Online leave recording using iTrent
Introduction
iTrent is the University’s HR & Payroll System.
All employees have access to iTrent for Employee Self Service (ESS) and, for those individuals designated as being a line manager, for Manager Self Service (MSS).
iTrent will replace the existing, largely paper-based systems to request, approve and record leave (holiday and sick) electronically.
All leave entitlement and outstanding balances are automatically calculated, with all information entered once, into a single, secure system, which is easily accessible by both the employee and their manager.
Employee Self Service (ESS) will be used for:
- Requesting and recording annual leave
- Requesting and recording Time Off in Lieu (TOIL) that has been built up
- Recording return from sick leave and ending of the sickness period
Manager Self Service (MSS) will be used for:
- Approving requests to take annual leave and Time Off in Lieu (TOIL) requests
- Recording reported sickness absence / sick leave, reason and the expected return to work date
Total holiday entitlement includes the following = Annual Holidays + Bank Holidays + Discretionary Days + Carry Over from last year
Please note:
Holiday is booked in days or half days only, though the underlying calculations are calculated and displayed in hours.
What does this mean for me?
Online leave recording is being rolled out across the University in stages and, once your department has been set up, all requests for leave will then need to be made via iTrent.
Information on the processes for holiday and sickness is available, along with podcasts of all of the main processes.
What do I need to do now?
1. Check your working pattern
The working pattern is the days that your contractual hours are split across your working week. The working pattern will show your contractual hours and then the number of hours and minutes you are currently set up to work each day. Please note that for the terms of the calculation it is assumed that a "standard" working day at the University is 7 hours 18 minutes (calculated as being 36.5 hours, spread evenly across 5 days), though part-time staff will have the appropriate deductions calculated on a pro-rata basis.
Check your working pattern here now
2. Check your holiday carryover from last year
If you have any unused holiday from last year, please check that it has been added to your entitlement.
To check, please login to Employee Self Service and review the Holiday Balances Screen. If there are any inaccuracies, please contact your Line Manager or the designated contact within your department.
3. Update iTrent will all your holidays that have been taken or are scheduled within this holiday year
As we transition to using iTrent for recording holiday, it is important to transfer all the holidays that you have already taken or scheduled within this holiday year. Please input these holiday dates, using the holiday booking process within iTrent. The requests will then be submitted to your manager for approval.
If you experience any problems, please review the iTrent Support site
Thank you
