How do I approve a 'Time and Expenses' claim?
All items that are awaiting approval are located within your 'To Do List'. Log inot People Manager and click on 'My To Do List'. This will show all tasks assigned to you. Click on each task to view the detaisl. From here, you can also authorise or reject the task.
How can you view all holidays people have booked in one glance?
A manager can access the Absence Calendar or Peer Calendar in HR Connect
to view absence for their team or group of staff in the department.
Annual Leave on HR Connect
Why is my holiday entitlement calculated in hours?
All holiday entitlement is calculated in hours as people change from working
full-time to part-time and vice-versa and many have flexible working
patterns. By calculating in hours, it
ensures that everyone has proportionately the same annual leave entitlement
regardless of when in the year they work or their working pattern, providing
this is correct on the system.
Further information about how your leave is
calculated is available here.
Are fixed holidays included in the holiday entitlement?
Yes, all staff receive a fixed holiday entitlement (pro-rata for part-time
staff). If you are not due to work on a
fixed day, the time is available for you to request as annual leave.
Leave is calculated based on your working pattern. If this has changed, please notify email@example.com.
How do I view my holiday entitlement in HR Connect?
This can be viewed via the ‘Check My Holiday Balance’ tab. 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 firstname.lastname@example.org
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 email@example.com
My annual leave entitlement was adjusted/carried
forward. Why has the closing balance not
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
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
‘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 you 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, view your holiday bookings, amend dates and submit.
Your manager will be required to approve the changed booking.
Can I cancel a holiday that already has been
Yes, you can cancel a future dated approved holiday by logging into HR
Connect and using the ‘Absence’ tab, clicking on the period you wish to delete
and click delete at the bottom of the window. 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 retrospectively?
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
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 approved, 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
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
Will the system allow you to carry forward more
than 5 days annual leave?
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.
However, in the leave year
2019/2020, there is no carry-forward of annual leave due to Covid-19.
What happens if I have an approved
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.
Will staff be able to enter Flexi time direct into
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
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, can you view staff that are on
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
How do I update my details?
tab 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.
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
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 payslip 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?
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 Pay
& Benefits, scroll down to Time & Expenses, and then click Add Claim
Start Date of your claim, and then choose a claim template
and populate the claim form
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 Pay and Benefits in HR Connect, and then click on Total Reward
Statement (under your payslips and P60’s).
You can then view monetary and non-monetary benefits.
Am I able to view a record of training courses 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 learning
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
Will I receive reminders to attend an
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
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 past?
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
Yes, you can choose to view all events or you can search by name.