Access to HR Self-Service has now been extended to casual workers (including TSS), teachers, examiners, and employees of eligible subsidiaries. This allows these staff to view and apply for internal-only vacancies via the Internal Job Board, and to access electronic versions of their payslips and P60s.
Access and data
To log on, staff need an active Single Sign-On account and VPN (if accessing offsite). Guidance on obtaining both are available on the HR Self-Service webpage, along with support documents and FAQs to help staff use the system and understand their data. Please note, as these staff are not full employees of the University, their Self-Service record will be only partially populated. We are in the process of updating HR Self-Service guidance and FAQs to refer to this.
The initial task to provide HR Self-Service access to existing staff relied on data attributes held in CoreHR to identify eligible individuals. If the CoreHR record was set up incorrectly (for example the Employee Status was incorrectly assigned as Non-Employee rather than Worker) this may have resulted in an eligible worker being excluded. If you receive queries from casuals relating to access, please check the worker’s CoreHR record before contacting the HRIS Support Centre for help.
The data load also only included staff for whom we hold SSO details and a University email address within CoreHR (this is populated through an integration with the University Card system). If you decide to provide an existing casual worker with SSO and email to facilitate access to HR Self-Service, they will then be assigned an HR Self-Service account as part of our new starter access process.
The process for assigning access to new eligible staff will rely on them having an active SSO account and University email address, and a CoreHR record. It is important, therefore, that the SSO is requested and the CoreHR record created as early in the new starter process as possible, to prevent any delay in getting access to HR Self-Service. This will be critical once we move away from paper payslips for this group (see below).
Please ensure that information about HR Self-Service is provided to all new casual workers, teachers, and examiners as part of their induction process, to ensure they understand how to access internal-only vacancies and electronic payslips and P60s.
Plans for payslips
Once this change is embedded and running smoothly, we will aim to move as many casuals as possible to online-only payslips. We will consult the HRIS User Group and our Product Ownership Groups about this proposal before any change is planned and communicated. In the meantime, casual workers/teachers and examiners will continue to receive paper payslips and P60s (subject to the current restrictions caused by C-19) as well as having access to them via HR Self-Service.
Communication and support
This change will be communicated to all staff via the Blueprint Bulletin and text for use locally has been shared with key contacts.
Any queries relating to access to HR Self-Service should be directed to the HRIS Support Centre. However, please remember that queries should come via the CoreHR user in your department, not from the employee themselves. Please advise staff to check the FAQs on the HR Self-Service webpage before you contact the Support Centre.