Please visit the PS Connect Portal.
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iTrent and management information
iTrent is the University’s HR and Payroll system.
iTrent Employee Self Service (ESS) is available to all staff by default and enables them to perform certain actions depending on their employment status. This includes:
- Viewing and updating some personal details
- Recording absence (annual leave, sickness and other absence)
- Viewing and downloading payslips
- Booking a place on a University training event
- Signing/acknowledging employment documents
- Submitting timesheets (for Postgraduate Teaching Associates (PTAs) and staff employed on a casual basis)
Please note, ESS access is not currently automatically assigned to staff employed on a casual basis. If you are employed on a casual basis, you will not be able to log into ESS until you have received your Assignment Confirmation from the Temporary Resourcing team.
Postgraduate Research (PGR) students also have access to ESS. If you are a PGR student and experiencing any problems with iTrent, please contact the relevant PGR Support team.
iTrent People Manager is available to all contracted staff by default and is defined by the reporting hierarchies within iTrent, enabling managers to view the records of staff reporting to them (whether directly or indirectly). This allows managers to perform key duties, including:
- Viewing reportee’s details
- Actioning absence requests (annual leave, sickness and other absence)
- Uploading documents (probation reports and sickness certifications)
- Actioning timesheets (for PTAs and staff employed on a casual basis)
- Running annual leave reports
- Setting up workflow redirections
Please note, due to the sensitive information available in People Manager, you need to be connected to the University network before you are able to access the system. If on campus, you need to either be using a wired connection or connected to Eduroam. If off campus, you need to be connected to the VPN. Further information is available here.
Management information from iTrent can be provided through reports which are run within iTrent or from Business Objects. You can also access key People reports from the Management Information hub.
- Starters and leavers reports can be scheduled to run automatically each month and emailed to designated staff.
- Managers can run Holiday Entitlement Breakdown and Outstanding Holiday Entitlement reports via iTrent People Manager.
- If you would like to request a report or do not have access to a report in the MI Hub, please contact your HR Partner/Advisor.
- Reports are generally provided in Excel format.
- All reports are subject to the conditions of use for data from iTrent system. Human Resources are not authorised to provide a report where this would breach data protection standards.
If the information you require is not listed, you should discuss your information requirements with the HR Partner/Advisor for your Faculty/Division. Please provide as much notice as possible, as creating new and bespoke reports can take a significant amount of time.
Further information can be found by viewing Facts and figures about the University.
To log in: iTrent login is via Single Sign On (SSO) and, therefore, you need to have set up Multi Factor Authentication (MFA) on your University of Exeter IT account in order to log in. Further information regarding MFA is available here.
Upon navigating to iTrent, you should either be automatically logged in or asked to pick an account. If you receive an ‘Invalid log in’ error, please visit the PS Connect Portal.
To log out: You can log out of iTrent Employee Self-Service (ESS) by clicking on the person symbol in the top right and selecting ‘Sign out’.
Keeping your information correct and secure
As Employee Self Service allows you to view and amend some of the details held by the University’s actual HR & Payroll system you must take care to ensure that any changes you make to your details are complete and accurate.
If at any point you feel that your information security may have been compromised you should contact Exeter IT Services in the first instance.
The HR team use e-signing software in iTrent Employee Self Service (ESS) to deliver electronic employment letters and documents to staff.
This includes letters relating to contract extensions, changes to contract terms/hours/pay/allowances, promotions, leaving the university and letters relating to maternity, adoption, paternity leave and other types of parental leave letters.
The following steps outline the process that is followed when an electronic letter is sent to you by the HR team:
- When a letter is issued, you will receive an email from hrsystem@exeter.ac.uk with notification that a document has been sent to you and is available to view in iTrent Employee Self Service (ESS).
- Your manager and the management team in your Faculty/Division will also be notified that a letter has been sent to you.
- When you log into ESS the letter will automatically open.
- You will be asked to either electronically sign or acknowledge the letter, as appropriate. The software creates the signature for you. If you have any questions about the letter you should speak to your line manager in the first instance.
- Once your letter is signed or acknowledged it will be stored in ESS and remain accessible to you for the duration of your employment and available to download. You can access the letter in ESS by selecting ‘View Profile’ and then the ‘Employment’ tab – your letter will be in the section marked ‘My Correspondence’. The letter will show the date and time that you signed it.