Human Resources

Employee Self Service (ESS) Frequently Asked Questions

Why am I receiving an E-payslip?

Further guidance on e-payslips.

How do I add contact details in ESS?

Guidance on adding contact details is available

I have less than half a day of my annual leave entitlement, what can I do?

iTrent is configured for annual leave to be booked in whole days or half days and the underlying calculations are in hours.

This can lead to a small amount of hours remaining as part of the annual leave entitlement towards the end of each leave year.

Any unused leave entitlement will carry over into the next leave year and all staff are able to carryover up to a maximum of 1 week of their contractual hours.

However, if  you do want to take this leave in the current leave year, please contact your manager as they will need to make an adjustment via Manager Self Service (MSS).

I'm on a fixed-term contract, how do I pro-rata my holiday 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 November, will only be entitled to half of the annual entitlement, but iTrent will show the total entitlement from November to 31 August the following year. 

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.

Can I view the leave calendar of my colleagues?

Yes: iTrent has functionality called Peer groups, which enables individuals to view the leave calendars of their colleagues via ESS.  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 ESS securely at the University, how can I access ESS?

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 ESS, 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.  Check MSS Faqs for which browsers are supported in MSS.

What is the Hospitality Staff Working Pattern?

Due to the rota management, Hospitality staff only in AHS have a pattern of

36.5 A&H M 7:30 T 7:30 W 7:30 T 6:30 F 7:30 S 0:00 S 0:00.

With the standard pattern being 7.3 (7hrs 18mins) it was agreed that this would be difficult to manage when a team member had booked less than a week annual leave.
As typically this would prompt the question of how many hours are deducted from the balance and how many hours are they expected to work for the remainder of the week to fulfil their contract.
Rotas are written with start and finish times at 00/15/30/45 of the hour and timesheets calculated the same to know when lieu or overtime is to be applied.
Thursday was chosen as the short day as this has the least Bank/Uni Holidays (therefore less pattern overrides required) because the agreed procedure is that the short day will be the fifth day of annual leave.