ITrent Self Service User Guide - University Of Exeter
iTrent Self Service User guideContentsiTrent Self Service User guide . 1Welcome . 2IMPORTANT SECURITY ADVICE . 2Navigation of iTrent Self Service . 3Updating Personal Details . 4Adding a new address or contact details . 4Change your name on Trent . 5Updating Academic Teaching Qualifications . 6Absences . 7Viewing Absence Dates . 7Booking leave . 10Viewing Holiday Balances . 10Annual Leave - Checking Your Details . 11Approving Annual Leave via Self Service (for Managers only). 12FAQs - Annual Leave . 12Booking Learning Events . 17Viewing booked and completed courses . 17How to Book a Course . 18How to Cancel a Course . 22FAQs – iTrent Self Service . 23
WelcomeThis is the User Guide for iTrent Self Service. Self Service is a tool that allows all Universityof Exeter staff to view and, in some cases, update some of the information that theUniversity's Human Resources database, iTrent HR, holds on you and your position.Please use the menu to the left to navigate this User Guide. If you cannot find the solutionto any problems you are having in this User Guide then please contact SIDTo log in to the iTrent Self Service system,click here.Use your University username and password to log in.iTrent Self Service is available on all mobile devices(see below for minimum requirements)IMPORTANT SECURITY ADVICEAs this Self Service system includes some very sensitive information about you it isimportant that you use it responsibly to ensure that the security of your personalinformation is maintained. You should therefore always log out of Self Service once youhave finished using it and should never let anyone know your University username &password.To log out of Self Service always click on 'Logout' in the top right-hand corner.Alternatively, please ensure you close the browser or tab as this will log you outautomatically.If you notice any information stored on the iTrent system is incorrect and you cannotcorrect yourself, please complete and return form PD49.If you experience any problems or would like to leave any feedback on your experience,please contact SID.Device/Operating systemMinimum requirementsApple iPhones orApple iPadsOS version 6 or laterGoogle Android phones orGoogle Android devicesOS version 4.0.x (Ice Cream Sandwich) or later.Chrome browser only.Windows Mobile 8 phones orWindows RT/8 devicesInternet Explorer 10Please note that JavaScript must be enabled on all platforms and browers.
Navigation of iTrent Self ServiceiTrent Self-Service is split into 6 sections with the heading of My Details, My Absence,My Pay & Benefits, My Employment, Career & Development, Tasks (see highlighted tabsbelow).By clicking on these different headings you can view and amend a variety of details.My Details – Your personal details and contact information can be amended here egchange of name, address and sensitive information which allows us to monitor Equalityand Diversity information.My Absence – This area allows you to enter and amend holiday bookings. For details onhow to book and view annual leave click here.My Pay & Benefits – For viewing and downloading Payslips and P60’s.My Employment – This will show your current and historic positions plus qualificationdetails held within HESA details. If any details of your current position are incorrect youshould advise HR Services by completing form PD49.Career & Development – Any training that has been undertaken or booked will showhere plus the ability to book onto future Learning Events. For details on how to bookcourses click here.Tasks – This allows for any Managers to approve leave requests via ESS rather thanlogging into People Manager.
Updating Personal DetailsGo to ‘My Details’ (circled in red above)This screen shows your personal information and contact details including emergencycontacts.Adding a new address or contact detailsTo update your address details or add additional contact details eg mobile number, clickon ‘Add’ (circled in red above).This will bring up the following optionsFor new address select ‘Add address’.
Enter the address details andclick onTo add new contact details follow the instructions above but select ‘Add contact details’.For amending other existing contact details and personal information click on the editicon.Changing your name on TrentWithin Trent you have the ability to amend your Preferred name, Title and Previous surnameonly. If you need to change your surname or forenames you will need to contacthumanresources@exeter.ac.uk who will advise you on what official documents are required tosupport the name change.If you would like to keep your University e-mail address as a result of your name change you willneed to log an enquiry with SID after it has been updated on Trent.
Updating Academic Teaching QualificationsGo to ‘My Employment’ and then click on ‘HESA details’ (circled in red above).ACADEMIC TEACHING QUALIFICATIONYou can enter up to 6 AcademicTeaching Qualifications. Start byentering a key word such as‘Fellow’ or ‘PGCE’ this will thengive you a list of possible options.To enter further qualifications, upto a maximum of 6, click in thebox and enter a key word asbefore.Please note that if you hold noacademic qualifications this optionis available and should be entered.A full list of available options isshown below.As well as updating your academicqualifications please ensure allother details on this screen arecorrect. Accredited as a teacher of their subject by a professional UK bodyCompleted a UK accredited institutional provision in teaching in the HE sectorHolder of a National Teaching Fellowship Scheme Individual AwardNo qualification heldOther UK accreditation or qualification in teaching in the HE sectorOverseas accreditation or qualification for any level of teachingPGCE in HE, secondary education, further education, life long learning or equivalentRecognised by the HEA as a Fellow/Principal Fellow/Senior Fellow/Associate Fellow
AbsencesViewing Absence Dates (inc holidays, sickness and other leave ie compassionate,emergency and industrial action)Go to ‘My Absence’ (circled in red above)This screen allows you to view all discretionary holiday that is scheduled to take place,sickness absences and other leave such as compassionate, emergency and industrial action.
This includes annual leave both ‘authorised’ and those ‘awaiting authorisation’ where therequest has not yet been approved by your Line Manager.From this screen you can click any future periods of leave and either change the dates ordelete it (unless the Authorisation status is ‘Authorised’).If you need to amend or delete a leave booking that took place in the past (for example,if you accidentally selected the wrong month or year), you should ask your manager tocontact either the Annual Leave Administrator for your College or Service for holidays orhumanresources@exeter.ac.uk for all other absences.In order to view other leave such as Bank Holidays and Closure Days you should click onthe(circled in red above).
If you leave the fields blank and just click onit will bring back all bank holidays,closure days (shown as bank holidays) and annual leave days in the current, past andfuture 12 months with the newest at the top.Filter the results by clicking on ‘Bank holiday’ or ‘Annual leave’ under Holiday Type or toshow a specific period enter the start and end dates of the period you want to cover.When you book, amend or cancel a period of annual leave, you will receive a confirmationvia email. Your Reporting Manager will also receive a notification via email in order toauthorise, reject or put your request on hold. Once your Reporting Manager has changedthe status of your annual leave request (i.e. authorised, rejected or placed it on hold), youwill receive another confirmation via email.
Booking annual leave or requesting other leaveOn the Homepage, click on ‘My Absence’To request a new period of annual leave or request other leave: Go to the relevant section, eg Holidays or Other, and click on oras appropriateFor annual leave there is also the option to click onBalances screen. This will open the 'Holiday Details' screen:on the HolidayAbsence type: Select the relevant leave type from the drop down list.Absence period: There are various options 'Full day' or 'More than one day' plusan additional option of 'Part day' for annual leave. Depending on which one youchoose, other context-sensitive menus may appear. Part day (for annual leave only): This option allows you to request part of a singleday's annual leave. If you select this, you will be prompted for the Start Date andanother menu ('Morning or afternoon') will appear. To request a half day's annualleave, select 'Morning' or 'Afternoon' from this menu.Full day: This option allows you to request a full single day's leave. You will beprompted for the Start Date.More than one day: This option allows you to request one or more consecutivefull days' leave. If you select this, you will be prompted for the start and end datesof your leave.Use the ‘Notes’ field to add any extra information relating to your annual leave request.Your Reporting Manager will be able to read this information when they receive your annualleave request.Finally, to submit your leave request, click on thebuttonYou will receive a confirmation via email and your Reporting Manager will also receive anotification via email in order to authorise, reject or put your request on hold. Once yourReporting Manager has changed the status of your leave request (i.e. authorised, rejectedor placed it on hold), you will receive another confirmation via email.Viewing Holiday BalancesThis screen allows you to view your total and outstanding annual leave entitlement.On the Homepage, click on ‘My Holiday’Click onThe Holiday Balances screen shows the following information:
Holiday period: The calendar year to which the annual leave figures relateEntitlement: Your total annual leave allowance in hours, including 8 bank holidaysand 3 University closure days – pro rata where part-timeTaken: Any leave (including bank holidays and closure days) that has already takenplace.Scheduled: Any leave that is due to take place in the future. This includes anyholiday requests still awaiting authorisation and any bank holidays / closure daysthat have not yet taken placeBalance: The total of outstanding discretionary annual leave still to be taken duringthe current calendar year.Your annual leave entitlement is calculated using the Contractual Hours and WorkingPattern information recorded on the Current Jobs screen under My Employment. You mustensure this information is accurate (Please see ‘Annual Leave – Checking your Details’ formore information about how to do this).The hours and days recorded will determine what is deducted from your leave entitlement.For example, someone is employed on a 0.6 FTE contract and works a standard 7.3 hourday on Monday, Wednesday and Friday each week. If they request annual leave fromMonday to Thursday, their annual leave balance will be reduced by a total of 14.6 hours(2 days), i.e. Monday and Wednesday. The annual leave system will ignore Tuesday andThursday as they are not contracted to work on these days and therefore do not counttowards your annual leave entitlement.Where a Bank Holiday and Closure Day falls on a day you are contracted to work andyou do not work that day (because it is a Bank Holiday or Closure Day), the number ofhours you were contracted to work that day will be deducted from your total leaveentitlement. If a Bank Holiday and Closure Day falls on a day you were not contracted towork no deduction is made.Annual Leave - Checking Your DetailsIf you think that your annual leave has not been calculated correctly you should start bychecking that the information held about you and your position are correct.On the homepage, click on ‘My Employment’On the Employment screen, click on ‘Current Jobs’ under Job History.
On the Current Job details screen, check that your Reporting Manager, Contractual Hoursand Working Pattern are correct. When you request annual leave, it is important thatthese details are up-to-date because: Your Reporting Manager is responsible for authorising your annual leave request.If this is not correct, your request will not be sent to the right personYour Contractual Hours is used to calculate your total available annual leaveYour Working Pattern is used to calculate the duration of each period of annualleaveAll the information held in Self Service about your current jobs is read only; therefore ifyou find that any of the information held in this section is incorrect then you can inform usof this by completing form PD49 and sending it to the HR Services Administration team.Approving Annual Leave via Self Service (for Managers only)Click on the tab labelled ‘Tasks’ at the top of your Trent Self-Service (circled in red below):Click on ‘Tasks’ to list any annual leave requests.Once you have selected a leave request you will be taken into a screen where you shouldselect either ‘Authorise’ or ‘Reject’ within the ‘Action’ field and press SAVE. An emailconfirming the status of the annual leave request (i.e. authorised or rejected), will be sentto the employee via email.
FAQs - Annual LeavePlease note: This section only applies to staff who book annualleave using iTrent HR Self Service I haven’t requested any annual leave for the new leave year but iTrent says that Ihave ‘scheduled’ 80.3 hours.I am part-time and I don’t understand the leave entitlement shown in iTrent HR.I work part-time, Monday to Wednesday: what happens when a Bank Holiday fallson a Monday?I work part-time and part of my working hours are flexible.I have two part-time jobs with the University: how do I book my annual leave?I work mornings only: how do I book one morning as annual leave?I am leaving my job in the School of X to start another job in the School of Y on 1June 2010: what happens to my annual leave?I started working for the University part way through the holiday year: how doesiTrent HR calculate my leave entitlement?I am employed on a fixed term contract until 30 September, but iTrent HR says Ihave a full year's leave entitlement.What happens to my leave if I haven't used all of it by 31 December?I joined the University before 1999 and have some 'banked leave': is thisrecorded in iTrent HR?I work term-time: why can't I see my annual leave in iTrent HR Self Service?I was sick while on leave, what should I do?What happens if I try to book more annual leave than I have left in my balance?I have requested by final ‘full day’ of annual leave for the current leave year butiTrent HR shows I have an untaken leave balance of 0.3 hours – what does thismean?My manager is away and unable to approve my leave requestMy job with the University requires me to work on a Bank Holiday: how doesiTrent deal with this?I don't have a regular working pattern. Can I use iTrent to record annual leave?Q - I haven’t requested any annual leave for the new leave year but iTrent saysthat I have ‘scheduled’ 80.3 hours.A – These are in respect of bank holidays and closure days that fall on your working days– pro rata for part-time staff.Further information about Bank Holidays and University Closure Days can be found annual/Q - I am part-time and I don’t understand the leave entitlement shown in iTrentHR.A - Your annual leave entitlement will be calculated as follows: staff in grades A to D: 284.7 hours multiplied by your FTE (eg 0.5 for half-time)staff in grades E and above: 299.3 hours multiplied by your FTE (eg 0.5 for halftime)iTrent HR will then look at your working pattern to see which bank holidays and closuredays fall on days when you would normally work and deduct this from your leave ‘balance’so that the figure shown as ‘Balance’ in the ‘Holiday Balances’ screen at the beginning ofeach year, (before you have entered any leave requests) shows how many hours can betaken by agreement between you and your manager.All staff should check that the ‘work pattern’ in iTrent HR (go to ‘My Employment’ then
click on ‘Current Jobs’) correctly records their days and hours they work each day.Q - I work part-time, Monday to Wednesday: what happens when a Bank Holidayfalls on a Monday?A - Bank Holidays and University Closure Days are pre-loaded into iTrent HR. When a BankHoliday or Closure Day falls on a day you normally work and you do not work that day(because it is a Bank Holiday or Closure Day), iTrent HR will deducted from your leave‘balance’ the number of hours you were contracted to work that day. If a Bank Holidayand Closure Day falls on a day you were not contracted to work no deduction is made.Q - I work part-time and part of my working hours are flexible.A - Following her maternity leave, Lucy agreed with the University that she would returnto work for 3.5 days each week. 3 days (Tuesday, Wednesday, Thursday) are worked inthe office and the other half day is worked flexibly, at home, between Friday and Monday.This is recorded as a notional Friday morning in the iTrent HR ‘work pattern’ field.When Lucy takes a week’s holiday, she should request ‘more than one day’ and enter thedates for Tuesday to Friday – this will deduct 25.55 hours from her balance.Where bank holidays and closure days cover an entire week eg Christmas, iTrent HR willcorrectly deduct 25.55 hours from Lucy’s balance.However, iTrent HR will assume that Lucy is taking Good Friday as a bank holiday anddeduct 3.65 hours from balance when she should have discretion over when to take thisleave. This means that the Leave Administrator for her College or Service will need tomake an adjustment to her leave balance in iTrent HR.Q - I have two part-time jobs with the University: how do I book my annual leave?A - iTrent HR will aggregate together your annual leave entitlement for the two positions,so that it appears as a single record when you log in to iTrent HR Self Service.Example: you work Monday, Tuesday, Wednesday in one position and Thursday and Fridayin your second position.1. You want to request a single day of leave. If you request a Monday, iTrent HR willsend an email to the line manager for your first (Monday to Wednesday)appointment. If you request a Thursday, iTrent HR will send an email to the linemanager for your second (Thursday to Friday) appointment.2. You want to request a whole week of leave. If you enter this as a single request,iTrent HR will send an email to both your line managers but either of them canauthorise the request by clicking on the ‘authorise’ button. To avoid this, you shouldenter two requests – ie one request for Monday to Wednesday and another requestfor Thursday to Friday. Then each line manager will receive a separate emailinviting them to authorise your leave request.Q - I work mornings only: how do I book one morning as annual leave?A - Staff working on a part-time basis should check that the ‘work pattern’ in iTrent HR(go to ‘Employment’ then click on ‘Current Jobs’) correctly records their days and hoursthey work each day. When you request a ‘full day’ of leave, iTrent HR automatically takesaccount of the number of hours you work that day. So if your ‘work pattern’ in iTrent HRshows 3:30 hours for a Monday (because you work from 9am to 12:30pm), when yourequest a ‘full day’ of leave for a Monday, iTrent HR will deduct 3.5 hours from your holiday‘balance’. You should, therefore, request a ‘full day’ of leave if you are requesting the leaveon a day when you do not wish to attend work at all.
Q - I am leaving my job in the College of X to start another job in the College ofY on 1 June 2010: what happens to my annual leave?A - If you are moving to another job with the same hours (eg full-time to full-time), youruntaken holiday balance will transfer to your new appointment.If your hours are changing (eg you are moving from 0.5fte to full-time), your leaveentitlement for the year will be recalculated so that 5/12 leave accrues at 50% of the fulltime entitlement and for the remainder of the year leave accrues at the full-time rate.Similarly, if you are transferring from a grade D position to a grade E position, your leaveentitlement for the year will be recalculated. Your untaken holiday balance will transfer toyour new appointment.At the earliest opportunity after you are notified of your new appointment, you shouldspeak to both your current line manager and your new line manager to discuss your annualleave arrangements.Also, please check your leave entitlement once you have started your new position andcontact sidhr@exeter.ac.uk if it is not correct.Q - I started working for the University part way through the holiday year: howdoes iTrent HR calculate my leave entitlement?A - The Conditions of Employment ( http://admin.exeter.ac.uk/personnel/terms conds.shtml)state that (section 8(g)): The annual leave entitlement for staff joining or leaving theemployment of the University during the course of the year is proportionate to theircompleted service during the leave year.Fixed days (ie Bank Holidays and University Closure Days) are additional – ie someonestarting work (in a grade E full-time role) for the University on 1 March would be entitledto Good Friday and Easter Monday (and the Bank Holidays and Closure Days which follow)in addition to their 10/12 of the full year leave entitlement. So iTrent HR would show anentitlement of 255.5 hours and an untaken balance of 182.5 hours.Someone who started on 1 December (in a grade E full-time role) would be entitled to thefull Christmas closure regardless of their accrued holiday.Q - I am employed on a fixed term contract until 30 September, but iTrent HRsays I have a full year's leave entitlement.A - If your employment at the University is expected to end during the current calendaryear (for example if you are employed on a fixed term contract or are planning to retirethis year), iTrent HR calculates annual leave entitlement based on their actual employmentend date, which is only entered once it is certain that an employee is leaving.However, the Conditions of ms conds.shtml) state that (section 8(h)): If anemployee whose employment ends during the year has taken more days of leave thans/he has accrued up to their final date of employment, then a deduction will be madefrom their final salary payment.To avoid the University having to reclaim any overpayment from fixed term staff who leavebefore the end of the leave year (31 December), both the employee and their managershould ensure that they do not request/authorise leave which takes them over their prorata entitlement for the part of the year covered by their current contract of employment.The ready reckoner nual/) on theAnnual Leave pages of the HR Services website can be used to calculate the entitlement up
to the end of the current fixed term contract.Q - What happens to my leave if I haven't used all of it by 31 December?A - You should note that there is no entitlement to carry forward leave, but yourDean/Head of College/Service or other senior manager may give you permission to carryforward up to 36.5 hrs (equivalent of 5 days’) leave where it is not possible (eg foroperational reasons) for you to take all your leave entitlement before 31 December.Although iTrent will automatically carry forward up to 36.5 hrs unused annual leave to thenext calendar year, it is essential that you obtain your manager's agreement to this. Anybalance carried forward must be used in the first 4 months of the new calendar year. ofEmployment(http://admin.exeter.ac.uk/personnel/ docs/conditions of employment.pdf)Q - I joined the University before 1999 and have some 'banked leave': is thisrecorded in iTrent HR?A - Banked leave, which only applies to a limited number of support staff who joined theUniversity before 1999, is not recorded within iTrent HR – your College or Service shouldmaintain a separate record of this.Q - I work term-time: why can't I see my annual leave in iTrent HR Self Service?A - The Conditions of Employment (http://admin.exeter.ac.uk/personnel/terms conds.shtml)state that (section 8(l)) staff working on a term-time basis may not take leave duringterm-time and that their pro-rata paid leave entitlement is taken on unspecified daysduring the vacation periods. Consequently, ‘term-time staff’ do not have discretion overwhen they can take their annual leave.Q - I was sick while on leave, what should I do?A - If, following your return to work, you are able to present a medical certificate coveringyour absence, the period of annual leave you were unwell can be reinstated. If any of theleave you previously requested has already passed then it will not be possible for you tocancel the request via iTrent Self Service and it will be necessary for the ‘LeaveAdministrator’ for your College/Service to make the adjustment in iTrent HR. For ms conds.shtml)Q - What happens if I try to book more annual leave than I have left in my balanceA - iTrent HR will allow you to request more leave than you have left in your balance. Thiswill show on both the confirmation email you receive and the email sent to your linemanager that your balance is negative (marked in red). Clearly employees should ensurethat they do not request more leave than they are entitled to take.With effect from 31 December 2015 any negative balances will be carried forwarded anddeducted from the new calendar year.Q - I have requested my final ‘full day’ of annual leave for the current leave yearbut iTrent HR shows I have an untaken leave ‘balance’ of 0.3 hours – what doesthis mean?A - iTrent HR will calculate leave entitlement and the figure will not always equate to a fullor half day and a small remainder will be shown. This remainder will automatically becarried forward to the following calendar year.
The rounding arrangements normally applied by the University via the ready reckoner onthe Annual Leave pages of the HR Services website (see ‘Staff joining/leaving mid-year’and ‘Information for part-time staff’ at ll not apply.Q - My manager is away and unable to approve my leave request?A - You should forward the email you have been sent by iTrent HR confirming your leaverequest to your manager’s manager, asking them to approve your request. Your manager’smanager should respond direct to you by email and copy their response to the iTrent LeaveAdministrator for your College/Service who will input the necessary action in iTrent HR.If your line manager is going to be away from an extended period of time, they can loginto iTrent as a People Manager user and arrange for all leave requests to be redirected toanother member of staff to be actioned.Q - My job with the University requires me to work on a Bank Holiday: how doesiTrent deal with this?A - iTrent assumes that if a Bank Holiday or Closure Day falls on a day you normally work,you are on holiday on that day and a deduction is made to your leave ‘balance’. If in factyou are required to work, then it will be necessary for the Leave Administrator for yourCollege/Service to mark this as ‘Not taken’ in iTrent so that your leave ‘balance’ iscorrected and you are able to request alternative time off on another day.Q - I don't have a regular working pattern. Can I use iTrent to record annualleave?A - iTrent uses your working pattern to calculate how much leave should be deducted foreach full or half day of leave taken as annual leave, bank holiday or University closureday. If you
This is the User Guide for iTrent Self Service. Self Service is a tool that allows all University of Exeter staff to view and, in some cases, update some of the information that the University's Human Resources database, iTrent HR, holds on you and your position. Please use the menu to the left to navigate this User Guide.
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Self-Service & Manager Self-Service :: User Guide Need to add to, update, or delete your contact information? You can enter phone and email information into SABHRS HR Self Service. 1. Log in to SABHRS HR Self Service 2. Click the Personal Details tile 3. Click Contact Details on the left-hand side of the screen. PHONE. ADD A NEW PHONE . 1 .
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The Self-Service Data Preparation Guide contains information for business users and data scientists about accessing, preparing, enhancing, and sharing data using an interactive spreadsheet-like interface. Self-Service Data Preparation User Guide Self-Service Data Preparation Guide for SAP Data Intelligence PUBLIC 3
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Self Service Password Reset (SSPR) Purpose of this User Guide . This guide is intended to aid and serve as a "how to" for all users as they enroll in Self Service Password Reset (SSPR). This same procedure can be used to update your SSPR settings. Tools and Terms . Self-Service Password Reset (SSPR)
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