EA One Self-Service for Non-Teaching Staff

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EA One Self-Service is available

EA One Self-Service provides employees with the ability to complete a variety of processes through an online portal such as: viewing e-payslips, updating your personal details or bank details, submitting a request for annual leave, providing a self-certification for absence online and submitting claims for mileage and expenses electronically.

When will Self-Service be available and who can use it?

Since June 2023, all functionality of EA One Self-Service became available to all employees in the Education Authority.

If you already have an Oracle login you will continue to use this, and the Self-Service functionality will be made available to you via this login.

If you do not yet have an Oracle login, please contact the EA One Helpdesk who can assist you.EA One QR code

If you wish to use EA One Self-Service and receive e-payslips, you can provide your email address here, or by scanning the QR code.

You do not need to start using EA One Self-Service immediately, and the option to use this system will remain available to begin using at any point. One of the key pieces of functionality within Self-Service is the ability to submit requests for Annual Leave, so please start to do this from the start of April to ensure your holiday balance is accurate.

All transactions will be able to be completed outside of the system as and when required, as EA One follows a ‘digital first, not digital only’ approach.

Training & Support

Training materials to support you to use the EA One Self-Service System, including training videos and an EA One Self-Service Handbook is available on our EA One Hub.

There is also a dedicated EA One Helpdesk to answer any queries you have and provide any support necessary.

You can get in touch with the EA One Helpdesk by contacting 028 9041 8060 or [email protected]

EA One Self-Service FAQs

General Questions

Are all Employees paid by the EA now on Self-Service?

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

Will there be further training for 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.

My supervisor is incorrect when I go to request Annual Leave on Self-Service?

You can contact the EA One Helpdesk [email protected] 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.

My supervisor field is blank when I go to request Annual Leave on Self-Service?

If your supervisor field appears blank, please contact the EA One Helpdesk [email protected].

Who is responsible for validating a change to an employee’s personal information?

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.

If you change your personal information will HR be notified?

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.

If an employee wants to change their personal details, is this now their responsibility through Self-Service functionality?

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.

Only e-Payslip is showing for me on Self-Service, who do I contact about this?

If you can only see e-Payslip responsibility on Oracle, please contact the EA One Helpdesk [email protected]. Once you confirm your details, our team can add this to your account.

What do I do if I forget my Oracle password?

If you forget your Oracle password, you can use the login assistance on the login page or contact the [email protected].

Is there training content on Mileage and Expenses?

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

Digital Forms

Can you still request Annual Leave on a paper leave sheet?

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.

What if employees are still wanting to receive paper payslips?

We recommend e-Payslips for their ease of use and environmental benefit. However, if you want to receive paper payslips, please contact [email protected].

If you complete a form on EA One Self-Service, do you still have to complete a paper form for HR anyway?

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

How does the system track between digital and non-digital forms?

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.

Are travel / expense claims to be submitted on EA One Self-Service?

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

Annual Leave

How do I change / cancel Annual Leave once it has already been approved?

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

When booking Annual Leave over a public / statutory holiday, do I need to complete two separate requests on either side of the statutory holiday day?

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.

Is it possible to add Annual Leave all at once rather than throughout the year?

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

For Annual Leave, do I still have to request in school first before putting in a request on Oracle?

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.

Once approved, will Annual Leave show on timecards?

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.

What support is available for secretaries who now must manage both digital and non-digital Annual Leave?

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 [email protected].

What do I do if my Annual Leave entitlement is wrong on the Oracle system?

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

Do I need to input leave retrospectively?

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

Do staff need to enter their own Annual Leave?

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

If the approving line manager is absent how is leave approved?

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 [email protected].

Is it mandatory to use this system for annual and sick leave?

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.

Why can I not see Manager Self-Service on my Oracle account?

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 [email protected].

Is there a way I can I see a complete list of annual leave taken / booked for the year?

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.

Do managers have a separate Oracle account to their personal account?

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.

If my position changes mid annual leave year, will my new annual leave entitlement be updated automatically?

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

How do I request unpaid leave on Self-Service?

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

How do I carry forward annual leave from the previous year?

The Annual Leave Carryover process is now automatic, with balances of up to seven days being carried over instantly when the new leave year starts, based on the remaining days you had in your balance at the end of the previous year.

For additional amendments, HR People Services will be able to update annual leave balances in the following circumstances:

  • When an employee has additional annual leave carryover upwards of seven days (with supervisor approval); and
  • Where there is a discrepancy with an employee’s annual leave balance.

If any of these circumstances apply to you, please contact your local HR People Services office with the following information to allow them to process your request:

  • Employee name
  • Employee number, and assignment number
  • Number of days carryover/change required
  • Current annual leave entitlement
  • Manager / Supervisor approval (this can be provided by attaching an approval email from your supervisor when contacting HR People Services to confirm the above details).

If you are unsure which HR People Services office to contact, please reach out to [email protected] who will be able to direct you.

If my hours have increased, how can I check to ensure my holiday entitlement has updated to reflect this?

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.

Sickness, Absence & Self-Certifications

For carer / compassionate leave, is this absence rather than leave?

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

Is sickness absence something that should be recorded on Self-Service?

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

What is the process for unpaid leave?

Unpaid leave should be recorded on timecards.

Are the tables printable, as this would help the school secretaries with leave monitoring?

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

How do you find out who your HR rep is?

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

If sickness absence extends beyond the Self-Cert period – are we still required to upload extended dates onto the system?

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.

Can you upload a doctor’s note on the system?

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

Does a self-certification cover 7 working days or calendar days?

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

For leave such as bereavement do I need to record a Self-Certification for this?

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.

Should I complete a self-certification on my first day of leave or on my day of return?

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

Does each individual record their own Self-Certification or can the admin staff do this for them?

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 [email protected] for assistance.

As a timecard Inputter how do I know that a staff member has submitted a Self-Cert, so I can record this on the timecards.

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.

Mileage and Expenses

Is there training content on Mileage and Expenses?

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.

Do temporary teaching staff complete the Mileage and Expenses process on Oracle?

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.

Should all EA staff have access to Mileage and Expenses on Oracle?

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 [email protected]

Is there a deadline for expenses to be claimed?

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.

What is the deadline for mileage to be claimed?

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.

How do you record multiple trips in a day?

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.

If I start my journey from my house, should the permanent base be the office or my home address?

This is determined case by case. For more information on travel and expenses policies, please contact [email protected].

Does the TSE travel form have to be sent to my Line Manager for authorisation before I can upload to Oracle?

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 the approving line manager is absent how are claims approved?

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 [email protected]

Where can I access the Mileage, Subsistence, and expenses form?

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.

Are line managers still required to sign the form as well as approving the claim on Oracle?

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

Who do I contact if the amount claimed does not match the amount paid?

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 cars what do I put in the engine capacity?

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.

If there is a diversion and I must take a longer route, how can this be indicated on the Mileage, Subsistence, and expenses form?

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.

Do I still have to email the new logbook to update my car details?

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

Do I require a physical copy of my receipts?

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.

Please note, EA One Manager Self-Service is currently unavailable.

Annual Leave

Opt in to Self-Service

Staff who do not have a corporate email address (either EA or C2K), do not have supervisory roles and do not act as a Timesheet Submitter will have the option to use a personal email address in the system.


The email addresses provided will be used in three ways: 

  1. To issue username and password instructions when Self-Service is available;
  2. To receive a notification back when an annual leave or training request has been responded to or where an expense or mileage claim has been actioned; and
  3. To receive communications around the details of Self-Service functionality and where support material can be accessed.

 

This information will not be used for anything other than EA One Self-Service. These details will be used to create a login for EA One Self-Service, and to communicate these login details to employees.

The email address will not be used for any other purpose in the system. The provision of an email address is not mandatory and if even if supplied, can be withdrawn at any time (via a request being made to the service desk to remove or update your email address).

The Education Authority (EA) is obliged to comply with the UK General Data Protection Regulation and the Data Protection Act 2018 when processing your personal information. If you choose to provide your email address for the purpose referred to above, it will be used for that purpose on the lawful basis that you have consented to such use.

If you wish to opt in to Employee Self-Service, using a personal email address, please complete this form

Self-Service Demo Videos and Handbook

How we are using your data

Staff who do not have a corporate email address (either EA or C2K), do not have supervisory roles and do not act as a Timesheet Submitter will have the option to use a personal email address in the system.

The email addresses provided will be used in three ways: 

(i) to issue username and password instructions when Self-Service is available;
(ii) to receive a notification back when an annual leave or training request has been responded to or where an expense or mileage claim has been actioned; and
(iii) to receive communications around the details of Self-Service functionality and where support material can be accessed.

This information will not be used for anything other than EA One Self-Service. These details will be used to create a login for EA One Self-Service, and to communicate these login details to employees.

The email address will not be used for any other purpose in the system. The provision of an email address is not mandatory and if even if supplied, can be withdrawn at any time (via a request being made to the service desk to remove or update your email address).

The Education Authority (EA) is obliged to comply with the UK General Data Protection Regulation and the Data Protection Act 2018 when processing your personal information. If you choose to provide your email address for the purpose referred to above, it will be used for that purpose on the lawful basis that you have consented to such use.

EA’s Privacy Notice for EA employees provides further information on how EA processes your personal information on the EA’s website.

Mileage and Expenses

The EA One Employee Self-Service functionality will include:  The EA One Manager Self-Service functionality(currently unavailable) will include: 
  • Annual Leave Requests
  • Updating ‘My Information’ which will include information such as;
    • Personal Information
    • Training Requests
    • Phased Returns
    • Reasonable Adjustments
  • Updating ‘Payroll Information’ which will include information such as;
    • Online Payslips
    • Bank Details
    • P60
    • Mileage Claims
  • Updating ‘Absence Information’ which will include information such as;
    • Return to Work Interviews
    • Self Certification
    • Viewing Absence History
  • Annual Leave Overview
  • Updating ‘My Teams Personal Information’ which will include information such as;
    • Basic Details
    • Phone Numbers
    • Main Address
    • Emergency Contacts
  • Updating ‘My Teams Employment Information’ which will include information such as;
    • Occupational Health Requests
    • Workplace Assessment Request
    • Phased Returns
    • Reasonable Adjustments
  • ‘My Teams Payroll Information’ which includes;
    • Mileage Claims
  • ‘My Teams Absence Information’ which will include;
    • Sickness Self Certificate
    • Return to Work Interviews
    • Absence Certificate

 

Last updated: 16/04/2024