Annual Leave FAQs
Yes, the system automatically transfers you remaining entitlement (up to 21 hours pro rata). If you have any carryover, in excess of 21hrs, please contact HR with a copy of the Director approval and the team will add these onto your new year entitlement.
Yes, annual leave is adjusted automatically to reflect your work pattern change and the daily hours that you work. If your work pattern in iTrent is wrong, please email the HR Service Centre.
Your annual leave entitlement is displayed as hours available in your Holiday widget, if you would like to check your entitlement you can use the annual leave calculator. If you have any concerns regarding your holiday entitlement, please contact your local flexi admin in the first instance.
On the holiday widget select View all Holidays, or View all Flexitime in the Flexitime widget, select the absence record you would like to amend and use the delete button at the bottom of the record to remove the booking. If you would like to change your booking make the changes in the booking record then save your changes.
Please note your holiday entitlement will show up to the 31st of December. You can calculate your leave entitlement by using the annual leave calculator.
Annual leave should be requested in full or half days; however, you do have the option to book less than a half day if required (i.e. to use up your remaining balance at the end of the year). When you book your annual leave select ‘Specify time’ from the ‘Full or part day required’ drop-down menu, add the time in hours or minutes as required.
Yes, the system automatically adjusts your leave request according to your work pattern therefore if you request a week of annual leave the weekends and any other days that you do not routinely work will be accounted for.
The holiday balance in hours available displayed in your holiday widget is the amount of time you can book off as annual leave. The bank holidays and Christmas shutdown days are automatically deducted by the system. However, if you work a public holiday then your line manager can adjust your records to ensure the time worked is added back to your holiday entitlement balance. See the list of public holidays recognised by Argyll and Bute council.
Flexitime FAQs
A list of the Flexi periods can be found on the Hub.
Please contact your manager, provide them with the clocking details (start time, lunch time and finish time etc) and ask them to add an adjustment to the previous flexi period.
Yes, but they will need to be entered within the current flexi period. Use the Record flexitime button in your flexitime widget to add the flexitime details – please add a retrospective booking before or after your shift as you can only open one record at a time in the system. If the retrospective clocking is for a previous flexi period, please contact your line manager as above.
With the move to iTrent the clocking machines will be decommissioned, the new MyTime widget is quick and easy to use therefore it will not take longer to add your clockings with your computer. Clockings can also be recorded retrospectively if required.
First advise your manager that you would like to use flexi time for an appointment then clock out when you leave for your appointment and clock back in when you return. (Please don’t use the first break field to log any appointments or flexitime, the first break field should only be used to clock your lunch break). If it is an authorised appointment e.g. a hospital appointment advise your manager as they will add the time back to your flexi balance.
Use the Record flexitime button to enter the start time and end time of your lunch break in the First Break If you forget to clock your lunch break the system will automatically deduct 30 minutes for your lunch break. Employees MUST accurately record their working hours by logging into the Council’s HR & Payroll system and clocking in on arrival and out on departure AND when they take their break as per Flexitime procedures.
If you would like to book half a day or a full day of absence with your flexi balance, use the BOOK FLEXITIME button in the flexitime widget to request flexi leave from your line manager. If you start later or finish earlier than you normal working hours use the Clock in and Clock Out to autofill your times. When you would like to take time off in the middle of the day clock out when you leave and clock in when you return. (Please don’t use the first break field to log any appointments or flexitime, the first break field should only be used to clock your lunch break).
No, flexitime SHOULD NOT be converted to TOIL – please refer to the Flexitime procedures.
A maximum of 14 hours (pro-rated for part time employees) may be carried over at the end of each flexi period. If you have more than 14 hours they will be deducted from your balance automatically. If agreed by a third-tier manager due to exceptional circumstances these hours can be added back to the flexi balance. To do this please contact your Local Flexi administrator..
You can use flexitime even if your balance is zero at your manager’s discretion. A maximum of -7 hours (pro-rated for part time employees) may be carried forward into the next flexi period under extenuating circumstances.
No, the system will not automatically generate a flexi record, therefore, please add a retrospective clocking record. Employees who forget to clock in will be presumed to be on annual leave, sickness or authorised absence, your flexi balance will not be deducted; however, you will receive an email to remind you to add a flexitime record. Your line manager will be able to review your flexitime records including missing records in a report.
Please contact HR as they will need to ensure your Terms and Conditions or your profile are correctly set up in the system.
If your booking is in the current flexi period, your balance will update immediately. If booking for a future period, this will only be deducted from your balance at the start of the period with the booking.
If your booking is cancelled for any reason, your balance will be updated to reflect this.
At the start of each flexi period, any pre-booked days/half days within the period will be deducted from your balance.
TOIL FAQs
No, flexitime SHOULD NOT be converted to TOIL – please refer to the Flexitime procedures.
Yes, accrued TOIL will automatically be removed from your TOIL balance if it is not used within 3 months. TOIL must be taken at a time mutually agreed between the employee and the line manager within the 3-month period.
TOIL must be used within 3 months of the accrued date; you can check when you accrued your TOIL by clicking on the View all TOIL in the TOIL widget on your MyTime dashboard and selecting the TOIL record to check the date it was accrued.
Yes, accrued TOIL is only limited by the 3-month cut off
TOIL is an alternative to paid overtime and should only be authorised for specific business reasons outwith an employees contracted hours e.g. attendance at an evening meeting or to cover early or late travel to conferences/training or ferry travel to islands or unexpected service needs.
There is no TOIL maximum, however, TOIL must be approved by your line manager prior to working extra hours under the TOIL procedures.
Yes, all TOIL should be approved in advance by your line manager before it is accrued. Under exceptional circumstances e.g. a social work emergency it can be requested and approved retrospectively.
Redirections and Manager Permissions in iTrent - FAQs
Yes, a manager can set up redirections to delegate all or part of their ITrent administration to another line manager or appropriate staff member. How to set up a redirection.
To be updated.
Please contact HR to ensure your staff list is updated.
When you set up a redirection ensure that your enter the managers employee number to ensure the redirection is assigned to the correct person.
No, the system will not automatically redirect your staff requests. Whenever possible a manager should set up a redirection when they are unable to respond to staff requests in iTrent. If your manager is off unexpectedly and you would like a request approved please check with your line manager’s manager to see if authorisations have been redirected to them. If you are unsure, you can contact the support team.
General FAQs
Please refer to the guidance for authorised leave and retrospective clockings.
Please contact your line manager in the first instance and if required then contact your flexi administrator.
You can enter your clockings retrospectively. Or if you have a networked council mobile device you can access your iTrent and add clockings, book annual leave etc by logging in with your Single Sign On profile. If you have a personal mobile device and your profile is set up with Single Sign On you cannot login and make changes in MyTime; however, your sign on profile can be changed to multi-factor authentication to access your iTrent account from a personal device. Please note you cannot have both single sign on and multi-factor authentication assigned to your profile in iTrent.
As a manager you can view Your staff’s bookings in your Out of Office widget in a calendar view. When a leave request is approved the employee receives an email notification in Outlook which they can use to update their calendar in Outlook. It is not possible for employees to view their colleagues leave details in iTrent and managers are only able to view the details of the staff they manage in a calendar.
When the absence team are informed that an employee is unable to attend work due to illness the system will be updated to indicate the employee is on sick leave. And no further action will be required from the employee or manager. If an employee leaves during a shift due to illness they should inform the absence team and clock out when they leave, if this is not possible the flexi record can be updated on their return to work.
Thank you to all employees who are supporting the upcoming election. Your contribution is greatly appreciated and plays a vital role in ensuring the election is delivered smoothly and successfully.
This message is for employees undertaking election duties, to clarify how this time should be recorded on HROnline (iTrent) where employees already use this system.
For employees assisting with the election:
If you are a user of Time and Attendance on HROnline (iTrent), please be aware that:
- Your election duties should be recorded as an authorised absence.
- You do not need to enter this yourself.
- Your manager will record the absence on your behalf.
If you notice that your time has not been recorded, or appears incorrect, please raise this with your manager.
If you have any questions about recording election duties or using the correct absence codes, please consult page 7 of the guidance document or contact 01546 605513 – option 3 or use the HR Help Desk
Thank you again to everyone involved for your support and cooperation.
This message is for managers who have an employee undertaking election duties, to clarify how this time should be recorded on HROnline (iTrent) where employees already use this system.
For managers:
Where an employee is undertaking paid election duties and uses Time and Attendance in iTrent, please ensure you:
- Record an authorised absence for the relevant period using:
- Absence Type: Other Absence
- Absence Reason: LGE – Election Duties (Paid)
This will ensure the employee’s time is recorded correctly and paid appropriately.
If you have any questions about recording election duties or using the correct absence codes, please consult page 7 of the guidance document or contact 01546 605513 – option 3 or use the HR Help Desk
Thank you again to everyone involved for your support and cooperation.