HR 21 – Employee Self Service User Guide
Contents
1. this must be ticked or employee will not be able to submit a claim e There should be a tick already in Valid Own Vehicle Use Form e Click Save DATA LABEL PUBLIC Page 12 of 22 Example Licence amp Certs screen Licences amp Cert Details DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Records vehicle documents held by staff members Manager use only To update existing users documents please change expiry date only To add new users documents please enter the date you checked your employee s documents in First Checked Expiry date will automatically populate Tick must be in Required for mileage claims Notes Attach Print Help Licence Certificate Driving Licence First Checked 1 09 2014 Expiry Date 1 09 2015 Oem Vehicle Use Fam Driv Lic 10yr Photo Expiry Date Required for mileage claims iH Licence Certificate First Checked Expiry Date Own Vehicle Use Form Driv Lic 10yr Photo Expiry Date Driving Licence 1 09 2014 1 09 2015 Insurance Business Use 1 08 2014 1 08 2015 MOT Certificate 1 09 2013 1 09 2015 Page 1 of 1 3 items DATA LABEL PUBLIC Page 13 of 22 6 HOW TO ACCESS AN EMPLOYEE REQUEST HR21 allows employees to submit claims for overtime mileage and expenses Once a claim has been submitted for approval you will receive an automated email advising you that there is a Claim requiring your approval If you do not approve the claim within the 7 day period it2. Guide Refresh Add Verify Save Delete otes Print Help Group by Staff Namea Type Staff Name 5 Staff Name TEST E Updates Mileage Claim 31 03 2013 _ gt Select Action p 31 03 2013 Select Action Do not use 31 03 2013 Select Action Expenses Claim Expenses Claim Page 1 of 1 3 items Employee and Manager Site Map Version Copyrigt 2012 Frontier Software All rights r rved Frontier Self Service Software S i software HR amp Payroll Solutions Sof es vices vwa frontiersoftware com SS vba Mies tee ERCOLLESGA i CUSTOMER RYICE EXCELLENCE C x rx Sy 4 D N PEOPLE westlothian gov uk rg West Lothian Staff Payroll Leave HR Options Staff Member 9999996 Title Mrs Surname amp Initials Testor T First Name Test Date Joined 28 10 2011 Position HR Manager Staff gt Requests z Requests DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL All timesheets submitted by your staff waiting on your approval will show here The process to approve or decline is detailed in the Manager s Guide Refresh Add Verify Save Delete Notes Attach Print Help Group by Staff Namea Type Staff Name Select Action Staff Name TEST E Mileage Claim TEST E 28 02 2013 Approve Expenses Claim 28 02 2013 Decline 28 02 2013 Select Action Qe Select Action Timesheet Application TEST E Approve Decline f 1 Page 1 of 1 3 ite
3. Service Unit gt Select required report from drop down menu under Options gt Select relevant Service Unit Designated managers will only have access to run their own service unit gt Click on Save gt Report will show all employees processed Mileage claims within that service unit gt If you wish to print report when report is visible on screen click the print icon in corner on print Drag a column to this area to group by it Mth End Date Claim Date Journey from Journey to Claim Reason Same process applies to all reports by Service Unit DATA LABEL PUBLIC Page 21 of 22 9 HOW TO EXIT HR21 lt is important to ensure that you always securely log out of the system by clicking on the door icon in the top right hand corner of the screen m amp a CAA 4 INVESTORS westlothian gov uk West Lothian UNN E IN PEOPLE FoM Sg Staff Payroll Leave HR Options E View Self Staff Member 9999995 Title Mrs Surname amp Initials Test Z First Name Zoey Date Joined 23 06 2003 Position HR Worker Previously Visited Pages Leave gt Sickness Trigger Record CHR Employee and Manager Site Map Version Copyright 2012 Frontier Softwere All rights reserved Fro ntier Solutic Self Service HR amp Payroll ons Software Services ywvav frontiersoftware com DATA LABEL PUBLIC Page 22 of 22
4. can only be accessed from a PC connected to the council network When you are first set up on the system you will receive confirmation of your login ID and password from HR Services Your login ID is your employee number and you will be required to create a new password the first time you login to the system This is the screen which will appear when you have entered the one time password issued by HR before you create a new password you must re enter your old password in the pink box Passwords issued by HR becomes your old password CUSTOMER EXCELLENCE pE x gt INVESTORS westlothian gov uk iii West Lothian Before you enter BRE017 Password expired You must new DaSSwoO rd you Login ID SE repeat the old password in the pink box then create a new passwor mMm ust enter you r Password BRE103 Access has been denied New Password old password in the a pl n k box Contact HR if you have forgotten your password Gis Employee and Manager Jersion Copyright 2013 Frontier Softwere ll rights reser I rontier P so ware iR amp Payroll Solutions Softwere Services H Self Service Do not use the back button to navigate through screens as this will lock you out of the system To go back to a previous screen click on Previously Visited Pages There is an online help function and relevant user information provided on each screen When you log in your own personal details will appear on the tool bar LEN
5. own car expiry dates in this screen should be amended accordingly DATA LABEL PUBLIC Page 10 of 22 5 1 2 Adding New Users Managers are required to add all document details for new users Once the documents have been verified you should Select the relevant employee from your Staff list Select Licences amp Cert Details from the HR drop down menu Click on Add Select document type Enter date document checked in First Checked Expiry Date will automatically update lf employee s car is not eligible for an MOT at this time Date of car registration should be entered in First Checked and Expiry Date should be changed to three years from date of car registration When adding driving licence also enter expiry date of 10 year photo driving licence card Tick Required for mileage claims this must be ticked or employee will not be able to submit a claim Tick Valid Own Vehicle Use Form Employee has completed form and it has been authorised by their Head of Service Click Save Follow same process for each document to be added DATA LABEL PUBLIC Page 11 of 22 5 2 Annual Review of Existing Users At the annual review period managers are required to update details of the expiry and review dates for the following 1 Employee Driving Licence and 10 year Photo Card 2 Insurance Policy stating that they are insured to use their vehicle for work purposes 3 MOT Certificate e f employee s car is not eligib
6. required from e o view or print e g Emp Mileage Report by Date gt gt gt Select required report from drop down menu under Options Enter date report is required from should always be a month ending date e g 30 04 14 Click on Save Report will show all employees processed Mileage claims from that date onwards If you wish to print report when report is visible on screen click the print icon in corner on print Drag a column to this area to group by it Mth End Date Claim Date Journey from Journey to Claim Reason Same process applies to all reports by date DATA LABEL PUBLIC Page 20 of 22 Example Employee Mileage by Service Unit Emp Mileage by Service Unit x Refresh Save Print Help Choose service Business Miles Greater than 0 And Serv Unit Equal to a unit from drop Field Picker Code Search down list Empl Code Cost Centre Description Self AAAB AAAB Adult Basic Education ACAC ZZ ACAC ZZ Arts amp Culture ADAM ADAM Adult Mental Health ADBA ADBA Bathgate House ADBR ADBR Brucefield House ADBS ADBS Blackburn Support Serv ADCA ADCA Clarendon ATC ADCI ADCI Community Inclusion Team ADDH ADDH Deans House ADDT ADDT Drugs Team ADEA ADEA Eliburn ATC ADIN ADIN L D Independence Team ADMA ADMA Adults Management ADMH ADMH Incapacity amp Mental Hlth ADMT ADMT Mental Health Team 12 Current Only gt Toviewor printe g Emp Mileage by
7. 2 14 0 00 0 00 0 00 Page 1 of 1 6 items Page 9 of 22 5 DRIVING LICENCES INSURANCE AND VEHICLE MAINTENANCE Heads of Service must arrange to carry out a review of the driving licences for all employees undertaking business mileage and review insurance and vehicle maintenance details of those employees agreeing to use their own vehicle for business mileage Thereafter those documents must be reviewed on an annual basis Full details of the policy requirements can be found at httpo www westlothian gov uk CHttoHandler ashx id 1665 amp p 0 5 1 NEW USERS Employees using own car for business journeys 5 1 1 Own Vehicle Use Authorisation Application Form Managers must ensure that all new users who are to use their own car on Council business complete an Own Vehicle Use Authorisation form This form can be found at http www westlothian gov uk CHttoHandler ashx id 1670 amp p 0 The application must be authorised by the Head of Service prior to an employee using their own vehicle on council business In authorising the application Heads of Service must confirm that the employee s necessary documentation Driving Licence Insurance and Vehicle Maintenance is current and valid Thereafter those documents must be reviewed on an annual basis by the line manager Forms should be retained by relevant service Employees are not required to complete an annual renewal form If at any time an employee is no longer eligible to use their
8. BEL PUBLIC Page 8 of 22 4 4 HR The HR drop down menu provides access to employee information including home address and contact details You will also find position information including hours and place of work uba 4 Sy INVESTORS IN PEOPLE Staff Payroll wies tee becukiaees EFQOM CUSTOMER oa x RVILE EXCELLENCE py westlothian gov uk rg West Lothian Leave HR Options View Self Steff Member 9999995 Title Mrs Surname amp Initials Test Z First Name Zoey Date Joined 23 06 2003 Position HR Worker Previously Visited Pages HR gt Position Details Position Details Mrs Test Z DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Your employment history with the council can be viewed here Refresh Add Verify Sav Notes Attach Start Date Position Ref No 3SU116 Cost Centre A069 Status 1 11 2012 End Date HR Worker 40133 Operations amp Reward Part Time Permanent Occupancy Nominal Position Hours Per Week 22 50 FTE Percentage 62 50 Paid Weeks Year 52 14 Weeks Worked Year 52 14 Search 0 Start Date End Date Position Ref No Paid Weeks Year Weeks Worked Year 1 11 2012 HR Worker 52 14 52 14 1 08 2010 1 10 2007 1 03 2007 1 07 2005 23 06 2003 31 10 2012 31 07 2010 30 09 2007 28 02 2007 30 06 2005 Clerical Assistant Clerical Assistant Clerical Assistant Clerical Assistant Supply Clerical Assistant DATA LABEL PUBLIC 52 14 52 14 52 00 52 00 52 00 52 14 5
9. CE m y INVESTORS i West Lothian SE K J N PEOPLE westlothian gov uk fiip EXCE Staff Payroll Leave HR Options Staff Member 9999996 Title Mrs Surname amp Initials Testor T First Name Test Date Joined 28 10 2011 Position HR Manager z Details x Employee and Manager Site Map Version Copyright 2012 Frontier Softwere All rights reserved Frontier Self Service R amp Payroll Solutions Softwere Services vwav frontiersoftweare com ieee DATA LABEL PUBLIC Page 5 of 22 4 HOW TO VIEW YOUR STAFF 4 1 Staff Clicking on the Staff option from the Staff drop down menu will bring up a list of all the employees who report to you om N mmm i 3 INVESTORS westlothian gov uk re West Lothian Samant Ba IN PEOPLE uf EFOM Ep Options CHR Employee and Manager Site Map Version Copyright 2012 Frontier Softvere All rights reserved Frontier Self Service HR amp Payroll Solutions Software Services vwaz frontiersoftvware com gottware To access a record click on the employee name and their details will appear in the tool bar 2 A e Le Nge westlothian gov uk West Lothian eat E IN PEOPLE y EFOM gsx taff Payroll Leave HR Options SSS 5 Staff Member 9999995 Title Mrs Surname amp Initials Test Z First Name Zoey Date Joined 23 06 2003 Position HR Worker TA Staff DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL To view your full list of employees click Expand All To find
10. DOW Times West Lothian Council re HR21 Employee amp Manager Self Service Manager User Guide HR Services January 2015 Version 10 DATA LABEL PUBLIC Page 1 of 22 1 2 3 4 5 6 T 8 9 Contents WRHATIS HR2 Mi ta tach Ei a gaa aac Aa Carat ae 3 PASSWORD PROTECTION srpna A me gvastmaevaetksoouactane 4 2 1 AS SWONGUIA IOS vareisl wa cotinannnnatvamndasancnamest xem tabcanmn sactbemncatanenameotnaneaatensenaecsammaateannaneees 4 2 2 PassWord EXD incre ieii er aaa T E LA T OE EE R 4 2 3 Locked Accounts Password Resets cccccseececeeeeeeeeeeseeeeseeeeseeeeseeessaeeeseneessneeeeees 4 GETTING STARTE Dissero a Ena twins etoncnntntt atecssons 5 HOWTO VIEW YOUR STARF serrr eee iesmbeteeaarewiaccenstt 6 4 1 E EET A EA sees nates caine ecm Dean hte oe agen mR E EA ee eee 6 AZ PAYTON setuenns tena desannaambasinna a hele dnidinmbaainnd dake bandambaGinntda he wandambacnnadaaeanaienn 7 4 3 PS VS tec Gears eae gan cen nee Grae tees One ecohte Gua iene en Geos ce ueantune uae na ecence tts 8 4 4 FMEA A A eit A AAAA apne Da Saat aptane ae A A ine weeaans 9 DRIVING LICENCES INSURANCE AND VEHICLE MAINTENANCE cccceeee 10 5 1 NEW USERS Employees using own car for business journeys ceceeeeeeeeeees 10 5 2 Annual Review of Existing USEYPS ccccccccseceseeeneeeseeeneeeneeeseeeneeeneeeneeeneeeneeeaeeenaes 12 HOW TO ACCESS AN EMPLOYEE REQUE SN Tersia ceeds
11. HR Options View Self Staff Member 9999995 Title Mrs Surname amp Initials Test Z First Name Zoey Date Joined 23 06 2003 Position HR Worker Previously Visited Pages Leave gt Leave History Leave History Mrs Test Z DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Details of the leave submitted by your manager on the weekly absence return is stored here Annual leave and flexi time are not included If you have a query relating to the information held by us please contact your line manager in the first instance Refresh Add Verify Save Delete Notes Attach Print Help Leave Type FUNERAL ATTENDANC z Start Date 27 06 2012 SS End Date 27 06 2012 Days Taken 1 00 Hours Taken 4 50 Reason O Leave Type Start Date FUNERAL ATTENDANCE 27 06 2012 Sickness Absence 26 08 2011 Sickness Absence 23 08 2011 HOSP CLINIC APPOINTMENT 24 03 2011 Sickness Absence 24 08 2010 Sickness Absence 14 01 2008 Sickness Absence 7 01 2008 Sickness Absence 3 01 2008 Sickness Absence 5 01 2007 To access a record click on an absence from the list and the reason and duration of the absence will be displayed Selecting Sickness Trigger Record from the Leave drop down menu will allow you to view the details of any employees within your team who have reached the corporate trigger level and where this information has been returned to HR the details of what action has been taken as a result of this DATA LA
12. an individual employee enter employees surname in Search For and click GO employee will be highlighted on list Refresh Add Verify Save Delete Notes Attach Print Help Search For Go Relationship x Go 7 Expand All Select All 7 Rebuild All Currently Selected Test Z Test Testor 3SU125 S Test E 9999998 HR Worker j TestZ 9999995 HR Worker i C Testing T 9999997 HR Worker DATA LABEL PUBLIC Page 6 of 22 4 2 Payroll The Payroll drop down menu is where you will find details of salary and any related allowances that are paid to members of your team wies ree becaciangs IN PEOPLE EXCELLENCE pagg i DE 3 INVESTORS westlothian gov uk rg West Lothian Options Details Surname amp Initials Test Z First Name Zoey Date Joined 23 06 2003 Position HR Worker Salary Components gt Sala EO EES ry Timesheets Allowances Expenses Deductions DATA LABEL PROTECT PRIVATE amp CONFI Pay Adjustments To view your full list of employees click Expand All To find an individual employee enter employees surname in Search For and click GO employee will be highlighted on list Refresh Add Verify Sav Delete Notes Attach Print Help Search For Relationship Expand All Select All Rebuild All Currently Selected Test Z E Test Testor 3S8U125 7 Test E 9999998 HR Worker TestZ 9999995 HR Worker _ Testing T 9999997 HR Worker i ube Mies tee bacucie
13. ccessibility in mind 2 1 Password Rules All passwords must contain at least 8 characters and a mix of alphabetical letters and special characters e g amp and must end in a number E g Selfservice 9 Users can change their password whenever they wish however passwords are only valid for 60 days and you are unable to re use previous passwords 2 2 Password Expiry The system will notify you in advance of your password expiring A message will be displayed when you log in Password has expired You must repeat the old password in pink box then create a new password Access has been denied 2 3 Locked Accounts Password Resets lf an incorrect password is entered a message advising you of this is shown and after three attempts you will be locked out of system If you have require unlocked or have forgotten your password and require your password to be reset you should email HR21 helpdesk at HR21Queries wesitlothian gov uk and your password will be reset The reset password that is sent by email from HR21 Queries is classed as your old password which should be entered in the pink box If you have not saved the link to your Favourites Desktop please click on link which can be found on the email sent by HR DATA LABEL PUBLIC Page 4 of 22 3 GETTING STARTED You can access HR21 through My Toolkit HR Services Employee Self Service or by going to https nr21 westlothian gov uk Please note that the system
14. eedagieentuntedentend ta 14 HOW TO PROCESS AN EMPLOYEE REQUEST setestiecescrccemedouchotaneristsnstevchyceheveuamabeectet 15 7 1 Arrangements for Payment Of Overtime cccceccceeeeceeeeeeeeceeeeseeeeeeeeseueeseeseneesaees 15 7 2 Arrangements for Approving Mileage and EXxpenses cccceseeeeeeeeeeeeeeeeeeeeeenaees 15 7 3 Processing an Employee Clalm cccccscccsseccseeeceeeceuceceeeeeeeecsucesseeesueessueeseeessaeess 15 REPORT oes ian ooe aa eae eset oa ae eee 18 SB ACCESSING REDONS caron 18 HOW WOE XU ARZ Trie dani a iivtenianeimelooeipatcaecania Weentaneeteneets 22 DATA LABEL PUBLIC Page 2 of 22 1 WHAT IS HR21 HR21 is a secure online system which allows you to view and update general HR information The table below provides an overview of access rights Access rights are determined by the user s profile Manager or Employee Managers are only able to access certain parts of an employee s record The table below shows the information that can be viewed and or updated by both employees and managers Provanspamens O e Berean wwo ooo S Lassi paidtoyoo O S o astona S Your pension core ate Payadusmenis ew i LLL Sres Torneo Vow Eaua Opportunies Monona T oe Mileage and expenses Update Licences amp Cert Details Update View Reports Designated Managers only View Print ys DATA LABEL PUBLIC Page 3 of 22 2 PASSWORD PROTECTION Employee Self Service is designed with security and a
15. ess EFQOM IN PEOPLE RVILE EXCELLENCE C x i DYE 4 D INVESTORS westlothian gov uk rg West Lothian CUSTOMER Staff Payroll Leave HR Options View Self Staff Member 9999995 Title Mrs Surname amp Initials Test Z First Name Zoey Date Joined 23 06 2003 Position HR Worker Previously Visited Pages Payroll gt Salary Components gt Salary Salary Mrs Test Z DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Details of your current salary and history of changes to your salary To view previous salary details you can select from the list below or use the Search facility To use the Search facility enter the year Refresh Add Sav Notes Attach Effective Date 1 04 2010 Grade WLC band C Annual 10358 91 Monthly 863 24 4 Weekly 794 70 Fortnightly 397 35 Weekly 198 67 Hourly Rate 8 8300 Bn Effective Date Annual 1 04 2010 10358 91 1 04 2009 10288 75 As a manager you do not have access to view details of pay deductions pension contributions or pay adjustments for your employees DATA LABEL PUBLIC Page 7 of 22 4 3 Leave selecting Leave History from the Leave drop down menu provides information on any periods of absence your employees have had including sickness absence maternity leave strike days any other unpaid leave Annual leave and any flexi leave taken are not recorded here fl 6 a N aA i ome fz 9 ee westlothian gov uk ting West Lothian EFOM 3 Y Staff Payroll Leave
16. le for an MOT at this time Expiry Date should be three years from date of car registration Manually add date of car registration to First Checked and three years from this date should be added to Expiry Date Where an employee changes their car during the annual review period the current insurance document and MOT if applicable become invalid Therefore the employee must present the new insurance and MOT if applicable documents to their manager If new car is not eligible for an MOT the employee must present new car registration document to their manager who is required to check and update Licence amp Details screen in HR21 before approving any claims Details are updated by going to the HR drop down menu and selecting Licences amp Cert Details 6 Sa ws is D ee westlothian gov uk sip West Lothian Ha lt re et et ee IN PEOPLE EFOM Staff Member 3004135 Title Mrs Name Test Date Joined 1 01 1999 Position Section Leader HR gt Position Details HRY Employee and Manage i amp Cert Details Copyright 2013 Frontier Software All rights reserved Frontier Self Service HR amp Payroll Solutions Software Services www frontiersoftware co SS e Select the relevant employee from your Staff list e Select Licences amp Cert Details from the HR drop down menu e Select document which requires to be updated e Change Expiry Date only e There should be a tick already in Required for mileage claims
17. ms Finally click on save to complete the process The employee will receive an email message informing them that you have approved or rejected their claim DATA LABEL PUBLIC Page 17 of 22 8 REPORTS The reports held within HR21 allow you to review all information relating to your employees claims i e Mileage Expenses Overtime which have been paid to them in their salaries Access to reports has been given to all managers with responsibility for a Functional Area within the council It is the responsibility of all such managers to run these reports on a monthly basis to allow for review of all claims authorised in the preceding month If you do not have access to run these reports and require information on claims made by employees in your team you should discuss with your line manager 8 1 Accessing Reports NON z4 0 9 ple westlothian gov uk aa West Lothian T re IN PEOPLE Staff Payroll Leave Staff Member y Company News Links amp Policies x SEER Company News Links amp Policies ladica Frontier Employee Mileage Report Emp Mileage Report by Date Emp Mileage by Service Unit Employee Expenses Report Emp Expenses Report by Date Emp Expenses by Service Unit Empolyee Overtime Report Emp Overtime Report by Date Emp Overtime by Service Unit e Select Options menu e You can see nine reports available to run and print if necessary Employee Mileage Report Emp Mileage Report by Date Emp Mileage by Se
18. orking more than 6 hours If you do work more than 6 hours key 2 separate entries 1 Start to break 2 End of break to Finish Time From Time To must be populated or incorrect hrs will be paid Please be aware that the Notes facility is for you as a user and will not be reviewed by the payroll team Refresh Add Weri Save Delete Print Help Period Ending Date 30 09 2014 Sequence i Hours Total ii Status Approved Submit for Approval T Click on each submission individually to approve or reject by double clicking Select Action beside each submission and choose the appropriate option As the authorising manager it is your responsibility to review the details of claims that are submitted for approval In order to ensure that each claim has been through an appropriate checking process they must be authorised individually and not as a bulk exercise therefore the Select Action Box beside each submission should be used DATA LABEL PUBLIC Page 16 of 22 i uba rc x R CUSTOMER EXCELLENCE e gt 4 gt apc westlothian gov uk Py West Lothian Staff Payroll Leave HR Options Staff Member 9999996 Title Ms Surname amp Initials Test H R First Name Harry Date Joined 28 10 2011 Position HR Manager Staff gt Requests e Requests DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL All claims submitted by your staff waiting on your approval will show here The process to approve or decline is detailed in the Manager s
19. ose of journeys Specifying just Meeting is not enough In the first instance the Council s schedule of mileages should always be used when making a claim Notes facility for own use only not used by Payroll Refresh Add eri Save Delete Notes Attach Month Ended Date 30 09 2014 Sequence im Claim Reason ___ Journey From___ Journey To 23 09 2014 0 a fo 0 gt 2 3 Ek t lasos fer Total Business Mileage 3 0 Cost Centr 4 Select your car from the list If your car is not on the list email hr2iqueries Qwestlothian gov uk with Reg Make Model Fuel Type amp Eng CC You will receive a confirmation email when your car has been added Registration number T631 TSF CITROEN Status Holding VAT Receipt Mv By Submitting this Claim you confirm to having the following and have read amp understood the council s Travel amp Subsistence Policy Valid Driving Licence v MOT if applicable 7 Submit for Approval Ee INS Business Use Medically Fit to Drive v Claimed in Accordance with Council s Travel amp Subsistence Policy Search Example Overtime submission Ce Timesheet Application DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Overtime claims are made here To submit a claim please refer to the HR21v3 User guide for process Overtime is not payable for breaks You must take a minimum 30 minute break if w
20. penses Claim TEST E 31 03 2013 Select Action 1 Page 1 of 1 3 items CHR Employee and Manager Site Map Version Copyright 2012 Frontier Softwere All rights reserved Fro nt IEE Self Service HR amp Payroll Solutions Software Services vwwafrontiersoftvare com E Claims are submitted a month in arrears and the deadline date for submission of approved claims is the 10 of the month DATA LABEL PUBLIC Page 14 of 22 7 HOW TO PROCESS AN EMPLOYEE REQUEST 7 1 Arrangements for Payment of Overtime Overtime at enhanced rates will only apply when 36 hours a week have been worked Overtime will only be paid for complete 30 minutes of work Employees working overtime must take a break after 6 hours this break will be unpaid Employees graded Band and over are not entitled to overtime payments All claims are submitted and paid a month in arrears and the deadline date for submission of approved claims is the 10 of the month Any claims approved after the 10 of the month will be carried forward to the next pay period All claims are submitted and paid a month in arrears and the deadline date for submission of approved claims is the 10 of the month It is your responsibility to ensure claims are correct prior to authorising 7 2 Arrangements for Approving Mileage and Expenses Claims for mileage and expenses must be made in accordance with the council s Business Travel and Subsistence Policy which can be found at http Awww westlothian qo
21. rvice Unit Employee Expenses Report Emp Expenses by Service Unit Employee Overtime Report gt gt gt gt gt Emp Expenses Report by Date gt gt gt Emp Overtime Report by Date gt Emp Overtime by Service Unit DATA LABEL PUBLIC Page 18 of 22 Example Employee Mileage Report Employee Mileage Report HR21 MILEAGE PER EMPLOYEE ACCESSED VIA HR21 ONLY Refresh Choose Business Miles Greater than Em ployee n number from drop Empl nd Manager Site Map Version Copyright 2013 Frontier Software All rights reserved i FR Salf Service R amp Payroll Solutions Software Services REL ARATE down list Staff Member Equal to e To view or print e g Employee Mileage Report gt Select required report from drop down menu under Options Select employee from drop down box Click on Save Report will show all employee s processed Mileage claims If you wish to print report when report is visible on screen click the print icon VV VV Drag a column to this area to group by it Mth End Date Claim Date Journey from Journey to Claim Reason Same process applies to all individual employee reports DATA LABEL PUBLIC Page 19 of 22 Example Mileage Report by Date Emp Mileage Report by Date HR21 MILEAGE BY MONTH END DATE ACCESSED VIA HR21 ONLY Business Miles Date Refresh av Enter month Greater than ending date Greater or equal it 7 i i information is
22. v uk CHttoHandler ashx id 1665 amp p 0 Mileages must correspond with those set out the council s schedule of mileages which can be found at http www westlothian gov uk CHittpHandler ashx id 1666 amp p 0 7 3 Processing an Employee Claim select each submission highlighted in Red to open the form and view the details Once you have checked the details of each submission you must close the submission x and return to Requests were they can be approved or rejected ow iw a e i Y Y INVESTORS westlothian gov uk me West Lothian Sg IN PEOPLE y Staff Payroll HR Options Staff Member 9999996 Title Ms Surname amp Initials Test H R First Name Harry Date Joined 28 10 2011 Position HR Manager Staff gt Requests A Requests DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL All claims submitted by your staff waiting on your approval will show here The process to approve or decline is detailed in the Manager s Guide Refresh Add Verify Save Delete Group by Staff Namea Type Staff Name Description Date Select Action v 5 Staff Name TEST E Mileage Claim TEST E 31 03 2013 Select Action TEST E 31 03 2013 Select Action TEST E 31 03 2013 Select Action DATA LABEL PUBLIC Page 15 of 22 Example Mileage submission Mileage Claim DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Claims must be made in accordance with the Business Travel amp Subsistence Policy and the Schedule of Mileages Claim reason must include full purp
23. will escalate to your line manager for approval Requests for overtime mileage and expenses are accessed by clicking on the Staff button and selecting Requests option as e ys if 4 RVESTORS westlothian gov uk mar West Lothian erereet tn Pea IN PEOPLE f EFOM 3 3 Staff Payroll Leave HR Options es Requests 996 Title Mrs Surname amp Initials Testor T First Name Test Date Joined 28 10 2011 Position HR Manager Staff ECLOG x Gs Employee and Manager Site Map Version Copyright 2012 Frontier Softwere All rights reserved Frontier Self Service HR amp Payroll Solutions Softwere Services vawav frontiersoftwere com E This will bring up a list of all submissions e a amp 7a m AAC ome fi gy INVESTORS westlothian gov uk West Lothian Bea X 8 IN PEOPLE f EFOM Sip Staff Payroll Leave HR Options Staff Member 9999996 Title Ms Surname amp Initials Test H R First Name Harry Date Joined 28 10 2011 Position HR Manager Staff gt Requests z Requests DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL All claims submitted by your staff waiting on your approval will show here The process to approve or decline is detailed in the Manager s Guide Refresh Add Verify Save Delete Notes Attach Print Help Group by Staff Namea Type Staff Name Description Date Select Action v Staff Name TEST E Mileage Claim TEST E 31 03 2013 Select Action Expenses Claim TEST E 31 03 2013 Select Action Ex
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