MyView User Guide Version 4

Transcription

1 MyView User Guide Version 4

2 CONTENTS Page 1 Accessing MyView and setting your password 2 2 The MyView Dashboard Reporting services Employee Payslips P60 s Account Change password Update profile View my details 15 3 Delegated tasks 16 4 Creating a new starter Personal details Contact details Emergency contact Work permit Bank Post Rota Non teaching salary Teaching salary Pay elements Complete join Supply teachers How to input pay increase increment 32 5 Contract detail changes Removing allowance 37 6 Add a second post 40 7 Post termination 46 8 Change personal details Change bank details Other personal details 52 9 Time management input Sickness Unpaid leave Non teaching staff Teaching staff View form history Personal details New starters Employement details 65 Appendix A Time management categories 66 1 P a g e

3 ACCESSING MYVIEW 1. Accessing MyView and setting your passwords MyView is accessed online at Click on the forgotten your password button- DO NOT ENTER YOUR USER ID OR PASSWORD - This will take you to a new screen where you input your user ID which is your payroll number 2 P a g e

4 Enter your user ID (payroll number) here Click reset my account You will receive the confirmation message to advise that an containing a temporary link has been ed to you. Click on Continue - then close the web screen down and wait for the to arrive When has arrived - open up a NEW Myview screen and enter the user id and the temporary password that was in the . Do not cut and paste 3 P a g e

5 Click on the Sign in button The system now displays the screen where you set the answers to your security questions Enter your security questions (these answers can be the same as previous answers if you are resetting your account) 4 P a g e

6 Click on Set Answers You are now given a screen where you re-set your password Enter the temporary password that was in the in the first box, and then enter your new password in boxes two and three Please note your new password needs to be a mixture of upper and lower case letters and a number or symbol. Passwords are case sensitive You will receive a prompt every 90 days to reset your Myview password. 5 P a g e

7 Enter your passwords and click on Submit On the next screen you can now start to sign in 6 P a g e

8 Enter your user-id and your new password (not the temporary one in the ) & click on sign in You will then be requested to enter the answer to your security question. Click Verify You are now in the Myview system 7 P a g e

9 Please Note If you need to set up additional users or change existing users, please complete the Myview access form and submit via AskHR. The form is available on AskHR. If your account is locked or your password has expired click straight onto the forgotten your password button and do not enter any User ID details. If you do not receive an to reset your password please contact Capita HR Solutions. The Structure of Myview is the Headteacher sits at the top of the Structure If the Headteacher leaves the school there will be no Myview access until the new Headteacher has been set up in our payroll system. Action: if the Headteacher is leaving please complete a new Myview Access Request form including all Myview users and submit via AskHR. Tip: Submit your new Myview access request form as soon as you have the information to prevent you loosing access to Myview. You cannot submit any information for the Headteacher via Myview this will need to be submitted to the HR and Payroll team via AskHR for manual processing. You cannot enter timesheets or make changes to your own contract- a colleague or the Headteacher will need to do this for you. To book Myview Training for a new staff member please submit via AskHR. 8 P a g e

10 DASHBOARD gg 2. The MyView Dashboard The MyView Dashboard looks similar to this Delegated Task Menu listed here are the administrative tasks that have been delegated to you 2. Reporting Services you can specify which reports you wish to see here by clicking on configure and selecting from the menu. 3. Pay Documents. The payslips that appear here are your own personal documents 4. Employee Payslips are included in the Delegated Tasks bar within the online payslips folder 9 P a g e

11 2.1 Reporting Services Reports are accessed on your dashboard If you double click on a report new page will open and display a variety of reports 10 P a g e

12 In the top left hand corner you can select staff type so that you can view all staff or drill down to teachers and support staff 11 P a g e

13 2.2 Employee Payslips MyView allows you to view and print copies of your current employees payslips. Payslips for employees who are leavers cannot be viewed on Myview Select the relevant employee from your staff list by double clicking on their name You will be presented with a screen similar to the one below. Select the month you require the payslip for by double clicking on period Click on the period you require A copy of the payslip for the required month will then appear as below. 12 P a g e

14 2.3 P60 s P60 s can be accessed via the same screen as payslips abovethen click into the, select the relevant employee and you will be presented with the screen below. Select the relevant P60 and click to see the P P a g e

15 2.4 Account You are able to amend your account details by clicking on the down arrow beside Account in the top right hand corner. 2.5 Change Password Click the Change Password option Enter the details as requested and select submit. You will receive onscreen confirmation that the password has been changed. 2.6 Update Profile Here you can re-set the answers to your security questions 14 P a g e

16 2.7 View My Details Here you can view YOUR personal details and employment history under the following headers; You can return to the main dashboard at anytime by clicking on the at the top right hand corner of the screen. 15 P a g e

17 DELEGATED TASKS 3. Delegated Tasks The tasks you have been delegated are listed on the left hand side menu. Just click the name of the task you wish to carry out. Some of the processes are duplicated on the task menu and under delegated tasks. 16 P a g e

18 CREATING A NEW STARTER 4. Creating a New Starter Select Enter a New Starter from the menu 17 P a g e

19 Your name & payroll reference will show here Headteachers name will appear here Click the add button beside the Headteachers' name 18 P a g e

20 You will be provided with a list of posts and staff under these headers. You can toggle between showing and hiding the employees by clicking on the button. Select the relevant job title for the new employee from the list provided. Then Click next. 19 P a g e

21 4.1 Personal Details Enter date of birth in ddmmyyyy format or Click calendar Teacher number is mandatory for Teaching staff The last 5 sections are not mandatory and can be left blank Tab through the fields and enter the employees personal details as required, selecting options from the drop-down menus where necessary. Select to go to the next screen 20 P a g e

22 4.2 Contact Details Enter the employees contact details as required. An address and post code are mandatory. Select. 4.3 Emergency Contact This section is not mandatory and can be left blank if required. 21 P a g e

23 Here you can enter the employee's Next of Kin and Emergency Contact details, if known, by clicking on the Add Contact button. Complete the necessary fields and select. It is possible to add more than one contact. This section is not mandatory and can be left blank if required. Select. 22 P a g e

24 4.4 Work Permit If a Work Permit is not required select. If a Work Permit is necessary, Click Add Work Permit. Enter the details as required and then Save Work Permit. Select. 23 P a g e

25 4.5 Bank Bank Type. Select type of account the employee holds. 1 2 Note: Although there is an option Account Details not available it cannot be selected. 2. Sort Code. Enter the employees 6 digit sort code. The Bank Name & Branch fields will automatically complete. 3. Account Number. Select Edit to enter the employees 8 digit account number in the New Account Number Field and in the Confirm New Account Number field. Note: The account name will complete automatically with the employees name. If the employee holds a building society account an additional field will appear for the building society roll number. Select. 24 P a g e

26 4.6 Post The Post field will default to the post reference selected at the beginning of the process. Complete the fields as required selecting options from the drop down menus when required. 1. START DATE- This is the start date at your establishment. Enter in ddmmyyyy format 1 2. REASON FOR START-- Always select New Starter ORIGINAL START DATE- This is the employee s continuous service date for Local Government Service. If not known enter as the post start CONTRACT TYPE- Select from the drop down menu either: Salaried (SALARY) for full year staff; OR Term Time Salaried (TTSAL) for term time staff. No Entitlement to Increment applies to fixed scale or 0 hrs contracts and Non contract hours applies to 0 Hr contracts 5. WEEKS PER YEAR- Weeks per year will default to 52 for teaching staff but will need to be entered manually for support staff. Please enter weeks paid for support staff (this includes holidays) If unsure please refer to the Support Staff Annual Leave calculator which is available in AskHR. 6. NOTICE PERIOD- Enter the Notice Period as per the employee s contractual terms & conditions. 7. PROJECTED END DATE-If the employee is on a fixed term contract enter the contract due to end in ddmmyyyy format Select. 25 P a g e

27 4.7 Rota Enter the employees contracted weekly hours in decimals e.g. 10 ¾ hours should be entered as For casual/timesheet staff please enter the hours as 0.00 Click 26 P a g e

28 4.8 Non- Teaching Salary Select the relevent grade number for the post from the drop down menu Select the relevent grade point from the drop down menu The Rate field we automatically populate after the two selections above have been made If you select Spot salary (SPOT) you will need to complete the FTE Basic Salary field manually. Select 27 P a g e

29 4.9 Teaching Salary Select the grade number for the range for the post from the drop down menu. The range for the post always starts with a R eg RWOO-OL The Basic Salary box will then appear. Please enter the FTE Salary Click You will see the screen below, when you have reached the complete screen, Select You will receive the message below, click OK 28 P a g e

30 4.10 Pay Elements Here you can add any additional payments the employee should be receiving, such as a First Aid Allowance, TLR etc The screen defaults to No. To add an additional payment Click the Yes button. Click Click Select the payment type from the drop down menu. If the payment is for a fixed period enter the proposed termination date Enter the amount to be paid in pounds and pence format. Please note that the amount you enter needs to reflect either the annual category or monthly category you have selected from the drop down list. 29 P a g e

31 For example, if you select the payment type below, you will need to enter the monthly amount If you select the payment type below, you will need to enter the annual amount Click If you get a warning message Click again. Click You can add as many allowances as necessary by repeating the process above Complete Join 30 P a g e

32 When all the new starter information has been entered Click. A pop up box will appear. If you wish to proceed click OK. The following confirmation screen will appear. Click Close Supply Teachers If you are an Academy or a Chequebook school, set up the supply teacher as a new starter with a zero hours record and submit timesheets via Myview 31 P a g e

33 If you are a LA Bank Account school please submit Supply Teachers timesheets via ASK HR. The payroll team will process these manually in our payroll system How to input a pay increase or increment Select Grade and Salary Change Click on the head teacher Click on the staff member and click next If the staff member has 2 posts ensure that you are selecting the correct post Click again Enter the change reason as other and the effective date Click on next 32 P a g e

34 Enter the new salary this will be the Range or Grade and Point Click Next and submit You will see the house symbol which tells you your change has been submitted Please Note Starters can be added into Myview anytime but if you enter a new starter when payroll is being run they will not appear in Myview until after pay day. We need to authorise new starters in Myview- this is done daily. You may not see your new starter in Myview until we have authorised them. If a new starter has multiple posts, add their substantive post as the new starter, once this has been authorised and appears in Myview you can add the additional posts. 33 P a g e

35 EMPLOYMENT How DETAILS CHANGES 5. Contract Details Changes Selecting this option will allow you to amend an employee s term weeks, hours, salary and allowances in one go or each action can be performed individually via the relevant separate option on the menu. Click the Contract Detail Changes button on the dashboard menu. Remove Click the add button beside the Headteachers name. You will be presented with a list of employees for whom you have been delegated responsibility. Select the employee required or search for the employee using the function. Click You will be presented with a list of recent changes for the employee. The most recent changes appear at the top of list. Click 34 P a g e

36 NOTE: Greyed out fields cannot be amended. Enter the Change Reason from the drop down menu. This is a system requirement and will not necessarily reflect the actual reason for change. Please select Other Reason Select the Effective Date of change from the calendar or enter in ddmmyyyy format. Only change the Contract Type if the employee is moving from Term time to Full Year or vice versa. If the Weeks per Year are changing these must be amended by the school. Please refer to the WPY calculator which is available on AskHR. If the change is for a fixed period enter the Projected End Date. Click 35 P a g e

37 If the Contracted hours are changing enter the new hours here. For casual/timesheet staff, please enter the hours as Click If the employee s grade is changing select the Grade Number and Grade Point from the drop down menus. The rate will complete automatically. Click 36 P a g e

38 5.1 Removing an Allowance In contract changes, select the staff member you want to end the allowance for. On the post page enter the change reason OTHER REASON Enter the effective date. Set the Effective Date as the first date the allowance is not to be paid from. EG If the allowance is due to end on the 31 st January the effective date for the change is the 1 st February 37 P a g e

39 Select Pay Elements To remove an allowance un-tick the allowance Click The allowance will then be removed. See example below Click. A pop up box will appear. If you wish to proceed click OK. Click Close 38 P a g e

40 Please Note Changes to posts/ hours/salaries can be made before the cut off date taking into consideration the date the changes are to take effect; you will not be able to submit any changes from the day before your pre-pay run and until pay day. All other changes apart from new starters will appear in Myview immediately or if it s a future dated change when the change comes into effect If you try and make changes during the cut off period you will receive a session ended error message If making multiple changes to an employee with the same effective date they must be done together by selecting Contract Detail change. If this is not possible or one change has been processed and another notified at a later date please submit the second change Via AskHR. 39 P a g e

41 ADD A SECOND POST OR CHANGE AN EMPLOYEES POST 6. Add a Second Post Select or from the task menu. Headteacher name will appear here Click the add button beside the Headteacher name. Click on hide employees 40 P a g e

42 Select the title of the new/ additional post from the list provided Click Click the add button beside the Headteachers name and select the required employee. Click 41 P a g e

43 Enter the start date for the additional post Select the reason for the additional post from the drop down menu. Select the contract type from the drop down menu. See below* If the additional post is for a fixed period enter the projected end date Enter the annual contracted weeks. (This will default to 52 for teaching staff). Remember for Term Time Salaried staff you must input the correct weeks paid per year *Contract Type The contract type selections are below No Entitlement to Increment- Please select for fixed scale or 0 hr contracts Non Contract- Please select for 0 hr contracts Salaried- Please select if the employee is salaried Term Time Salaried- please select if the employee is term time and salaried 42 P a g e

44 Click Enter the hours for the additional post. For casual/timesheet staff please enter the hours as 0.00 Click For teaching staff please select the range option. For non teaching staff please select the grade for the additional post and the grade point from the drop down lists. The Basic salary will automatically populate Click 43 P a g e

45 If no additional payments are relevant to this post click. To add an additional payment select Yes and Click. Select the additional payment type from the drop down menu. Enter the projected end date if awarded for a fixed period. Click to confirm the additional payment and then click. Enter the monthly or annual amount of the payment dependent on the selection When all the information has been entered click. A pop up box will appear. If you wish to proceed click OK. 44 P a g e

46 The following confirmation screen will appear. Click Close to return to the task menu. Please note When you select change an employee s post and an employee has a new post in replacement of an old post, when the new post is entered the old post will automatically terminate. You will not need to terminate the old post in the Post Termination tab. When an employee is moving from a Mainscale teacher to the Upper Pay Scale, this is processed as a change to post not a salary change. The new post will need to be set up and the old post will be terminated automatically. 45 P a g e

47 POST OR EMPLOYMENT TERMINATION t or Employment without a break in service * 7. Post Termination *IMPORTANT: If an employee is leaving a school within the local authority and moving to another school within the authority there is no need to end their employment. You should inform Capita HRS by or via AskHR and we will ensure that the employee is transferred to the other school on the system. Do not take any action in MyView. Headteachers name will appear here Click the add button beside the Headteachers name and select the required employee. Click 46 P a g e

48 47 P a g e Enter the date of the last day of employment and select the reason for leaving from the drop down list

49 To terminate a post select Leave from Team. To terminate the employee completely select Leave from Company. Click Click. A pop up box will appear. If you wish to proceed click OK. The following confirmation screen will appear. 48 P a g e

50 Click Close to return to the task menu. Please note You will also need to terminate employees who are on Fixed Term Contracts If somebody has multiple posts and you are ending only one of these posts please ensure you select the correct post. 49 P a g e

51 CHANGES TO PERSONAL DETAILS vbbvbges to Personal Details 8. Change to Personal Details To change an employee s Bank Account or other Personal Details select from the task menu Select the employee required from the staff list. 8.1 Change Bank Details Select Bank Details from the menu. Enter the effective date by clicking on the calendar. Click 50 P a g e

52 The current bank account details are shown. To amend these overtype. Select the type of account. You can only select one option Enter the six digit sort code The Bank Name & Branch will complete automatically Click Edit to change the account number. You will be asked to enter this twice If the name on the account is changing overtype here For Building Society accounts a Roll Number needs to be entered Click Select 51 P a g e

53 The following warning message will appear; Select OK. The following confirmation screen will appear. Click Close to return to the main task screen. 8.2 Other Personal Details Changes Here you have the option to change either of or all of the employees Personal, Contact, Emergency and work Permit Details. Select employee Enter the effective date for the change You can move between screens by using the next button or by clicking on the screen name. 52 P a g e

54 The screens are the same as those used for creating a new starter. Overtype the information as required and Select The following warning message will appear; Select OK. The following confirmation screen will appear. Click Close to return to the main task screen. 53 P a g e

55 TIME MANAGEMENT INPUT 9. Time Management Input This function allows you to enter timesheet hours, additional payments and record sickness and/or unpaid leave for an employee. From the task menu select Time Management Input and then Multi Employee Input. From the staff list you can either select an individual or a selection of employees by clicking on the box beside the employee s name. Click You will then see the Time Management Input screen, the selected employees will appear on the left hand side. 54 P a g e

56 Select the required week by selecting next or previous or by the clicking on the calendar. Select the day required by clicking in the box. The selected box will change colour. Right click on the highlighted field and Add to select the type of absence or additional payment. There are 2 options of category. NTB for Non Teaching and TEB for Teachers. Please select the correct category for either Teaching or Non Teaching. As data is input it will show on the time management data entry screen. 9.1 Sickness Enter the absence information into the relevant fields 55 P a g e

57 For long term absence select Open Ended and only enter a To date when the employee has returned to work. Note: For short term absence please try to avoid entering a nonworking day. Select Click Close to return to the time management screen. 56 P a g e

58 9.2 Unpaid Leave Select the reason for the unpaid absence from the drop down list Enter any comments here. If part day enter decimal equivalent Enter the From & To dates and whether full or part day. The total time will be calculated automatically An end date must be entered Select The following screen will appear. Select to return to the Time Management Screen. If the unpaid leave is for less than a half day, the hours of unpaid leave can be entered in the unpaid leave Non teaching category as below. Select employee and the unpaid leave hours category and enter the unpaid hours 57 P a g e

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60 9.3 Non Teaching Staff This is where overtime, additional hours or other non contractual hourly based payments are entered for support staff. Select the payment type from the drop down menu and enter the hours to be paid in hours and minutes. See Appendix A Any comments entered will be for your own reference and will not be available to view by Capita HR Solutions. You will be asked if you want to charge this to a different cost centre. If the answer to this is Yes select this option and enter the relevant cost centre number. Select You can make as many entries as are necessary for each employee. 59 P a g e

61 9.4 Teaching Staff This is where overtime, additional hours or other non contractual payments are entered for teaching staff. Select the payment type from the drop down menu and enter the hours to be paid in hours and minutes. Any comments entered will be for your own reference and will not be available to view by Capita HR Solutions. Note: when using the category miles paid at 45p per mile enter the total miles in the hours field. If you want to charge this to a different cost centre. If the answer to this is Yes select this option and enter the relevant cost centre number. Select 60 P a g e

62 Please Note Timesheet Input- you need to input timesheets before the myview cut off date and pay attention to the Timesheet cut off date when entering timesheets. The date for all timesheets entered needs to be within the timesheet cut of for a given month. The timesheet cut off date is usually the Saturday before the Myview input deadline. In the example below you can enter data in Myview until 11 th February but you must ensure the date you select to input timesheets in Myview is on or before the timesheet cut off date- in the example below this is the 7 th February. If it is later than the timesheet cut off this won t be paid until the following month Pay Date My View Input Timesheet cut off Pre Run report issued Pre-Run Amends returned by You can still input timesheets after the timesheet cut off and before the Myview input deadline ( usually a few days after the timesheet cut off) providing the date selected is on or before the 7 th In the example below the date selected is within the timesheet cut off deadline of the 7 th February but can be entered into Myview until 11 th February. Payroll Cut off dates will be provided by the payroll team and are available on AskHR. 61 P a g e

63 TIP- Do not leave timesheet input to the last minute as customer use increases significantly. You can enter the data in one chunk, daily or weekly providing we receive this before payroll cut off If you miss the cut off date, your timesheets will be processed next month. 62 P a g e

64 VIEW FORMS HISTORY 10. View Forms History View Forms History is located at the bottom of your dashboard This allows you to view information that you have inputted into Myview and the status If you want to check what information you have inputted into Myview click on view forms history 63 P a g e

65 This will then give you the option to select personal details, New starters and employment 10.1Personal Details If you select Personal details you can view personal detail changes made and their status Personal Detail changes drop straight into Myview and are shown as authorised If you see any changes in the open section they have either been saved rather than submitted or when a blue cross appears they are already in our payroll system so are duplicates 10.2New Starters If you select new starters you can view the new starters that have been added to Myview New starters that are sitting in open are waiting to be authorised by Capita 64 P a g e

66 Starters in Authorised have been authorised by payroll and will appear in Myview 10.3 Employment Details If you select employment details you can view changes made to contracts such as salary changes, post or employment termination, changes to allowances etc. Employment Detail changes drop straight into Myview and are shown as authorised If you see any changes in the open section they have either been saved rather than submitted or when a blue cross appears they are already in our payroll system 65 P a g e

67 Appendix A Time Management Categories Support Staff Category Description Type Cash One Off Payment One off cash payments Cash Basic Flat rate Hours Honorarium Honorarium Cash 1.5 time and a Hours half 2.0 Overtime at double time Hours Pay In Lieu of Notice (Non Payments less than 30k Cash Taxable) Sessional Payment (Cash) Sessional Payment Cash Senior Meal Time Supervisor Senior Meal Time Cash Supervisor (Cash) Unpaid Leave Hours Unpaid Leave Hours Unsocial Hours Hours to be paid at one fifth Hours Miles paid at 45p per mile 45p HMRC mileage rate Miles Mileage amount (cash) Use this when the mileage Cash rate is not 45p Pay in Lieu of Notice (taxable) Payments over 30k Cash Redundancy (Non Taxable) Payments less than 30k Cash Redundancy (Taxable) Payments over 30k Cash Teaching Staff Category Description Type One off payment (Non Pensionable) Use for one off cash Cash payments ExGratia Payment ExGratia payment Cash Compromise Settlement Agreements Cash Non Taxable, Ni able under 30k Compromise Settlement Agreements Cash Taxable, Ni able over 30k Miles paid at 45p per mile HMRC rate 45p per mile Miles Mileage amount (cash) Where 45p per mile is not Cash used Redundancy (non Taxable) Payment below 30k Cash Redundancy (Taxable) Payment over 30k Cash Days Strike Action Strike Days 66 P a g e

68 Subsistance (Non VAT able) Where no receipt is Cash received Subsistance (VAT able) Where receipt is received Cash Supply Teacher/Additional Teac Hrs Teacher additional hours Hours Claim Unpaid Leave Unpaid leave Hours Expenses (Taxable & Non VAT able) Expenses incurring VAT Cash Expenses (Taxable & VAT able) Expenses no VAT Cash 67 P a g e