Standby payments / Standby overtime / Call outs and Sleep Ins claims cannot be submitted in HR21 and these should therefore continue to be submitted in the format used prior to the introduction of HR21. Data Label: Public of 23ġ0 4.3 Submit a Claim for Overtime Only normal overtime working can be submitted in HR21. Some fields are mandatory and these will be highlighted in Pink if missed. It is advisable to clear these messages after each incorrect action by clicking on Clear button. If an incorrect action is performed an Error message will show. There is an online help function and relevant user information provided on each screen.

To go back to a previous screen, click on Previously Visited Pages. Do not use the back button, to navigate through screens as this will lock you out of the system. (Passwords issued by HR are always your old password ) Before enter new password you must enter your old password again in pink box Once logged in, your details will appear in the tool bar. This is the screen which will appear when you have entered the one time password issued by HR, before you create a new password you must re enter your old password in the pink box. (Please note that the system can only be accessed from a PC connected to the council network) All employees have their own unique user id, which is their employee number and you will be asked to create a password when first accessing the system. To add to your favourites right click on link and select copy, click on add a favourite, paste in Name and click Add. GETTING STARTED You can access HR21 through My Toolkit - HR Services Employee Self Service, or by going to We recommend you save this link to your Favourites or to your desktop. If you have not saved the link to your Favourites / Desktop please click on link which can be found on the sent by HR. The reset password that is sent by from HR21 Queries is classed as your old password which should be entered in the pink box. If you require to be unlocked or have forgotten your password and need your password to be reset you should HR21 helpdesk at: and your password will be reset. 2.3 Locked Accounts/Password Resets If an incorrect password is entered a message advising you of this is shown and after three attempts you will be locked out of the system. You must enter your old password in pink box before creating a new password. Password has expired You must repeat the old password in the pink box then create a new password Access has been denied. A message will be displayed when you log in. 2.2 Password Expiry The system will notify you in advance of your password expiring. Selfservice/9 Users can change their password whenever they wish, however passwords are only valid for 60 days and you are unable to re-use previous passwords. 2.1 Password Rules All passwords must contain at least 8 characters and a mix of alphabetical letters and special characters e.g. PASSWORD PROTECTION Employee Self Service is designed with security and accessibility in mind. Details Add/Update View Data Label: Public of 23Ĥ 2. Details Manager Employee Personal details View Update Home address and contact details View Update Contact details for next of kin View Update Current position details View View The grade of your current post View View Allowances paid to you View View Previous payments Bank Account details Your tax code Last salary paid to you Deductions from salary Your pension contribution rate Pay adjustments View View View View View View View Sick Leave View View Maternity / Paternity leave View View Leave for family care purposes View View Overtime claims Authorise Update Mileage and Expenses claims Authorise Update Licence & Cert. You can also view basic job related information including payments made to you and submit an electronic request for any overtime worked and mileage and expenses incurred to your manager for approval. This means that you can be sure that important HR information about you is always up to date.

WHAT IS HR21 HR21 is a secure online system which will allow you to view and update your personal HR information held in the council s HR and Payroll system. WHAT IS HR PASSWORD PROTECTION Password Rules Password Expiry Locked Accounts/Password Resets GETTING STARTED WHAT YOU CAN SEE AND DO Changing your name Changing your address and adding next of kin Submit a Claim for Overtime Submit a Claim for Mileage View and Print a Print Payslip View your Payroll Record View your Leave Record View your HR Record HOW TO EXIT HR Data Label: Public of 23ģ 1. 1 West Lothian Council HR21 Employee & Manager Self Service Employee User Guide HR Services January 2015 Version 8 Data Label: Public of 23Ģ Contents 1.

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