Employee Self Service Frequently Asked Questions

• The login page seems to freeze
• Fixed Term Contracts (annual leave entitlement)
• How can I view the leave calendar of my colleagues?
• I do not have access to a computer and am unable to use Employee Self Service
• What web browsers can be used to see ESS?

The login page seems to freeze

Some users have experienced an issue during the login. If this happens, please press F5 on your keyboad and this will refresh the screen, you should then be able to login. If this happens next time you login, you may need to clear the cache within your browser.

To clear the cache in Internet Explorer:
Go to Tools -> Internet Options -> General tab -> Browsing History -> Delete... Then *untick* the first box (Preserve Favourites website data), tick all the other boxes, hit Delete and wait.

Fixed Term Contracts (annual leave entitlement)

iTrent shows the holiday entitlement for the full holiday year (or from your start date, if you commence within the holiday year), which means that if you are on a fixed term contract, your entitlement shown on ESS will need to be reduced by the proportion of the year you are expected to be working.

• Example A: someone with a 6 month contract will only be entitled to half of the annual entitlement, but iTrent will show the full year's entitlement in ESS.
• Example B: someone with a 6 month contract starting in August, will only be entitled to half of the annual entitlement, but iTrent will show the total entitlement from August to 31st March

This has been identified as an area for improvement and an enhancement to reflect actual holiday entitlement for people on fixed term contract is being developed.

In the meantime, please ensure to make the appropriate pro-rata adjustments, as holiday taken in excess of entitlement would be subject to repayment within the final pay.

How can I view the leave calendar of my colleagues?

iTrent has functionality called Peer groups, which enables individuals to view the leave calendars of their colleagues via Employee Self Service.
To view the calendar, go to "Book a holiday" in ESS and, if it is set up,  there will be a Peer Group Calendar option, click on the + sign and you'll be able to see the calendar of your colleagues.
Peer Groups do require initial configuration. If you want a Peer Group to be set up, please contact your departmental contact with the details of the group (group name and people within it).
People can be in more than more grouping, but each grouping must not exceed 20 people.

I do not have access to a computer and am unable to use Employee Self Service

There are a large number of computers on the campus and the system can also be accessed from any computer with internet access.

If, for whatever reason you are unable to use Employee Self Service, please speak with your manager in the first instance and they will work with you, to find a solution that is most appropiate for your needs.

What web browsers can be used to see ESS?

Internet Explorer, Firefox, Safari (Please check MSS Faqs for which browsers are supported in MSS)