HR 21 – Employee Self Service User Guide
Contents
1. Data Label Public Page 22 of 23 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 amp INVESTORS W IN PEOPLE Payroll Leave HR Options Employee and Manager Site Map Jersion SOF ght 2013 Frontier Softwere All rights reserved Frontier Self Service R amp Payroll Solutions Softwere Services ww frontiersoftware com Data Label Public Page 23 of 232. a further claim e Pay element select from the drop down box whether payment is at plain time time and half or double time e Details Input the reason for the overtime working e Time from and Time To select the appropriate start and finish times remembering to exclude any breaks you have had Please be aware when clicking on Time To you must choose a time from the drop down list if a Time To is not chosen it will default to midnight and hours worked will be incorrect e f more than six hours overtime has been worked in one day you must key two entries in your claim to show a break has been taken e Cost Centre When you save your overtime claim this will automatically be charged to your own cost centre you do not have to manually key it If it has to be charged to different cost centres please do as follows o Click on the box containing 3 dots next to the Cost Centre field o The dialogue box that appears contains a full list of cost centres You have the option to search by code cost centre or description by selecting the option you wish to use from the drop down list at the top left of the dialogue box o After selecting the search option enter the details of the code cost centre or description in the search box at the top right of the dialogue box and then double click on cost centre required to update your claim Pease ensure the correct cost centre is used o Please note that not all cost centres are available
3. an email will be sent to your inbox confirming that your claim has been forwarded to your manager for approval You will receive a further email advising whether your claim has been approved or rejected lf your claim is rejected you should contact your manager in the first instance to discuss this lf your claim requires to be amended please amend claim and resubmit for approval by selecting Y in the Submit for Approval box and clicking Save Do not submit a new claim Your manager must approve your claim within the 7 day escalation period 7 day period begins from the date you have submitted your claim and includes Saturday and Sunday after this time claim will escalate to his her manager for approval Any claim approved after the 10 of the month will be carried forward to the next pay period Timesheet History By selecting the Timesheet History option from the drop down menu you can view all overtime claims submitted and paid to you in previous salaries Data Label Public Page 12 of 23 OT charged toa different cost centre click on drop down box to 4 4 Submit a Claim for Mileage Arrangements for Paying Mileage Before submitting a claim for mileage you must ensure you are authorised to use your own car for business journeys You must have a valid Driving Licence Insurance which covers Business use MOT if applicable if your car is not eligible for an MOT you must present your car registration document to your manager
4. claiming mileage for The system will not allow a duplicate claim to be made i e If you already have a claim Holding or Submitted with the same dates then you will not be able to submit a further claim e Claim Reason Must include a detailed account of the purpose of the journey Meeting is not sufficient e Business Miles Code Click on the drop down list and select the appropriate journey i r 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 purpose 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 Weri Save Delete Notes Attach Print Help Month Ended Date 30 09 2014 Sequence Date of caina Business Miles Business Miles Code E e a Adale Bathgate Adale Blackridge Adale Linlithgow CB ae Livingston Ad rel Whitburn Crass Bburn Bellsquarry Bburn East Whitburn Bburn Polbeth Bburn Seafield Total Business Mileage Cost Centr BPE Addiewell BPC Armadale Acad Select your car from the list If your car is not on the list email hr2i ies westlothian gov ul BPC Armadale Cross with Reg Make Model Fuel Type amp En
5. 31 07 1989 Position Section Leader Company News Links amp Policies Employee and Manager Site Map Version Copyright 2013 Frontier Software All rights reserved Fro ntier 3 i es software Self Service HR amp Payroll Solutions Software Services www frontiersoftware com Data Label Public Page 6 of 23 4 WHAT YOU CAN SEE AND DO 4 1 Changing your name e Select the Details option under HR on the drop down menu Sao i West Lothian 4 D IN PEOPLE westlothian gov uk R CUSTOMER ICE EXCELLENCE paG A Payroll Leave O HR Options Staff Member 3004135 Title Mrs Name Tester Date Joined 31 07 1989 Position Section Leader Addresses m 7 Company News Links amp Position Details Licences amp Cert Details gt Gis Employee and Manager Site Map Version Copyright 2013 Frontier Software All rights reserved Fro nt 1er g Papan m software Self Service HR amp Payroll Solutions Software Services www frontiersoftware com SS e Input your new name marital status and date of change e Click on verify to check the details IN PEOPLE R CUSTOMER ICE EXCELLENCE paG Sy l D IN PEOPLE westlothian gov uk ra West Lothian Payroll Leave HR Options Staff Member 3004135 Title Mrs Surname amp Initials Test T M First Name Tester Date Joined 31 07 1989 Position Section Leader HR gt Details 7 Details DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Pe
6. As a new user you should also have completed an Own Vehicle Use Authorisation form You must present your valid documents to your manager and only your manager can update Licence amp Details screen in HR21 If there are no documents recorded or if one or all of your documents are no longer valid the system will not allow you to submit a claim You can view the status of all of your documents by selecting the Licenses amp Cert Details option from the HR drop down menu If any of your documents are missing or require to be updated you must present your valid documents to your manager Only your manager can update Licence amp Cert screen These documents should be reviewed on an annual basis by your manager Changing Your Car lf you change your car the current insurance document and MOT if applicable effectively become invalid Therefore you must present your new insurance and MOT if applicable documents to your manager If your car is not eligible for an MOT you must present your new car registration document to your manager Your manager is required to check and update Licence amp Details screen in HR21 before approving any claims Claims for mileage and expenses must be made in accordance with the council s Business Travel and Subsistence Policy which can be found at htto www westlothian gov uk CHttopHandler ashx id 1665 amp p 0 All claims are submitted and paid a month in arrears and the deadline date for submission of ap
7. SNL West Lothian Council inner rN HR21 Employee amp Manager Self Service Employee User Guide HR Services January 2015 Version 8 Data Label Public Page 1 of 23 1 2 3 4 5 Contents WRATI SCHR Z Toa es iu agseu nen dieetacsetew ie aicteseaseeusaeasteteeneentas 3 PASSWORD PROTECTION sctatecind cicneteies oiindeti areatiadecand nianestiaiesint ati ooanaeedecend aananteatan 4 2 Password RUGS wetsocmsussnuagensiacntantataundandsenietateytiandanniustamoaniakdacuientatenttundaasiekadeunieitect 4 22 Password EXD Y secorir a anima a a sans dented 4 2 3 Locked Accounts Password Resets cccccssccccseeeceeeeceseeeceueeseeeeeneesessaeeeneeeensaees 4 GETHING TARTE D zres a eedaae steer tamiett dons henuetedaanaeeneas 5 WHAT YOU GAN SER AND DOs eures E 7 4 1 Ghanging your naM E crega a REEL REEERE PENE E EE PERCE PERE PRITEN REESS 7 4 2 Changing your address and adding next of kin n ssnsnnnsnnnennesrrnsnresrresrresrresrrrerrrernee 9 4 3 S bmita Claim for OvertiMN eE awicictsierctdaeateechadenaved alee dated tai i da 10 4 4 Submit a Claim for MileaQe cccccccsecccsecccececececseeceucecuceceeeceueeceeeceusessueeseeessusenaes 13 AO View and Printa Print AV SUD iciicsinstinserdictestesinnieitietesinsienieidiatetesdaneiwiditastesdandaaids 19 4 7 New your Payroll ACCOM recroiser a a a gatas 21 4 8 VIEW your Leave MOCO coverit O 22 AS VICW YOUR E ROCO serigiporkr h E 22 HOW TOEXIL
8. THRZ2 Trini ial aeieat stedaat bi ntenlanduteal sdeeieatsieaceet 23 Data Label Public Page 2 of 23 1 WHAT IS HR21 HR21 is a secure online system which will allow you to view and update your personal HR information held in the councils HR and Payroll system This means that you can be sure that important HR information about you is always up to date You can also view basic job related information including payments made to you and submit an electronic request for any overtime worked and mileage and expenses incurred to your manager for approval There is an online help function and relevant user information provided on each screen Manager Employee Personal details View Update Bank Account details View Your tax code Deductions from salary Your pension contribution rate View Data Label Public Page 3 of 23 2 PASSWORD PROTECTION Employee Self Service is designed with security and accessibility 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 ol
9. Total Business Mileage Cost Centr Sss Select your car from the list If your car is not on the list email hr2iqueries westlothian 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 0012323 a4 Status Holding Field Picker Registration Number Search By Submitting this Claim you confirm t Registration Number Make Model Sub model TOYOTA AYGO VAUXHALL ZAFIRA VAUXHALL ASTRA NISSAN ALMERA FIESTA NISSAN PRIMERA FOCUS FORD ESCORT PEUGEOT 206 FORD KA FORD ESCORT SAAB 9 5 KIA SEDONA LEXUS PEUGEOT 306 g 9 J Valid Driving Licence z MOT if applicable v AMOS OJZ i PJO7 UCV INS Business Use w 0012322 Medically Fit to Drive 7i 0013034 i i 0E51 OZR Claimed in Accordance with Council s ouoz YGR 1127 NGA 123 CAR n 124 CAR Ww Month Ende Sequen Total Bus 1292445 ordance with Council s Tr 30 09 2014 2 1406 PUY 30 09 2014 200 BU 2141 WE 30 09 2014 4 12 annnnnnnnnnnaAnND mmmmmmmmmmmmmmm Page 1 of 1 3 items Current Only e Tick the boxes confirming that you have a valid VAT receipt driving licence MOT if applicable insurance for business use and own vehicle user form e If you have more than 6 entries for your month s submission you will need to submit a new claim for the additional entries e Once all details have been completed then select the Y in the Submit for App
10. d password in the pink box then create a new password Access has been denied You must enter your old password in pink box before creating a new password 2 3 Locked Accounts Password Resets If an incorrect password is entered a message advising you of this is shown and after three attempts you will be locked out of the system If you require to be unlocked or have forgotten your password and need your password to be reset you should email HR21 helpdesk at HR21Queries wesilothian 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 23 3 GETTING STARTED You can access HR21 through My Toolkit HR Services Employee Self Service or by going to https hr21 westlothian gov uk We recommend you save this link to your Favourites or to your desktop To add to your favourites right click on link and select copy click on add a favourite paste in Name and click Add Please note that the system can only be accessed from a PC connected to the council network All employees have their own unique user id which is their employee number and you will be asked to create a password when first accessing the system This is the screen which will appear when you hav
11. de EH22 8JN Home Phone No Personal Mobile No Personal Email O Address Type CURRENT HOME ADDRESS Page 1 of 1 1 items gt Employee and Manager Site Map Version Copyright 2013 rontier Software All rights reserved Frontier Self Service R amp Payroll Solutions Software Services www frontiersoftware com _ ee Data Label Public Page 9 of 23 4 3 Submit a Claim for Overtime Only normal overtime working can be submitted in HR21 Standby payments Standby overtime Call outs and Sleep Ins claims cannot be submitted in HR21 and these should therefore continue to be submitted in the format used prior to the introduction of HR21 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 If an overtime payment does not show in your salary as you expect you should check the status of your claim by selecting Timesheet Application from the Payroll drop down menu If the status of your claim is Approved but yo
12. e 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 are always your old password BREO17 Password expired You must 2 repeat the old password in the pink box Before enter new Login ID then create a new password BRE103 Access has been denied password you must Password a enter your old password S S again in pink box Enter Contact HR if you have forgotten your password a i e a Frontier ee rig CS se ed ces vwos frontiersoftwere com Once logged in your details will appear in the tool bar 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 lf an incorrect action is performed an Error message will show It is advisable to clear these messages after each incorrect action by clicking on Clear button Some fields are mandatory and these will be highlighted in Pink if missed Data Label Public Page 5 of 23 This is the navigation screen allowing you access to all areas of the system IN PEOPLE EXCELLENCE oa x CUSTOMER SERVICE f SS l C INVESTORS westlothian gov uk rg West Lothian Payroll Leave HR Options Staff Member 3004135 Title Mrs Surname amp Initials Test T M First Name Tester Date Joined
13. ed 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 Sav Delete Notes Attach Print Help Leave Type HOSP CLINIC APPOINTMEN Start Date 8 07 2013 End Date 8 07 2013 Days Taken Hours Taken Reason 0 Leave Type Start Date HOSP CLINIC APPOINTMENT 8 07 2013 Sickness Absence 1 02 2013 ESET a 4 9 View your HR Record Position details provides information on your current post and previous posts with the council rba IN PEOPLE C x pon 4 gt INVESTORS westlothian gov uk rg West Lothian EXCELLENCE Payroll Leave HR Options Staff Member 9999997 Title Miss Surname amp Initials Testing E First Name Elvira Date Joined 1 01 2013 Position HR Worker HR gt Position Details Position Details DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Your employment history with the council can be viewed here Refresh Add Verify Save Notes Attach Print Start Date 2 01 2013 End Date Position Ref No 35U116 HR Worker Cost Centre A069 40133 Operations amp Reward Status Full Time Permanent Occupancy Nominal Position Hours Per Week 36 00 FTE Percentage 100 00 Paid Weeks Year 52 14 Weeks Worked Year 52 14 Start Date End Date Position Ref No Paid Weeks Year Weeks Worked Year 2 01 2013 HR Worker 52 14 52 14 1 01 2013 1 01 2013 Payroll Assistant 52 14 52 14
14. enu If the status of your claim is Approved but you have not received the payment this means that it was approved by your manager after the submission deadline and you will receive the payment the following month Expense claims which have been processed by Payroll will be visible in Expense History Submitting a Claim for Expenses Select the Expenses Claim option from the Payroll drop down menu and a blank form will appear ma a pon n Lim CNet westlothian gov uk fife West Lothian com Py IN PEOPLE Payrol Leave HR Options Details Surname amp Initials Test T M First Name Tester Date Joined 31 07 1989 Position Section Leader Salary Components Timesheets Expense History Mileage Claim Expenses Claim DATA LABEL PROTECT PRIV Mileage History e Click Add to start a new claim e Month Ended Date enter the last day of the month for which you are claiming expense for e g for a submission of expense incurred in August the period end date would be 31 08 2014 e Date of Claim input the date s you are claiming expenses for The system will not allow a duplicate claim to be made i e If you already have a claim Holding or Submitted with the same dates then you will not be able to submit a further claim e Claim Reason This must include a detailed account of the purpose of the expense e Journey From Journey To This must include full details of journey undertaken e Tick whether t
15. er 3004135 Gross Pay 1 834 02 NI Number NX111111B Pension 110 04 NI Table 0 00 Tax Code 1000L Taxable Pay 1 723 98 Pay Date Tax Period 31 07 2014 M04 Tax 178 00 Paid from Paid to 01 07 2014 31 07 2014 NI 124 13 Overtime Paid to 30 06 2014 SSP 0 00 Paid by 0 00 See all employee discounts www wicrewards westlothian gov uk If the council logo does not appear in the print window click on Tools and go to Internet Options Open the Advanced Tab tick the Print background colours and images click Apply then click Ok General Security Privacy Content Connections Program amp dyaenced Settings L Show image download placeholders Show pictures Smart image dithering Bae Prin re Print background colors and images J Search from the Address bar O Do mot search from the Address bar Just display the result in the main window Security Allows acte content from COs to run on My Computer Allows acw e conbent to rum imn fles on My Computer Allows so Foware bo run or install e wen if the signature is imwe Check for publisher s certiicat revoca tom i mm O00 Check for serwer certiicate revoca Hmn T akes Tiect after vou restart Internet Explorer Reset Internet Explorer settings Deletes all temporary files disables browser Reset add onms and resets all the changed settings Tou should only use this if your browser is in an unusable state Ca So
16. g CC You will receive a confirmation email when your car has been added Registration number 1631 TSF _ CITROEN Status Holding VAT Receipt By Submitting this Claim you confirm to having the following and have read amp understood the council s Travel amp Subsistence Policy Data Label Public Page 14 of 23 Journey From Journey To Do not key anything in these fields these will automatically update when the relevant journey is selected from the Schedule of mileages in Business Miles Code field Business Miles Do not key anything in these fields these will automatically update when the relevant journey is selected from the Schedule of mileages in Business Miles Code field In the first instance the Councils Schedule of Mileages should always be used but there may be rare occasions that the journey you are claiming for is not included in Schedule of Mileages if so you can enter the details manually in the above fields Cost Centre When you save your overtime claim this will automatically be charged to your own cost centre you do not have to manually key it If it has to be charged to different cost centres please do as follows o Click on the box containing 3 dots next to the Cost Centre field o The dialogue box that appears contains a full list of cost centres You have the option to search by code cost centre or description by selecting the option you wish to use from the drop down list at the top left of the dia
17. he receipt has a VAT element Data Label Public Page 17 of 23 e Expense Type select expense type from the drop down list e If you have more than 6 entries for your month s submission you will need to submit a new claim e Once all details have been completed then select the Y in the Submit for Approval box then click Save You will receive a message to confirm that your entry has been added successfully and an email will be sent to your inbox confirming that your claim has been forwarded to your manager for approval You will receive a further email advising whether your claim has been approved or rejected To find out why your claim has been rejected you must contact your manager If your claim requires to be amended please amend claim click Save and it will automatically resubmit for approval Do not do a new claim Your manager must approve your claim within the 7 day escalation period 7 day period begins from the date you have submitted your claim and includes Saturday and Sunday after this time claim will escalate to his her manager for approval Any claim approved after the 10 of the month will be carried forward to the next pay period Previously Visited Pages Payroll gt Mileage amp Exps gt Expenses Claim y Expenses Claim x DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL This form is used to enter business travel expenses You must enter details of the expenses including from and to destinations Yo
18. in HR21 e g Capital Budget Codes If you cannot find the cost centre you require please speak to your manager 7 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 working 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 If OT for own cost centre Refresh Add Verify Save Delete Notes Attach Print Help Period Ending Date 30 09 2014 Sequence 1 Hours Total 0 25 Status Approved Submit for Approval _ WI Date Worked 6 09 2014 Sah Pay Element Overtime at plain time ___ TEST UPDATES 5 00 eM n automatically update when saved DO NOT KEY Pay Element ___ aAa oo R A E I Period Ending Date Sequence Status 30 09 2014 1 Approved 30 09 2014 2 Rejected Data Label Public Page 11 of 23 Timesheet Application x DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Overtime claims are made here To submit a claim please refer to the HR21v3 User guide for process Overti
19. logue box o After selecting the search option enter the details of the code cost centre or description in the search box at the top right of the dialogue box and then double click on cost centre required to update your claim Pease ensure the correct cost centre is used o Please note that not all cost centres are available in HR21 e g Capital Budget Codes If you cannot find the cost centre you require please speak to your manager Registration Number To find your Car registration number click on the drop down box and a list of car registrations will appear To find your own car enter your registration number in Search If your car is not on list you must email hr21queries westlothian gov uk with registration make model fuel type amp engine CC You will receive a confirmation email when your car has been added Data Label Public Page 15 of 23 Mileage Claim x lt 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 purpose 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 Notes Attech Month Ended Date 30 09 2014 Journey From__ Journey To _ Business Miles Business Miles Code
20. me is not payable for breaks You must take a minimum 30 minute break if working more than 6 hours If you do work more than 6 hours key 2 separate entries 1 Start to break then 2 End of break to Finish Please be aware that the Notes facility is for you as a user and will not be reviewed by the payroll team Refresh dd Verify Save Delete Notes Attach Print Help Period Ending Date 31 10 2014 Sequence 1 Hours Total 3 00 Status Approved Submit for Approval _ Date Worked _ Jeer Element Qeteils__Time From_Time Te Total Hours Cost Centre _ a E Field Picker Code de Search O BL fe Gane aie C BL A001 10201 10201 Chief Executive view list D A002 00202 00202 Consumer Unit A003 00203 00203 Business Change C BL A004 00204 00204 Corporate Comms a A005 10210 10210 Central Hospitalty A006 00211 00211 Member Services A007 00250 00250 Reg of Births etc A008 10251 10251 Emergency Planning ALC A009 14280 14280 Head of Finance ia A010 14281 14281 Finance Typists A011 14282 14282 Financial Mgmt A012 00283 00283 Business Supp Ops A013 14284 14284 Revenues A014 14285 14285 Internal Audit A015 00290 00290 IT Services 12 Current Only e Once all details have been completed then select the Y in the Submit for Approval box and then click on Save You will receive a message to confirm that your entry has been added successfully and
21. me settings are managed by your system administrator Data Label Public Page 20 of 23 4 7 View your Payroll Record The Payroll option on the drop down menu is where you will find salary information IN PEOPLE a SY 3 INVESTORS westlothian gov uk 4 West Lothian re Options aie ETER M First yf Date Joined 31 07 1989 Position Section Leader Salary Components Bank Details Timesheets Tax Details Mileage amp Exps Last Pay Details sion Copyright 2013 Frontier Software All rights reserved Fro ntier elf Service HR amp Payroll solutions Softwere Services vwwaw frontiersoftware com neni Details Pay History Details provides a breakdown of previous payments made to you Bank Details allows you to view your current bank details If you wish to change your bank details then please complete a Bank Details Notification Form and send to HR Services The form must be received in HR by the 10 of the month to allow for payroll to process the change in time for your salary to be paid into your new account Tax Details provides information on your current tax code and national insurance number Last Pay Details allows you to view the last salary payment made to you 2 aii i o a ts a3 Ss CUSTOMER EXCELLENCE OAG K SS 9 INVESTORS westlothian gov uk Py West Lothian IN PEOPLE Options Details Salary Components Salary Timesheets Allowances Mileage amp Exps Deducti
22. nd Manager Self Service software Frontier The most recent monthly pay details will appear on the screen Your payslip is generated by clicking on the Payslip button Payroll gt Details gt Pay History Details Pay History Details DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL This is a breakdown of salary payments made to you each pay period To view previous salary payments you can select from the list below or use the Search facility To use the Search facility enter the year You can also view amp print your payslip by clicking the Payslip button next to the Net Pay box Report submitted to be run appears click ok Click on print icon top left hand corner on payslip Click print Pay Date Run Number Base Pay Overtime Allowance Before Tax Deduction Before Tax Staff Pension Allowance After Tax Gross Tax Deduction After Tax Employee NIC Student Loan Repayments Company Pension Net Pay Refresh 19 12 2013 4087 Amount 1815 78 783 56 0 00 0 00 108 95 0 00 2599 34 340 60 167 00 207 05 0 00 Verify Payslip Data Label Public Notes Attach Print Help Page 19 of 23 DATA LABEL PROTECT Private and Confidential West Lothian Mrs T M Test 22 Street The Cottage Somewhere West Lothian EH54 5XX 233 CC HR Services Description PAYE tax deductions NATIONAL INSURANCE D CO Capital Credit Union Social Club Lothian Pension Fund NI Rebate employees Employee Numb
23. ons lersion Copyright 2013 Frontier Softwar reserved Fro ntier elf Service Softwa z software Pay Adjustments Salary Components Salary provides details on your current grade and rate of pay You can also view previous salary details If you have more than one job you will only be able to view details on your main post Allowances provides details of any allowances paid e g shift or unsocial hours payments Deductions provides details of any deductions such as Trade Union subscription Social Club fees etc Pay Adjustments provides details of expenses claimed along with any overpayments being deducted or previous underpayments being paid Pension provides details of your pension contribution rates Data Label Public Page 21 of 23 4 8 View your Leave Record The leave history screen provides information on any leave you may have had including sickness absence maternity leave strike days and any unpaid leave Any annual leave or flexi leave will not be recorded here IN PEOPLE EXCELLENCE paG x CUSTOMER RVICE 4 D INVESTORS westlothian gov uk rg West Lothian Staff Payroll Leave HR Options Staff Member 9999998 Title Dr Surname amp Initials Testa O First Name Octavia Date Joined 17 10 2011 Position HR Worker Leave gt Leave History y Leave History DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Details of the leave submitted by your manager on the weekly absence return is stor
24. proved claims is the 10 of the month If a mileage payment does not show in your salary as you expect you should check the status of your claim by selecting Mileage Claim from the Payroll drop down menu If the status of your claim is Approved but you have not received the payment this means that it was approved by your manager after the submission deadline and you will receive the payment the following month Mileage claims which have been processed by Payroll will be visible in Mileage History Submitting a Claim for Mileage Select the Mileage Claim option from the Payroll drop down menu and a blank form will appear Data Label Public Page 13 of 23 INVESTORS IN PEOPLE m Tle Ph g CUSTOMER EXCELENCE SS westlothian gov uk pg West Lothian Options Surname amp Initials Test TM First Name Tester Date Joined 31 07 1989 Position Section Leader Salary Components Timesheets n Timesheet Application Har geri aa ae Mileage Claim Mileage History Employee and Manager ote MSP Version Copyright 2013 Frontier Software All rights reserved F ront ic r Self Service R amp Payroll Solutions Software Services iviws frontiersoftware com e Click Add to start a new claim e Month Ended Date enter the last day of the month for which you are claiming mileage e g for a submission for mileage incurred in August the period end date would be 31 08 2014 e Date of Claim input the date s you are
25. roval box then click Save You will receive a message to confirm that your entry has been added successfully and an email will be sent to your inbox confirming that your claim has been forwarded to your manager for approval You will receive a further email advising whether your claim has been approved or rejected To find out why your claim has been rejected you must contact your manager If your claim requires to be amended please amend claim click Save and it will automatically resubmit for approval Do not do a new claim Your manager must approve your claim within the 7 day escalation period 7 day period begins from the date you have submitted your claim and includes Saturday and Sunday after this time claim will escalate to his ner manager for approval Any claim approved after the 10 of the month will be carried forward to the next pay period Data Label Public Page 16 of 23 4 5 Submitting a Claim for Expenses Arrangements for Paying Expenses Claims for expenses must be made in accordance with the council s Business Travel and Subsistence Policy which can be found at htto Awww westlothian qov uk CHttopHandler ashx id 1665 amp p 0 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 If an expense payment does not show in your salary as you expect you should check the status of your claim by selecting Expenses Claim from the Payroll drop down m
26. rsonal details can be changed here Please be aware that the Notes facility is for you as a user and will not be reviewed by the payroll team Refresh New ange i Delete Notes Title First Name Second Name Surname Preferred Name Birth Date 24 03 1959 NI Number NX111111B8 Date Joined Company 31 07 1989 Email Address Test Tester westiothian gov uk Marital Civil Status MARRIED M Marital Status Date DIVORCED MARRIED SEPARATED 53 Gs Employee and WIDOWER ap Version Copyright 2013 Frontier Software All rights reserved Fro nt Ler Self Service SINGLE Payroll Solutions Software Services www frontiersoftware com gottwase UNKNOWN WIDOW Data Label Public Page 7 of 23 e Ticks will appear in the areas where you have made changes IN PEOPLE SS ux gt INVESTORS westlothian gov uk ra West Lothian EXCELLENCE gs 2 O Leave HR Options Staff Member 3004135 Title Mrs Surname amp Initials Test T M First Name Tester Date Joined 31 07 1989 Position Section Leader Previously Visited Pages HR gt Details Details DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL Persona details can be changed here Please be aware that the Notes facility is for you as a user and will not be reviewed by the payroll team Refresh le Change Verify Seve Delete Notes Attach Title MS m lt First Name Testing Second Name Marie Claire Surname Tester Preferred Name Bir
27. th Date 24 03 1959 NI Number NX1111118 Date Joined Company 31 07 1989 Email Address Test Tester westiothian gov uk Manital Civil Status DIVORCED v lt Marital Status Date es Employee and Manager Site Map Version Copyright 2013 Frontier Software All rights reserved I ro nt 1er so ware H S Self Service R amp Payroll Solutions Software Services www frontiersoftware com e If the changes are not correct click refresh and the screen will revert to the original entries e lf you are happy that these changes are correct click save to update Data Label Public Page 8 of 23 4 2 Changing your address and adding next of kin If you move it is important that you advise us of your new address You may also provide contact details of next of kin if you wish and personal mobile numbers can also be added e Input the new details e Click verify to check the changes e If you are happy that these changes are correct click save to update DATA LABEL PROTECT PRIVATE amp CONFIDENTIAL You can make a change to your home address here You can also add or update contact details for your next of kin Please be aware that the Notes facility is for you as a user and will not be reviewed by the payroll team Refresh Verify Save Notes Attach Print Help Address Type CURRENT HOME ADDRESS Contact Forename Contact Surname Contact Relationship ly Address THE COTTAGE SOMEWHERE Postco
28. u have not received the payment this means that it was approved by your manager after the submission deadline and you will receive the payment the following month Overtime claims which have been processed by Payroll will be visible in Timesheet History Submitting a Claim for Overtime To make a claim for overtime click select the Timesheet Application option from the Payroll drop down menu ee SS g N INVESTORS westlothian gov uk mme West Lothian O re N PEOPLE O M sate OEE Details Surname amp Initials Test E First Name Emmalie Date Joined 17 10 2011 Position HR Worker Salary Components Timesheets Expenses Timesheet History e Click Add to start claim e Period Ending Date enter the last day of the month for which you are claiming overtime e g for a submission of overtime worked in July the period end date would be 31 07 2014 e Sequence this should be 1 If you have already submitted a claim for the month and wish to submit another claim then the next sequence number that must be used is 2 E g Entries keyed for 01 08 14 to 10 08 14 using sequence 1 If you wish to make another claim for 11 08 14 to 20 08 14 you must use sequence 2 e Date Worked input the date s you are claiming overtime for The system will not allow a duplicate claim to be made i e If you already have a claim Holding Data Label Public Page 10 of 23 or Submitted with the same dates then you will not be able to submit
29. ur manager will approve or decline your request VAT should only be ticked if your receipt has vat included or contains a VAT registration number Leave blank if in doubt Before making a claim refer to the Business Travel amp Subsistence Policy You must keep all receipts for 6 complete tax years Refresh New Add Verify Save Delete Notes Attach Print Help Month Ended Date 31 08 2014 Sequence 1 Date of a e O O o O 5 08 2014 i Sica Devel meeting return journey Edinburgh mE Train Cost Centr Status Holding Submit for Approval zl o Month Ended Date Sequence Total Status 31 08 2014 1 11 00 Holding Mileage Expense History By selecting the mileage expense history option from the drop down menu you can view all mileage and expense claims submitted and paid to you in previous salaries Data Label Public Page 18 of 23 4 6 View and Print a Print Payslip To view and print your latest payslip select the Pay History Details option from the Payroll drop down menu 4 a INVESTORS IN PEOPLE EXCELLENCE paG NO westlothian gov uk rg West Lothian Options AM First Name Joined 31 07 1989 Position Section Leader Salary Components Bank Details Timesheets Tax Details Mileage amp Exps Last Pay Details Site Map Version Copyright 2013 Frontier Softwere All rights reserved HR amp Payroll Solutions Software Services ywvaw frontiersoftware com Employee a
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