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Manage your personal and payroll information on Employee Self-Service (ESS)

ESS is part of iTrent, the University's HR and Payroll system which allows you to securely view and update your personal information.

Using ESS

Information on what you can view and update on ESS.

As a member of staff, you will automatically have access to ESS on iTrent. Once you've logged on to ESS, you can view and update the following information under each of these headings:

  • View Profile − personal information and job details
  • My Time − sickness and leave
  • My Pay − payroll details and e-Timesheets
  • Learning − learning and training events

These headings can be found under the main menu on the left-hand side of the ESS dashboard.

Have a look at our user guides for more information.

iTrent Offboarding Portal

The iTrent Offboarding Portal enables you to access/download your P45 and other Payroll documents after you leave the University. Please visit our Offboarding Process webpage for further information.

In order to access the iTrent Offboarding Portal you will need to ensure that your personal email address and E-preferences are up to date in ESS prior to your leaving date. Please see our user guides for further information on how to do this.

Keeping your data up to date

Your responsibilities for keeping your personal data updated.

It's important you check your details on each screen and keep your information up to date. Data that can be changed, amended or deleted by you is usually shown with a drop-down menu. Data that cannot be changed by you is greyed out and any required changes to these areas should be made by your line manager or by HR.

If you're a sponsored visa holder, you have a responsibility under the requirements of your visa and contract of employment to report any changes that may affect your immigration status to the University directly and without delay. This includes any changes to your contact details. 

As an employer and sponsor licence holder, we also have a duty to report to UK Visas and Immigration (UKVI) any change in worker circumstances within set timeframes.  Please read our guidance on your Points-Based Immigration System responsibilities for further information.  If you are unsure about any aspect of the visa reporting process, please email the Staff Immigration Team at

iTrent Privacy Notice

The University is committed to being transparent about how we collect and use your data and in meeting our data protection obligations.

Find out more and get started

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