Welcome to your iTrent training hub

Employee Self-Service

 iTrent is a modern HR and Payroll system that brings together key processes like managing absences, timesheets, and expenses into one easy-to-use system — making everyday tasks simpler, more consistent, and more efficient. It expands the range of functions too, while ensuring that all the basic HR and payroll functions we need to pay you all remain in place.

This training hub supports a key user group:

  • Employees – For employees who view payslips, request annual leave, submit overtime, and file mileage claims.

This page gives you access to supporting materials you can dip in and out of whenever you need — including video replays and topic-specific guides. These will be updated as the system evolves, so feel free to revisit them anytime for a refresher.

Employee Self-Service

iTrent provides you, as an employee, a dashboard from which to access all of your information and tools from a single point that is referred to as ‘Employee Self Service (ESS)’. The ‘Employee Dashboard’ provides widgets and menus to give you access to functions associated with the ESS model including the following:

  • view and update your personal data
  • access your personal security settings
  • view your payslip and base pay details
  • view the status of any claims that you have made

For companies who are using the more advanced employee self-service options, this will be the central place from which to:

  • record and update your claims including overtime and expenses
  • check the status of claims made
  • view absence details

You may also have access to book annual leave or other absences (if your company has enabled this or if your T&Cs permit), review and update your performance management review, book training courses or view internal vacancies.

Getting Started

In this area, you’ll find manuals and videos designed to help you get up and running with the system. The materials below will guide you through logging in, navigating and moving around the system, understanding what the various symbols mean, and becoming familiar with the initial system views and your own personal data.

Training Guides
Video Tutorials

Time Management

By clicking the Time symbol in the left-hand menu, the dashboard view will update to allow you to view your weekly schedule, book leave or record other absences, and submit overtime claims.

Training Guides
All Things Absences
Inputting Annual Leave
Submitting Overtime
Video Tutorials

Pay

This guide provides details on how to view/download payslips and P60s. It also shows you how to view salary information.

Training Guide
Viewing Salary Information, Payslips and P60s
Video Tutorials

Requests, Surveys and E-Correspondence

This menu provides training guides on how to complete requests, surveys, and e-correspondence.

Training Guides
Requests and Surveys
Signing E-Correspondence

Expense

From here, you’ll be able to:

  • Make expense mileage claims with/without passengers
  • Check the status of your claims
  • Check the mileage claimed for in the last 12 months

Please see the Updating Personal Information guide, in the Getting Started section for details on how to add a private vehicle.

Training Guide
Submitting Expenses
Video Tutorial

Employee Self-Service FAQs

When downloading a payslip, where will it go?

When downloading your payslip, this will download according to your Browser settings.

Will employees get an email to say that the payslip is now available on iTrent or do they just have to remember to check?

Employees will need to log into the system to see their Payslips, they will not receive a notification.

Will the balance information be in days or hours?

Annual Leave is held in decimal hours. 

Are bank holidays included in the total?

Yes, the bank holiday hours will be included in the total entitlement. The hours for the bank holiday will appear as booked time off, so it will not impact your remaining hours. The remaining hours will show the time that is available for you to book. 

I am part time, does the salary in the salary screen reflect this?

The salary details is shown in the contract details screen. This screen shows both the FTE Salary and the Actual salary pro rated to the employees FTE 

Will managers receive a notification of all changes made by staff?

No, not all changes will be notified to managers. 

Can you amend the working week?

Only a Manager, Business Manager or Administrator, can amend working weeks. 

How do you tell if it's a mandatory or optional field?

All mandatory fields will be prefixed with a * to indicate it is a mandatory field. 

Will leave requests automatically generate Outlook calendar entries for employees and managers?

No, leave requests will not automatically generate Outlook calendar entries for employees or managers at go-live. We will investigate the possibility of this functionality after the system is live.

 

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