EA One Self-Service

Yes, as of 1st April 2023, all employees who are paid by the EA now have access to EA One Self-Service.

Yes, EA One will hold more Self-Service Webinars in the future. We will notify you about any upcoming webinars through email, C2K Noticeboard & Staff Headlines.

You can contact the EA One Helpdesk EAOneHelpdesk@eani.org.uk to provide you with a change of supervisor form. Please note, this form requires Head of Service / Budget Holders approval to allow us to action this change.

If your supervisor field appears blank, please contact the EA One Helpdesk EAOneHelpdesk@eani.org.uk.

The employee is responsible for maintaining any changes to their personal details. When using EA One Self-Service, employees can update basic personal details such as address, phone numbers and bank details.

When you change your personal information on self-service, this updates on your HR Record. They will be able to see that you have made the change, however they will only be notified in cases where approval / further information is required, such as when you request a change to your surname.

Self-Service on Oracle will speed up and remove the need for paper on a range of current administrative tasks. This means you spend less time making updates to your details, requesting annual leave and self-certifying absence all at the click of a button. This is easy to do and is available to all EA staff.

If you can only see e-Payslip responsibility on Oracle, please contact the EA One Helpdesk EAOneHelpdesk@eani.org.uk. Once you confirm your details, our team can add this to your account.

If you forget your Oracle password, you can use the login assistance on the login page or contact the EAOneHelpdesk@eani.org.uk.

Yes, on the EA One hub there are Mileage and Expenses training resources, including job aids and a recorded webinar.

EA One Self-Service for Permanent Teachers will go live in November 2023. Self-service webinars for Permanent Teachers will also be available and invites to register for these webinars will be distributed to the relevant staff in November.

Yes, EA One promotes a digital first, not digital only approach. If you do not feel comfortable submitting an Annual Leave request through Self-Service, paper leave forms will continue to be accepted.

We recommend e-Payslips for their ease of use and environmental benefit. However, if you want to receive paper payslips, please contact EAOneHelpdesk@eani.org.uk.

No, if you have completed a digital form through EA One Self-Service, you are not required to send a paper form to HR.

Self-Service is a faster and more efficient way to complete forms which were previously only available on paper. Self-Service will allow you to track the history of completed forms. However, if you opt for the use of paper forms then this is managed between you and your team.

Yes, these are now available on EA One Self-Service, full guidance on this is available on the EA One hub.

You can change or cancel Annual Leave by amending the booking manually on Self-Service. Once you change the status, this will update.

Yes, we would recommend that you complete two separate requests on either side of the statutory holiday. This is so your entitlement is not used on a statutory holiday.

Yes, if you know what dates you would like to request, you can go ahead and input these into Self-Service.

When you make an annual leave request on Oracle, this goes directly to your Line Manager / Principal. You will not need to make a request in school, however if your manager has not approved / rejected the request, you will need to contact them directly to discuss.

No, annual leave is not recorded on the timecards, instead leave the basic hours as they are. However, you will still be required to record all other absences on the timecards.

We would encourage fully digital usage of the annual leave solution where possible. There are training and support materials available on the EA One hub to help you with this, including the EA One Self-Service Handbook. If you need support with going fully digital on the new solution, please contact EAOneHelpdesk@eani.org.uk.

If your entitlement is wrong on the system, please contact HR to amend this.

You only need to input Annual Leave if it relates to your current period of entitlement.

Through EA One Self-Service, staff now have the option to request leave digitally which is often faster and more efficient.

If a manager is aware of their upcoming absence, they can use the vacation rule on their Oracle home page to set up a temporary approver. However, if your line manager is off for an extended period and has not done this, please contact EAOneHelpdesk@eani.org.uk.

EA One is digital first, not digital only. If you wish, you can continue to use the previous process to record this, however the Self-Service process is a quicker way to complete this.

The Manager Self-Service responsibility is currently unavailable due to maintenance. Requests can still be approved by managers through the notifications on their worklist. If you require any specific information about your team, please contact EAOneHelpdesk@eani.org.uk.

You can see a summary of all leave booked through Oracle when you go to the annual leave request page. You will also be able to see your annual entitlement and how much you have taken in the current year.

No managers will have one Oracle account with access to both their employee Self-Service responsibilities, as well as their manager responsibilities. Any manager transactions which require approval will appear in the worklist on the home page of your account.

Yes, when your position changes, your annual leave entitlement will be automatically updated.

This does not need to be recorded on Self-Service, however unpaid leave should be returned on the timecard for your place of work.

Please contact EAOneHelpdesk@eani.org.uk with your leave to be carried forward. Please note if you are carrying forward more than 7 days you will need your Line Manager / Principal’s approval.

When the hours are updated on your record, your entitlement should adjust accordingly. However, if you have any queries around your leave entitlement, please contact HR to discuss.

Yes, this is absence and should please be recorded on timecards.

Yes, if it is within the Self-Certification period of one – seven consecutive days.

Unpaid leave should be recorded on timecards.

No, EA One Self-Service is designed to be easily accessible from a computer. Everything can be tracked without the need to print.

If you are unsure of who your HR rep is, please contact your local People Services office who will be able to advise.

Sickness which extends beyond the Self-Certification period should not be inputted into Self-Service, you should instead follow standard process for long-term sickness.

This is not required for self-certification, for longer term absences continue to send your doctor’s notes to your current HR/Payroll contact.

Self-certifications cover 7 calendar days. Please refer to the EA’s managing attending policy available here for further details.

No, you do not need to complete a self-certification for leave other than sickness. You should continue to use your current process of informing your Line Manager/ Principal for unexpected leave such as bereavement so the timecards can be updated accordingly.

You should complete your Self-Certification on your first day back following sick leave.

Yes, everyone should record their own Self-Certifications on their personal Oracle account. If anyone has difficulty completing this, admin staff can help, or they can contact the EAOneHelpdesk@eani.org.uk for assistance.

Your Line Manager / Principal should inform you of any member of staff who are on sick leave so you can complete the timecards. The Line Manager / Principal (Submitter) should also be reviewing the timecards to ensure all staff members time is recorded accurately.

Yes, on the EA One Hub there are Mileage and Expenses training resources, including user guides and a recorded webinar. These can be found at the bottom of the Self-Service page.

No, temporary teaching staff do not complete this on Oracle. Instead, staff should continue to complete the existing TSE form and send this to the Travel and Subsistence team.

Yes, the EA One Self-Service Mileage and Expenses functionality is now available for non-teaching staff who are paid on the EA One Payroll. If you do not have the Mileage and Expenses responsibilities on your Oracle home page, please contact EAOneHelpdesk@eani.org.uk

Expenses should be submitted and approved by supervisors by 5pm on Tuesday, which is the weekly cut-off point. If there are no errors, claims will be paid on Friday into the same bank account as your salary. Anything submitted after that deadline will be paid the following week providing there are no errors. If your claim is awaiting manager approval and the deadline is approaching, contact your manager directly yourself to progress the claim.

The mileage deadline for M1 (Month-end) staff is the 12th day of each month, for M2 (Mid-month) staff the deadline is the 28th day of each month. Claims will be paid in your next pay cycle. If your claim is awaiting manager approval and the deadline is approaching, please contact your manager directly to progress the claim.

Multiple trips in a day can be recorded the same way as you record multiple trips over numerous days. For each journey use a new line on the mileage form to record the journey details.

This is determined case by case. For more information on travel and expenses policies, please contact EATravelandExpensesNonTeaching@eani.org.uk.

Yes, the TSE mileage claim should be shared with your line manager to review and sign. When your line manager returns the TSE form, you can then upload it to Oracle as the evidence for your mileage claim. Further details are available within the “Submit a Mileage Claim via Self-Service” Job Aid on the EA One Hub.

If a manager is aware of their upcoming absence, they can use the vacation rule on their Oracle home page to set up a temporary approver. However, if your line manager is off for an extended period and has not done this, please contact EAOneHelpdesk@eani.org.uk

EA Staff can access the form on Sharepoint.The form can also be accessed on the C2k Exchange. On the homepage, click on School Services, and then select EA Forms. The forms are located at the bottom of the page that opens.

No, when the Line Manager / Principal approves the claim on Oracle this acts as the validation required so a signature is no longer required.

If you have any queries on your mileage claim payment – i.e. an approved claim that you have already received payment for, please contact your payroll officer who will be able to view the claim on your pay record.

For electric vehicles, there is now a zero-emission option available when you select the type of mileage you are wishing to claim. Select this instead of Car Mileage and the form will adapt for electric vehicles.

Leave a note on this in the TSE form against the line you are recording the journey against. If you are still claiming against the shortest possible route available at the time this is fine.

No, vehicle details are simple to update when completing as vehicle details should be inputted for each individual mileage claim.

No, a physical copy is not needed however a digital copy is required to be uploaded onto the expense claim and should be retained until the claim is approved.