view items Create new time amp expenses claim entry New M im Start date EEE Claim template NOTES 1 If this is your FIRST mileage claim please ensure you set up your car details on Self Service Personal Details Private Vehicles If you have changed cars please also update the details 2 Please ensure you have Receipts for all items claimed including Petrol Receipts for mileage claimed These will need to be scanned and attached to the claim 3 Click for Expense Policy 4 Click for Mileage Policy Mew Expenses are position specific so if you have more than one position you will need to pick the job that your claim relates to The Start date should be the date that relates to your earliest claim To process a claim you will need to select Claim template dropdown field Once all fields are completed click on the button and a blank expense
16. e them are L and not i If you will be accessing Self Service regularly on this computer it is recommended that you save this as a Favourite so that you don t have to type the address in each time 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 www ealing gov uk Enter your Username and Password and click on the button The Self Service Home page will open The module is a simplified design that broken up in to 4 aspects F La p Personal details Employment Payroll There are also quick links on the screen denoted with this U symbol By clicking on the quick link you will be taken directly to that page without having to navigate through the different forms The quick links will change depending on where you are in the system iTre n t e3 Email Admin Change password Logout SELF SERVICE www ealing gov uk ft Home Mr Joseph Bloggs Personal details Employment oN Sa Leave request New Amend Private vehicle details Memorable information Absence Show my outstanding Mileage amp Expenses claims Change my bank details If you have a dedicated personal email browser set up on the computer Outlook Outlook Express you are using by clicking on the Email Admin icon a new email message will open addressed to the iTrent Support Team If you do not have an email browser in place you can email them outside of the system at iTrentSupportTea
17. ersonal information sub section of the Personal Details aspect by clicking on the Personal Details part of the navigation trail fay cru ro you would move back to that screen i If you are adding or amending a record and decide not to save your changes to move out of the sub section without saving click on any part of the navigation trail outside of the current sub section Date fields are used throughout Self Service You can type directly in the specific date field using the format of dd mm yy 01 09 11 or dd mm yyyy 01 09 2011 Alternatively you can pick the date from a calendar display by clicking on the relevant Ed button September 7 2011 Wi Mon Tue Wed Thu Fri Sat Sun YOU Can navigate to different months years using the 35 1 2 3 4 arrow keys 36 5 6 7 8 9 10 11 nn 579 5 To select a specific date double click on it 38 19 20 231 22 23 34 3 39 26 27 28 29 30 x To close the calendar click on the P3 button Today is Sun 11 Sep 2011 If you leave Self Service inactive for any significant length of time when you go to use it you will be required to login again Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 sa Mem Set Service user Guide www ealing gov uk Mandatory fields are shaded in light blue and marked with a red asterisk P If you attempt to a record that contains an incomplete mandatory field the record won t save and you will receive the follo
18. es will be lost Address details Home LI NE mame iun Address type Mailing address amp House Mame Number Street 1 Test Drive Local Area Sampleton Posttown Testham County POSTCODE ABT2CD Country United Kingdom indicates mandatory Fields 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 sa Mem Set Service user Guide www ealing gov uk Contacts Home Mr Joseph Bloggs Personal details Contacts The Contacts sub section gives you the ability to view amend and add your contact information The sub section works in very much the same way as previous sub sections discussed Note that at any given time you can only have one of each contact type Within the Contact sub section you also have the ability to Delete entries Any changes saved will be confirmed with the following message Changes hawe been sawed Because you can only enter one of each type of contact number in Self Service if you do have a secondary number this can be entered on to m an existing record using the character to separate the numbers Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 sa Merset Service user Guide www ealing gov uk Emergency Contacts f Home Mr Joseph Bloggs j Personal details Emergency contacts The Emergency Contacts sub section gives you the ability to view amend add and delete e
19. mQealing gov uk Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 www ealing gov uk When you login to Self Service for the very first time you must change your password You have the ability to change your password thereafter by clicking on the GQ Change password button The following screen will open that will allow you to change your password iTrent SELF SERVICE When you move through the different aspects of Self Service a navigation trail is created To return to the Home page click on that FW part of the trail The Logout button doesn t log you out of Self Service it offers the following message Message from webpage X AN To safely end your session and log out of iTrent please close your browser To logout of Self Service click on your browser s exit button 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 sa Mem Ser Service user Guide www ealing gov uk Things To Remember Completing your Memorable Information is essential If you forget your password this allows you back into iTrent otherwise you will have to contact the iTrent Support Team to reset it which won t be immediate Z E lt Once you select a sub section you can return to the previous screen by clicking the button Alternatively you can click on the part of the navigation trail that you want to move to For example if you were in the P
20. mergency contact information The sub section works in very much the same way as previous sub sections discussed There isn t a limitation as to the number of emergency contacts you have but you can only ever have one primary contact You also have the ability to join the emergency contact to your home address and to use them as your next of kin This saves you time having to input this information in twice Primary contact Use my home address Use as next of kin Within the emergency contacts sub section you only have one field Contact at with which to populate telephone numbers The emergency contacts sub section only has one field Contact at to populate phone numbers if there is more than one number enter this on to an existing record using the character to separate the numbers 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 sa __Trent Set Service user Guide www ealing gov uk Next of Kin ifl Home Mr Joseph Bloggs Personal details Next of in The Next of Kin sub section gives you the ability to view amend add and delete next of kin information The sub section looks and works in very much the same way as the Emergency Contacts sub section Like the Emergency Contacts sub section you have the ability to link to your home address and use as an emergency contact however you cannot populate telephone and email information in this sub section Use my hom
21. n all correspondence PRIVATE AND CONFIDENTIAL 008000 West Minister High School Mr J Bloggs 1 Old Street P Gosport p Delivering Hampshire amp ha far P012 3NN Neha RT MS Payroll Name MSCH Paydate 26 07 2011 LS Tax Period 4 Employee Name Mr J Bloggs Tax code TATL U e NL Number NZ480035B ABC1234 NiCode D gt Use the scroll bars to navigate to the lower part of the payslip Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 sa Mem Sor Service user Guide www ealing gov uk You can print your payslip P60 by clicking on the print button You can save your payslip P60 by clicking on the save button E Please note that your P60 Annual Pay Summary will only be available after the close of the financial year and you will still receive a printed version of this Only save payslips P60s to your own personal computer If you save them to a shared computer these could be viewed by other users WARNING Your payslips and P60s will remain on iTrent throughout your career with London Borough of Ealing Printed payslips and P60s can be used and are recognised as legitimate documentation for financial purposes mortgage loan applications etc 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 www ealing gov uk Absence fft Home Mr Joseph Bloggs Absence A Check that the school is utilising this
22. ne Day Absence type Holiday Absence type Ho liday Absence type Holiday Holiday period Full day Holiday period More than Holiday period Part day Morning or afternoon Morning Notes Notes Full day or part day Full day Notes On this screen you also have the ability to check your Holiday Balances by clicking on the button If you have multiple positions you will have to book leave against a specific position Once you click on the button your request will be sent to the School s Administration Office for approval If you have an email account set on the system you will receive a confirmation of your request and a notification once the School s Administration Office has approved or denied your request Holiday Balances Mk Home Mr Joseph Blogga Absence Holiday balances The Holiday Balances sub section is a summary page of your Holiday entitlement if you work all year round Your holiday allowance is based on the Holiday Entitlement Scheme connected to your contractual conditions of service You can see a breakdown of scheme allowances in Appendix Holiday Entitlement 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 sa Mem Ser service user Guide www ealing gov uk Sickness Dates Home Mr Joseph Bloggs Absence Sickness dates The Sickness Dates sub section is a summary page of occurrences of sickness You can check the de
23. onally you can process expense and mileage claims through Payroll The aspect is broken up in to 6 sub sections t P Bank details Time amp Expenses claims Time amp Expenses claims history x Latest payslip Latest payslip pdf Payslip history Payslip history pdf The navigation of this aspect is similar to what has already been outlined Bank Details rz i ft Home Mr Joseph Bloggs Payroll Bankdetaik Within the Bank Details sub section you have the ability to amend your bank details You can only ever have one bank account linked to your record Bank details Sort code 1 00000 Bank name ENGLND Account number V 3432387 Account details Account name Mr J Bloggs indicates mandatory fields Changes to your bank details are immediate but if the changes are made between the 12 and 26 of the month it is important that you contact Payroll to ensure the correct account is credited WARNING 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 www ealing gov uk Time amp Expenses Claims Home Mr Joseph Bloggs Payroll Time amp Expenses daims A Check that the school is utilising this functionality before using The Time amp Expenses Claims sub section gives you the ability to add amend submit and print expense and mileage claims To be able to attach receipts to expense claims you will need access to a scanner When you first enter
24. penses outside of your usual cost centre The cost code must be in a 10 digit format and made up of the account code 4 digit and the cost centre 6 digit If you are unsure of the cost code check with the School s Administration Office To check if the expense is subject to V A T look to see if V A T is visible on the receipt To add additional lines for further expense claims click on the button and to remove lines click on the button If multiple lines are used a sub total appears at the base of the amount column You can choose to save or print the claim at any point during the creation stage If you save a claim it will appear in the summary screen and can be selected and subsequently updated from there Once you submit a claim a summary screen appears check the details are correct If you click on the IS button at this point you will be taken back to the summary screen Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 sa Mem Ser Service user Guide www ealing gov uk At the summary screen you will attach receipts related to your claim to do this click on the button Time amp Expenses claim submission Claim template Ealing Expenses amp Mileage Job title Teacher Time amp Expenses claim reference EXP000014 Payroll MSCH Start date 06 09 2011 Cut off date Comments Please ensure that you have attached your receipts before submitting the claim I certify that the info
25. porting documentation can be attached at this point To attach documentation in the Document type drop down field select the relevant document and then click on the Browse button From the dialogue box navigate to and select the file you want to attach and click Open Document type hd Then click on the attach lt button to confirm attachment Once you click on the button your request will be sent to the School s Administration Office for approval Once approved or where input by the School s Administration Office your salary will be adjusted for any Unpaid Leave or Jury Service lt cc lt 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 www ealing gov uk Appendix I Holiday Entitlement sa Mem Set Service user Guide If you work all year round based on your conditions of service you will be attached to one of the following holiday schemes Scheme Ealing s Local Conditions Of Service NJC Apprentices Chief Officers Self Service Entitlement Details Less than 5 years continuous local government service 24 days plus 8 Public and Bank Holidays and 3 days in between Christmas and New Year 35 days pro rata More than 5 years but less than 10 years continuous local government service 2 days plus 8 Public and Bank Holidays and 3 days in between Christmas and New Year 38 days pro rata More than 10 years continuous local government
26. rmation that have provided is a true record of expenses that have necessarily incurred in the course of my official duties and that all the relevant receipts and documentation are attached Receipt attachments In the Receipt type drop down field select Expenses Receipts and then click on the Browse button From the dialogue box navigate to and select your receipt and click Open Receipt attachments Then click on the attach amp button to confirm attachment Once you have attached a receipt it will appear below the summary You have the option to delete a receipt by clicking on the delete x button next to it Prior to submitting a claim you will need to input your password in the relevant field This field acts as your personal declaration of the following certify that the information that have provided is a true record of expenses that have necessarily incurred in the course of my official duties and that all the relevant receipts and documentation are attached 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 www ealing gov uk And for mileage expense claims confirm that my car is insured roadworthy fit for its purpose and has a current MOT certificate if applicable further confirm that hold a valid driving license which permits me to legally drive this vehicle The mileage expenses page is similar to the non mileage expenses page Time amp Expenses cl
27. service 30 days plus 8 Public and Bank Holidays and 3 days in between Christmas and New Year 41 days pro rata Less than 5 years continuous local government service 25 days plus 8 Public and Bank Holidays and 3 days in between Christmas and New Year 36 days pro rata More than 5 years but less than 10 years continuous local government service 28 days plus 8 Public and Bank Holidays and 3 days in between Christmas and New Year 39 days pro rata More than 10 years continuous local government service 31 days plus 8 Public and Bank Holidays and 3 days in between Christmas and New Year 42 days pro rata 24 days plus 8 Public and Bank Holidays and 3 days in between Christmas and New Year 35 days pro rata 30 days plus 8 Public and Bank Holidays and 3 days in between Christmas and New Year 41 days pro rata 287 hours pro rata Issue Date 1 December 2011 Schools Edition Version 1 1 Entitlement In Hours 245 hours pro rata 168 hours 56 hours 21 hours 266 hours pro rata 189 hours 56 hours 21 hours 287 hours pro rata 210 hours 56 hours 21 hours 252 hours pro rata 175 hours 56 hours 21 hours 273 hours pro rata 196 hours 56 hours 21 hours 294 hours pro rata 217 hours 56 hours 21 hours 245 hours pro rata 168 hours 56 hours 21 hours 287 hours pro rata 210 hours 56 hours 21 hours E sa Mem Set Service user Guide www
28. spect is broken up in to 4 sub sections P t P LZ Current jobs Locations Contacts Previous jobs The Employment aspect is view only so you cannot add or amend information but it gives you the ability to check the details of your current employment information as well as provide location and contact information Current jobs Mr Joseph Bloggs Teacher Department Westminster High School Job start date 01 01 2010 Jab reference 00358634 Reporting manager Vacant Reporting manager job ttle Dummy Manager Contractual hours 27 50 Work pattern Full Time M F 35 00 Personal reference 0035863 Employee payroll no ABC1234 As your career progresses with the London Borough of Ealing the Previous Jobs sub section will capture your previous position information This sub section will only refer to position changes from summer 2011 and does not identify changes prior to that or positions outside of your employment with the London Borough of Ealing Check that your current job information is correct Any queries should be raised with the School s Administration Office and the HR and ES Operations team Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 www ealing gov uk Payroll if Home Mr Joseph Blogas Payroll The Payroll aspect is where you can view and amend your bank details view save and print your current and historical payslips and view and print your P60 Annual Pay Summary Additi
29. t the top of the record 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 www ealing gov uk Time amp Expenses Claims History flt Home Mr Joseph Bloggs Payroll Time amp Expenses daims history The Time amp Expenses Claims History sub section is a summary of processed expense claims The Time amp Expenses Claims History sub section looks similar to the summary page of the Time amp Expenses Claims sub section Within this sub section you only have the option to view and print a summary of the expense Self Service Schools Edition Version 1 1 of 34 Issue Date 1 December 2011 www ealing gov uk Latest Payslip amp Payslip History fft Home Mr Joseph Bloggs Payroll Latest payslip Home Mr Joseph Bloggs Payroll Payslip history Basic payslips are saved on your record this is useful if you are unable to view your PDF format payslips To view a historical payslip from the selection available click on the Select e button next to the payslip you want to view Payslip history Mr Joseph Bloggs 26 08 2011 09 00 Tax code 738L Cumulative Tax month 5 Nl category D Legislation UK Currency British Pound National Insurance number NS1234564 Total payments 5 854 75 Total deductions 2 167 94 Net pay EXPENSES OVERPAYMENT 3 686 81 Tax NI D VAT Deduction Rounded net 3 686 81 You can print your payslip by clicking on the button Your pa
30. tails of each occurrence by clicking on the Select button oickness is listed against position so if you have multiple positions multiple lines will appear for each occurrence of sickness Check that your sickness dates are correct Any queries should be raised with the School s Administration Office and the Payroll department Other Dates Home Mr Joseph Bloggs Absence Other dates The Other Dates sub section works in much the same way as the Holiday Dates sub section The Other Dates sub section provides a summary of Other Dates of leave taken outside of holiday and sickness This is for absences such as medical appointments and unpaid leave You can check the details of each occurrence by clicking on the Select button Other absence dates are listed against position so if you have multiple positions multiple lines will appear for each occurrence Check that your other absence dates are correct Any queries should be raised with the School s Administration Office and the Payroll E department Self Service Schools Edition Version 1 1 34 Issue Date 1 December 2011 sa Mem Ser Service user Guide www ealing gov uk New Other Dates ft Home Mr Joseph Bloggs Absence Oher cates New Other absence details To request other leave click on the button you will be taken to the New Other Absence Details screen The screen changes depending on what Absence Period type is selected Sup
31. the Time amp Expenses Claims sub section if you have any outstanding claims awaiting approval or claims that have not yet been submitted they appear in the summary screen sa Mem Set Service user Guide Claim Reference Job title Start date Submitted date Cut off date Authorisation status Summary Details Ealing Expenses amp Mileage EXPO00014 Teacher 00358634A 01 09 2011 Provisional select b Select p Jo Ealing Expenses amp Mileage EXPODOODB Teacher 00358634 31 08 2011 31 08 2011 Awaiting authorisation Select Select b Ts Ealing Expenses amp Mileage EXPODODO Teacher 00358634 30 08 2011 31 08 2011 Awaiting authorisation 9elect b Select P Js Expenses v2 1 EXF000074 Teacher 00355634 01 08 2011 25 08 2011 Awaiting authorisation 9 elect amp Select P The summary screen identifies date information for the claim start date submitted date and the Authorisation Status Submitted claims that are outstanding are marked as Awaiting authorisation Unsubmitted claims are marked as Provisional Claims that are awaiting authorisation are also marked with an icon You can chose to see a summary or the details of each specific claim by clicking on the relevant 5e button To view and print a summary of an entry click on the summary select button To amend and or delete an entry click on the details select button Once a claim has been submitted and processed by the Authorising Manager it will no longer appear in th
32. wing message You cannot leave the mandatory fields blank BEWARE Changing Your Bank Details Z cc lt If you make the changes to your bank details between the 12 and the 26 of the month it is important that you contact the London Borough of Ealing Payroll Department This is to ensure that the changes to your bank details are actioned in time to meet the Payroll cut off deadline for the month Failure to contact the Payroll Department may result in your salary being paid to your previous bank account or your salary being unpaid if your previous account is closed 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 www ealing gov uk Personal Details Home Mr Joseph Bloggs Personal detais The Personal Details aspect is where you can view amend and add your personal details It is broken up in to 8 sub sections Sensitive information Addresses Contacts Emergency contacts Next of kin Private vehicles Memorable information The following table identifies the sub sections that should be completed and why Sub Section Required Reason Sensitive information Optional Used for statutory returns workforce profiling includes disability g Currently iTrent and the SIMS system do not exchange information so any changes to the Personal Information Address Contacts Emergency Contacts and Next of Kin sub sections within Self Service should be brought to the
33. yslips will remain on iTrent throughout your career with London Borough of Ealing 34 Schools Edition Version 1 1 Self Service Issue Date 1 December 2011 sa Mem Sert Service user Guide www ealing gov uk Latest Payslip pdf amp Payslip History pdf amp P60 Mr Joseph Bloggs Payroll Latest payslip pdf Mr Joseph Bloggs gt Payroll Payslip history pdf Home Mr Joseph Bloggs Payroll Pg Payslips amp P60s are saved on your record in a PDF format PDF stands for Portable Document Format To be able to view a payslip you must have an Adobe viewer Adobe Acrobat Adobe Reader loaded on your computer Adobe Reader can be downloaded for free from the following website www adobe com downloads To view a historical payslip from the selection available click on the Select p button next to the payslip you want to view When viewing your P60s current or previous payslips this may take a while to load as it opens your payslip through the Adobe interface Depending on what version of Adobe is loaded on your system this will either open within the Self Service page or in a separate PDF page mui 480 eer Ham If you have a tax related query please contact HM Revenue amp Customs North East Metropolitan Area Fountain Court 118 Grange Road Middlesbrough T51 2AP Tel 0845 3021414 Please quote Tax Reference LP33 120B27 and your VVVV VV eal inq cdqov U k National Insurance Number i
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