​FAQs

Annual Leave on HR Connect

How do I view my holiday entitlement in HR Connect?​

To view click on 'My Time' on the left-hand side of the screen. Within the holiday card click on 'View balances'. This shows your personal leave, any TOIL or flexi leave, and also the previous years’ annual leave entitlement and balance upon closing. If you think your leave entitlement is incorrect, please email humanresources@napier.ac.uk

I do not think my holiday entitlement is correct.
Further information on how your leave is calculated is available here.

If you think your leave entitlement is incorrect, please email humanresources@napier.ac.uk​

My annual leave entitlement was adjusted/carried forward.  Why has the closing balance not updated?
If you have had your annual leave balance adjusted (by your manager or HR) or carried forward into the next leave period, this will populate in the current leave period (the period affected by the adjustment).  The system will not update the previous year’s balance.  

What is meant by ‘entitlement’?
This is your total annual leave allowance in hours, including 10 fixed holidays (pro-rata for part-time staff). 

What do the columns 'taken', ‘scheduled’ and ‘balance’ mean?
‘Taken’ is the total value in hours of any leave (including fixed holidays) that has already taken place.

‘Scheduled’ is the total value of hours that for leave that is due to take place in the future. This includes any holiday requests still awaiting authorisation and any bank holidays that have not yet taken place.

‘Balance’ is the total of outstanding annual leave still to be taken during the current holiday year.

How far in advance can y​ou book holidays?
There is no limit to how far in advance holidays can be booked, however we would encourage that you provide a minimum of 2 weeks’ notice to your manager.   Please note that when booking leave in the next holiday year, the fixed holiday dates may yet not be known and your entitlement balance may be reduced at a future date (normally June/July).

Can I change a holiday booking once the dates have been approved by my manager?
Yes, log into HR Connect. On the homescreen scroll down to the holiday card and click on 'View all holidays'. Click on the holiday you wish to amend, make any changes and click save. Your manager will be required to approve the changed booking.

Can I cancel a holiday that already​ has been approved?

Yes, you can cancel a future dated approved holiday by logging into HR Connect and on the homepage scroll down to the holiday card. Click on 'View all holidays' and click on the holiday you wish to cancel. Once on this screen click on 'delete'. If the holiday is in the past and you have not taken the leave, your manager will need to delete or amend your holiday booking, as you cannot do this retrospectively.  

Can you add a holiday retrosp​ectively?
Yes, you can request leave retrospectively providing that your manager or an alternative manager approved this.  It is important that your leave record on HR Connect reflects all actual leave taken.

Can I request a few hours off work on annual leave?
Annual leave should be taken in full or part days.  Only in exceptional circumstances should managers exercise discretion to approve holidays in hours. If approved, staff can book a specified amount of time of annual leave in the same way that full or part days are booked.   

How can I book a half day or full day of holiday, when I work shorter days?
Staff who work shorter days who wish to book a half day should still select ‘half day’ via HR Connect as the system will automatically deduct half a day from your current working pattern.  The same applies when booking a full day; the system will reflect your working pattern and deduct a full day of working hours.

I have two positions, how do I book annual leave?
Annual leave can be booked for both positions by using the drop down menu and ensuring that both positions have leave requested.   For example, if the working pattern for one post in Monday to Wednesday, and the other Thursday to Friday and you wish to take 5 days (35 hours/36.25 hours), you will use the drop down menu to select position one for Monday to Wednesday, save, then use drop down menu for position two and save. Both managers need to authorise the leave.

How will annual leave be ap​proved, if my manager is off sick? 
If your manager is on short-term absence, you can speak to another manager within the team to see if they can verbally approve your annual leave which your manager will then approve on their return.  If this is not possible, or your manager is on long-term absence, tasks should be redirected to another appropriate manager by contacting humanresources@napier.ac.uk. 

I have submitted​ annual leave request but want to swap to Flexi leave, how do I request this?
If the annual leave request is in the future, you will be able to cancel your leave in HR Connect. If the annual leave request is in the past, you will need to contact your manager and request that your leave be adjusted.  You can then request flexi leave for the same period. 

Will the system allow you to carry forward more than 5 days annual l​eave?
As per our Annual Leave policy​, employees can carry forward up to a maximum of 5 days from leave entitlement one leave year to the next.

What happens if I have an appr​oved holiday and then I am sick on the days that the annual leave falls?
On return from sick leave, providing that you have submitted a Fit Note from your doctor, you can request that your manager deletes the relevant holiday dates.   The entitlement can therefore be used at a future date as agreed with your manager.   If you are unwell on a fixed holiday, and this is not a day that you would normally work, this cannot be reclaimed if you are sick.

I have achieved five years’ service part way through the annual leave year, how do I update my entitlement?
HR Connect will automatically update your annual leave balance with the new entitlement. This can be viewed under the ‘Check My Holiday Balance’ tab.   The new entitlement will increase in line with five years’ service; however, this will be pro-rated depending on the date at which this is achieved. 

Other Leave/Absence​

Will staff be able to enter Flexi ​time direct into the system?
Unfortunately not. HR Connect is not a time-and-attendance type system so this is not feasible.  However, there is functionality to request and approve Flexi Leave through HR Connect.  

How do I record Time-off In Lieu (TOIL)?
Managers should record TOIL on HR Connect after the work has been carried out.  Staff can then request TOIL leave in the same way that annual leave is requested.  If TOIL leave requests exceeds the TOIL leave entitlement, then the leave cannot be authorised.   Further information about eligibility for TOIL and the process is available within the Overtime Policy.

As a Manager, c​an you view staff that are on Maternity Leave?
Yes, managers have access to team absence records in HR Connect.  Absence data other than holiday and sickness is currently entered 1 month in arrears.  

How do I request compassionate leave or other types of ​leave?
Special and other Leave types can be requested online through HR Connect. Employees can input a request which will be forwarded to their manager for approval. Managers are also able to enter this information on behalf of an employee. 

My Data/Personal Data​

Why is sensitive data held about me in HR Connect?
The Data Protection Fair Processing statement for staff outlines the type of data that the University is required to record and the purposes for recording this information.

How do I update my details?
The ‘View Profile’ section enables you to check and update your basic information, such as contact information, marital status, home address, bank details, etc. The ‘employment’ tab enables you to view and update your HESA information.

It is important that this information is up to date, and we encourage you to keep addresses, sensitive information and emergency contacts up to date using Self Service.

Can you view historical data in HR Connect?
Yes - Job, Salary, Training and Absence History is available in HR Connect. 

Payslips & Pay​

​How can I view my p​ayslip and P60?
You can view your payslip or P60 via HR Connect, or opt in to receive an e-payslip/e-P60 via the e-form preferences.  Paper copies are no longer available.  Historical payslips and P60s are also available to view in HR Connect.  

How can I claim for payment for additional work?
Employees can claim for any additional work or payments by submitting a ‘Time and Expense’ request in HR Connect Self Service. To do this;

Click on 'My Pay', click on the 'Time & Expenses' tab at the top of the screen. 

Within the time and expenses card click 'Add Claim'.

Enter the Start Date of your claim, and then choose a claim template

Click New and populate the claim form

Once completed, save and submit to your manager for review and approval

You can also view our ‘Time and Expense’ user guide for detailed breakdown of the process.

How do I access my Total Reward Statement
Click on 'My Pay' in HR Connect, and then click on the 'Benefits' tab at the top of the screen. You will be presented with a Total Reward Statement card. You can then view monetary and non-monetary benefits, please ensure that 'show values' is ticked.   

Learning​

Am I able to view a record of training co​urses I have attended at the University?
Yes, HR Connect holds a personal learning account that lists all the internal training that you have attended, going back to 2001.  From here, you can also view the details of any events that you are on the waiting list for or that you have cancelled.

Can you record external learnin​g activities?
Yes, you can add records to the Personal Learning account which can include activities which you have participated in out with the University. This is useful to you for recording CPD and for your manager when discussing your development. 

Will I receive reminders to attend an​ event?
Yes, you and your manager will receive email notifications 5 days before the event, if it is one that has been organised by University providers.

Can I book on an event via HR Con​nect?
Yes, all event bookings must be made via HR Connect - there is no paper alternative for HR Connect users.   It is important that you are booked onto an event.  You will not be expected to attend if you have not booked a place.

Can I cancel off an event if it is in the p​ast?
It is not possible to cancel off an event, if it is in the past. Contact the relevant Learning Provider, if you were not able to attend an event.

Can I view a full list of University Lear​ning events?
Yes, you can choose to view all events or you can search by name.

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