Employee Self-Service (ESS) allows you to manage your information on iTrent such as booking leave, updating your personal information and reviewing you payslips.
You can login via the iTrent link on inbeds by selecting iTrent Self Service as highlighted below or you can login to iTrent here
Once you have logged in, the following screen will be displayed.
You should already have been provided access to the service, however if you have yet to receive this or you are unable to log into the system, please contact trent@beds.ac.uk
From the HOME page, navigate to your profile. Your profile can be accessed in two locations (marked in yellow):
Under your profile, there are three sections: Personal, Employment, and Talent displayed on the top bar.
The Personal details screen allows you to view and edit, your personal details, contact information, emergency contacts, bank account information and any sensitive information.
If you are changing your home address please click on Add another address rather than typing over the existing one.
Click on each link and you will be presented with information that you can amend or add to. EDI information can be found separately under Sensitive Information as outlined below.
There are some fields in this section that cannot be amended. If you believe that any of the information held in this section is incorrect please send an email to HR@beds.ac.uk
HESA Records
Navigate to View Profile or My Profile and in the EMPLOYMENT tab, under Additional employment information you will find HESA Details (marked with no.3). Click on View or amend HESA details.
HESA Details refer to different aspects. The following fields need to be reviewed and updated:
Once you have reviewed the information and are confident with your choices press SAVE. A confirmation message will pop up.
If any of the information on this screen is incorrect but is in a read-only field and you would like us to update the details please email trent@beds.ac.uk.
My Employment Details
In this screen only your current job will appear. Click on your job to view your Job Details. If your reporting line is incorrect please contact your manager and they can authorise any change to your reporting line by emailing hr@beds.ac.uk. If any of the other information is incorrect within this screen or if you require further information on your employment history please email hr@beds.ac.uk.
On the My Time page you are able to view your remaining holiday balance and visit quick links to book holidays and to view holiday details. There is also the option to view sickness and other absence details.
itrent allows only personal holiday to be booked. Other absences are recorded by the People & Culture team and can be viewed but not amended.
Booking a holiday
Selecting the Book holiday button. There are three options available, part-time, full day or more than one day.
For a Full day select Full day and enter the date using the calendar.
For More than one day enter the start date and select whether it is a full day or part day. Then select the end date and full or part day.
For a Part day select Morning, Afternoon or Specify Time (a period of time which is less than 1 day) and enter the date using the calendar. If you select 'Specify Time' be sure not to confuse 'hours absent' with 'end time'. If you leave these fields blank then a whole day will be deducted from your leave balance.
Once all of the details are entered then click Save and a confirmation message will appear.
You can ‘Book another holiday’ (which will open a new 'Holiday details' page), go ‘Back to overview’ (which will return you to the page you came from), or select ‘Close’ to return to the newly created record.
The request will show on the absence tab as ‘Awaiting authorisation’.
How to delete or amend a personal holiday
Absence requests that are future dated can be amended or deleted by you even if they have been authorised. Click on View all holidays and select the absence/ personal holiday you need to be deleted or amended.
To delete leave click on the delete and then confirm buttons.
To amend leave, make the changes to the record and then click save.
The My Pay page displays your payslips for the previous12 months and you can click on the pay date to view individual payslips or click on the download icon to download individual payslips. You also have the option to download all payslips.
Use the date search functionality if a specific periods’ payslips are needed. You can download all of these or individual ones.
The latest payslip only appears after all payroll processes are finished for that particular month and may be several days after emailed payslips are sent. To request your payslips to be emailed to you each month please contact Payroll at payroll@beds.ac.uk
P60
Your P60s are also available to view, download or search.
At the top right of the home page click on the person icon to see useful links. Select Job Search and Apply Online and you will be taken to the UoB recruitment page, where you will find all current vacancies and be able to apply for them through the portal.
Ensure your contact details are up to date in Employee Self Service as they feed through to your application.