Employee Self-Service (ESS)
As a member of staff you will automatically have access to iTrent for ESS. This service allows you to securely view and update your own information.
You can access ESS here.
What you can view and update on ESS
After logging into ESS you can view and update the following information. Guidance on how to do this can be found under each of the links below:
- View Profile - personal information and job & HESA 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 page.
Keep your data up to date
It's important that you check your own details on each screen and keep it up to date.
Data that can be changed, amended or deleted is often shown with a drop-down menu. Data that cannot be changed is greyed out and any changes should be made by your line manager or by HR.
If you are 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 contact email@example.com.
Manager Self-Service (MSS)
As a line manager, you will need to register to use MSS to be able to view and update information on your team. Once registered, you will need to enter your University username and password to be able to access MSS.
You can access MSS here.
What you can view and update on MSS
You will only have access to specific information on iTrent and only on the staff you line manage. You will not be able to view sensitive information such as the protected characteristics of your staff (e.g. disability, gender, race, age, etc).
Further guidance on what you can view and update in MSS can be found under each of the headings below:
- accessing and updating your employees' information, including authorising leave requests and adding a sickness record
- uploading probation documents
- uploading SDPR documents
- authorising e-Timesheets
Off campus access to iTrent
You can access ESS off campus, but MSS is only accessible off campus via Virtual Private Network (VPN).
If you are unable to connect via VPN and have an annual leave task to consider, you may want to notify the requestor of your decision outside of iTrent. You can then update iTrent upon your return to campus.
If you are unable to connect via VPN and you have been notified that one of your reportees has submitted an e-timesheet for your consideration, this could delay your reportee from receiving payment.
If it is likely that the timesheet won't have been approved by the 5th of the month, you can contact DDaT to request that the task be redirected to your delegate. In the email you will need to detail the task that should be redirected and the name, University user name and position of the person to whom the task should be redirected.
Out of office/vacation message
Please do remember that you can redirect your tasks within MSS before you go away by selecting the 'Task redirections' link on the right-hand side of the MSS dashboard and entering the redirection details.
iTrent Privacy Notice
The University is committed to being transparent about how it collects and uses your data and to meeting its data protection obligations. Please visit our iTrent Privacy Notice webpage for more information on this.