iTrent frequently asked questions

Here we answer some of the common questions about iTrent.

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What is iTrent Employee and People Manager Self Service?

iTrent replaces Sage and includes a number of improvements to both the manager and employee functions.

Who will use iTrent?

People Manager Self Service -all council managers will be expected to use the new system for tasks such as sickness recording, authorising payroll claims (such as overtime/mileage), authorising leave requests.

Employee Self Service - all council employees will be provided with a username and password, even those staff who don't normally use a computer at work.

How do I access the system if I don't use a computer at work?

The system can be accessed from any device that has an internet browser (i.e. laptop, home PC, tablet and some large screen smartphones). For staff who don't own any such device, you will be provided with access at work - please speak to your line manager so that you can submit your requests.

Why am I being asked to use Employee Self Service even though I don't normally use a computer at work?

We need to look at making things more efficient by making the best use of technology available - this means things as payroll claims and management of personal employee data will be moved online. Providing all employees with Employee Self Service also makes sure that the same access is available to all your own information, payslips and absence information, to name a few.

What will employees use Self Service for?

All staff will be expected to book annual leave and other leave through the system and will be expected to submit payroll claims through the system for electronic authorisation by their manager. Self Service will also allow staff access to their own employee details and provides the ability to make changes such as change of address, change of bank details and much more.

What's different with the system compared to Sage?

Manager Self Service - although the new system allows managers to carry out the same tasks as before but it is more user friendly. There have also been some key improvements with the introduction of "workflows" that keep managers informed of things that are happening such as e-mail notifications and reminders.

Employee Self Service -this looks completely different to the existing system; it is very user friendly and provides access to the things that matter to employees, i.e. booking holiday, checking payslips and submitting payroll claims. It will also allow employees to review their personal details.

Has data been uploaded from Sage to iTrent?

Yes - your personal information will be transferred but you will need to check the details as per the 'Login checklist' when you first login.
 

Absence - Annual Leave

Will annual leave be in days or hours?

Your annual leave will be in hours.

What is the annual leave entitlement and how is it calculated?

Your annual leave is calculated based on your grade. , The following table shows entitlements for full-time employees and shows separately the extra-statutory hours. (Please note that you may be required to use the statutory hours as allocated by the council;, this will have been confirmed at the start of each new annual leave year.)

Grade

Basic Annual Entitlement

After 5 years Continuous Service

Grade 3- 5

155.5 hours + 15 hours

185 hours + 15 hours

Grade 6

163 hours + 15 hours

185 hours + 15 hours

Grade 7

170 hours + 15 hours

192.5 hours + 15 hours

Grade 8 - 11

185 hours + 15 hours

200 hours + 15 hours

Grade 12-15

200 hours + 15 hours

222 hours + 15 hours

One days' leave is calculated as 7 hours and 24 minutes (7.4) for full time employees, and this is pro rata for part time workers.

iTrent will automatically calculate the number of hours to deduct based on each employee's specific working pattern, which will be pre-loaded onto the system.

All Employees annual leave will have the bank holidays included and this will be taken off at the beginning of the leave year so you can see your remaining annual balance. Part- time employees are entitled to annual leave and bank holidays on a pro rata basis, according to the number of hours and weeks they work. The pro rata bank holiday entitlement is added to an employee's annual leave entitlement to give the employee's total holiday hours.

Can holidays be retracted?

Yes - they can be cancelled if the holiday request is not yet approved by a manager, or you can send in a request for it to be cancelled if they have.

Will iTrent prevent employees from attempting to request leave if they have used up their entitlement?

Yes - leave is deducted from the entitlement when it is booked. The and the system will not allow a request to go through if there is no entitlement left.

Will iTrent prevent employees from attempting to request leave if they have used up their entitlement?

Yes - leave is deducted from the entitlement when it is booked. The and the system will not allow a request to go through if there is no entitlement left.

How does iTrent calculate bank holidays for part-time employee?

It will calculate it from their regular working hours.

What happens if an employee requests leave or claims for mileage/overtime but their manager is on leave?

Managers are now able to redirect tasks (such as authorising leave requests, or approving overtime and mileage claims) these requests that come through to them while they are on leave to an appropriate colleague if they are on leave. The redirection is set up before the manager goes on leave (such as with a similar to that of the out of office function on Outlook).

Can you put in a holiday request on the weekend?

Yes - as iTrent can be accessed via the web, you can put in a holiday request, time and expenses claim or learning requests at any time

Can you book a few hours leave?

Yes you can,- you can specify a time, for example if you need time for off for an appointment.
 

Access to the system

What is the most appropriate email as the user email address?

The email you use the most. If you are not work-based it might be your personal email.

I am a manager; do I need two passwords for each self-service?

No - your username and password will be the same for both employee and manager self-service as they are on the same system.

Do managers use both sites?

Employee Self-Service and People Manager Self-Service are the same system - they just look different depending on which part of the system you are using. Managers can swap between the Manager Self Service and their own Employee Self Service from the one login.

Will all employees need an email address?

Ideally all employees will need an email address to access Employee Self-Service (ESS) - this can be a personal email address. Anyone who does not have an email address of their own should contact hrproject@uttlesford.gov.uk or visit the HR team so that assistance can be provided if needed.
 

Pay and Benefits

How do I view my payslip?

These are available to view under 'Pay and Benefits'; however you also have the option to have a payslip emailed to you.

To amend or update the settings for your e-Payslip and P60 please use the 'E-form preferences', which is accessible from the drop down menu at the top right of your ESS homepage. This password is only known to you - if you forget it you would have to reset it.

Why do you need my car details?

You must enter your vehicle details to claim any mileage In line with the HR policy, HRP47 you will not be able to submit a claim for mileage unless this information is in iTrent. Your details must be entered, and then your manager must check your documents as per the policy. Please update under the 'Personal' tab.

Mandatory information to complete is vehicle registration, vehicle make and model, engine size and fuel type.

Why does my start date just refer to my current position?

We have not uploaded any job history information for individuals as this information is already available either on paper files or old systems; to convert this information would be very time consuming and costly to the organisation. For employees who have had a number of positions within the organisation, the start date as highlighted in the system refers to your start date with the organisation, not your start date in your current position.

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