Why are we having a new system?
In April this year our payroll and HR systems will no longer be supported by the current provider, giving us the opportunity to invest in a new multi-functional system.
What is it?
iTrent is an HR, Payroll and Training system which combines our existing databases into one streamlined point of access. It is a simple web based application that can be accessed from any computer, Smart phone, tablet or Smart TV.
What is the self-service portal?
This is the part of the system that is exclusively for you. It allows you to access your payslips; view and update your personal details, view and amend your bank details, request annual leave, view your annual leave entitlement and view any other absences you have had.
In the future you will also be able to request and view your training through this portal.
How can I access the self-service portal?
You will be supplied with an internet link so you can access the system from any device, in any location that has internet access. This link is completely secure and password protected.
You will be given a unique user name and password to make sure that only you can access your information.
How do I access my payslip?
While you get used to the new system, you will still receive your payslip via email but you will also be able to access it through the self-service portal. From June 2018 onwards it will only be available through the portal. You will have the option to view, download and print your payslip as required.
When will my payslip be available?
From 1st April 2018 your payslip will be available on the self-service portal on or after your pay day. Your pay slips will remain stored in the portal for the duration of your employment with Creative Support. Your P60 will also be stored in the same area as your payslip.
Payslips and P60s prior to 1st April 2018 will not be held within the portal, so you should retain the copies that you have received via email or post.
What do I do if any of my details are wrong?
You can amend most of your details by going into the relevant screen in the self-service portal.
There are certain changes that require further authorisation before they are live in the system as supporting documents are required, such as changing your name. In this scenario you will need to make the change in the system and send the supporting documents to HR within 2 weeks for the change to be implemented.
If my marital status changes do I need to submit evidence?
You will only be required to submit the supporting documents if a change in your marital status results in a change in your name. If you only wish to change your marital status this can be done without any further authorisation.
What if there is an error in my details but the system won’t let me make any changes?
You will need to inform your line manager or HR.
What happens if I want to cancel a holiday I have booked?
There is an option to delete a holiday request, even if it has been approved. When cancelling an authorised holiday you should inform your line manager prior to performing this action.
If I have 4 days annual leave left and want to book 5 days, with the additional day as TOIL, how can I do that?
The 4 days leave will need to be booked through the self-service portal. You will claim the TOIL day via your timesheet as you currently do.
Who can see my information?
The system is completely secure and only senior managers directly involved in generating your pay or processing your HR information will have access to personal and sensitive information held about you.
What happens if I forget my password?
The self-service portal will require you to set a memorable question and answer when you first start using it. If you forget your password you will have the facility to re-set it, providing you can answer your memorable question correctly.
In the event of you being unable to re-set your password you will need to contact a system administrator at Head Office.
What do I need to do?
It is really important that you read all the information we send you, especially the emails, so that you don’t miss any important information that may affect you.
I am a manager, what does this mean for me?
You will use the self-service portal as above but you will also be able to manage and approve leave requests for your team. This is a simple process and will help you by reducing the amount of paper you have to deal with, avoid lost forms and prevent duplicate or inappropriate requests. As each stage of the system is implemented we will notify you and support you with training and user guides.
I am not very confident using the computer, how will I manage this new system?
iTrent has been chosen for its ease of use. As each element of the system is made available full training and support will be given. There will be a user guide available along with trained individuals across the country who will be able to help you and answer your questions.
Are there any other features that will be included?
iTrent has many other functions which will be released over time, including the facility to book training and access your training record.
I have a question which I can’t find the answer to, who should I contact?
We have set up a dedicated email account for your queries firstname.lastname@example.org