Essex Hours
Essex Hours is a new functionality of iTrent and can be accessed via HR Organiser (staff members), and People Manager (line manager/iTrent administrator). This system offers flexible and efficient scheduling for roles with variable working patterns, such as averaged hours, annualised, term-time or on-demand contracts. It also ensures compliance with employment regulations, such as managing the maximum working hours of Student visa holders.
Key benefits of Essex Hours
- The scheduling part of the system is customisable to meet department needs.
- All information is viewable in one place and will take away the need for multiple, manual spreadsheets.
- The system is easily accessible through HR Organiser and People Manager access.
- Paid time can be automatically submitted to payroll, or via various approval routes ( line manager and Department administrator).
- All On demand roles will be managed through this system.
- The system can also support budgetary monitoring in the administrator access.
- It will replace timesheets.
- It will replace the need to report Student visa holder working hours on a weekly basis.
- The system will not allow Student visa holders to undertake more hours than they are permitted to work.
- When looking at hours worked elsewhere in the University for Student visa holders, it will be able to include hours worked for the Student Union.
Implementation of Essex Hours
We have adopted a phased approach to the launch of Essex Hours. Communications have already been sent out to many departments regarding roll-out plans and timelines. All departments should be using Essex Hours before the start of the 2024/2025 academic year.
Please contact essexhours@essex.ac.uk if you have any questions.
How to access Essex Hours
Staff members with allocated hours please log into HR Organiser.
For Line Managers/iTrent Administrators to schedule working patterns and approve hours worked, please log into People Manager.
How to use Essex Hours
Staff members can view and submit hours worked.
- HR Organiser User guide (.pdf)
- How to submit Paid Time (.pdf)
Line Manager/ Department Administrator can schedule, approve and submit to payroll.
- Essex Hours life cycle (.pdf)
- Manager & Department Guidance (Managing Schedules) (.pdf)
- Manager & Department Guidance (Individual Submission) (.pdf)
- People Manager user guide (.pdf)
Additional guidance is available for those Employing Student visa holders (.pdf).
How staff are paid in Essex Hours
Staff can be paid via individual or central submission. Steps for each process:
Individual submissions
- Department schedules hours
- Staff member submits paid time in HR Organister
- Like-for-like paid time goes straight to payroll
- Paid time claims that do not match schedule are sent for approval before going to payroll
Central submissions
- Department schedules hours
- Scheduled hours are worked
- The line manager/department submits paid time directly to payroll
- Pay is based on scheduled hours for that month
On demand roles will always be paid via the individual submission process and all other roles will be paid via central submission.
For further detail on pay deadlines, please see payroll information for managers.
Essex Hours drop-in sessions
Essex Hours drop in sessions via Zoom are run every Tuesday 11.30am - 12pm and Thursday 2.30pm - 3pm, providing practical support regarding staff and manager queries.
