iTrent Transfer Arrangements (March – April 2018)

From 1 April 2018 we will be transferring to our new HR and Payroll system to iTrent.  It is important to us to make the transition as smooth as possible for our clients therefore we have some special arrangements in place for our self-service clients to submit their April changes.

Payroll Cut-off Dates

Please note that earlier payroll cut-off deadlines are in place for April 2018, please check the timelines tab to confirm the relevant cut-off date for your school.

It is crucial that the early cut-off dates are adhered to this month as these dates have been set based on the parallel running and end of year activity our teams need to complete to ensure accuracy in the new system. We really appreciate the support of our clients whilst we’re working to transfer to iTrent and are confident that these efforts will be fundamental in realising the anticipated service improvements.

Special Arrangements for April 2018

We are aware that the iTrent Go Live date of 1 April 2018 falls at a time when many schools are out of the office due to school or religious holidays. To ensure accuracy and to allow you sufficient opportunity to submit the relevant changes for April, there will be some special arrangements for our first month using iTrent.

Please read the correct section below based on your service type to view any special arrangements for your school;

 A. MyView Users

As a client currently inputting all changes into MyView we ask that you;

  1. New Starters

o   Up to 5:30pm on 27 March 2018 continue inputting new starters, to be paid April 2018 into MyView.

o   After 5.30 on 27 March 2018 any new starters should be “held” and entered into iTrent manager self-service once this becomes available for payment May 2018.

  1. All other changes; Contractual Changes (for existing staff) / Leavers / Timesheets (Supply/Additional hours)

o   Instructions for the April 2018 payroll, falling into the above categories must be advised to us by completing the April Submission spreadsheet. Once completed your spreadsheet/s should be submitted securely through AskHR using the category ‘April Submission’ before your April cut-off date.

 B. SIMS user with MyView

As a client with SIMS integration currently inputting changes into SIMS and submitting temporary data (such as overtime) in MyView we ask that you;

1. New Starters / Contractual Changes / Leavers

  • Continue to input changes into SIMS as normal for the April payroll before the cut-off.

 2. Timesheets / Expenses (Temporary Data)

  • Instructions for the April 2018 payroll, falling into the above categories must be advised to us by completing the ‘Timesheets & Expenses’ tab in the April Submission spreadsheet. Once completed your spreadsheet should be submitted securely through AskHR using the category ‘April Submission’ before your April cut-off date.

April Submission Spreadsheet

The template spreadsheet for submitting your April changes is available on AskHR or you can email Project.Algebra@capita.co.uk to request a copy.

What else do I need to know?

System Down-time:

You may have noted that following the closure of MyView on 6 April there will be a period of two weeks in which you will be unable to access any system. We believe the majority of schools are on holiday during this period and anticipate the impact being minimal. If you are in work and require HR or Payroll data you will need to contact your HR & Payroll team. Where possible we would suggest you access any information you may need in MyView prior to its closure.

Future Changes:

To facilitate, a smooth process we ask that you only submit changes effective from April 2018 before the April payroll deadline. Future changes with an effective date of 1 May 2018 or later should be input into SIMS (if relevant) or iTrent once available.