Students Staff

28 February 2014

Our financial regulations are changing – make sure you comply

Filed under: Latest news — Tags: , — Communications, CER @ 4:22 pm

Major changes have been made to our financial regulations, changes that affect working processes for many of us.

Our Financial Regulations set out mandatory requirements which apply to all our staff, not just budget holders, and failure to comply with these Regulations may be a disciplinary offence.

An updated set of the University’s Financial Regulations are available on the finance page of our website. These were approved by Council on 17 February 2014.

It is important that all staff are familiar with these documents. If you would like advice on any aspect of the Financial Regulations and Finance Procedure Notes please contact your service accountant. Advice is also available from our Internal Audit team.

Some key features of the Financial Regulations, include:

  • Expense claims and card statements MUST be signed by the claimant’s line manager and supported by receipts – there are no exceptions to this. [Fin Regs 13.9]
  • Business class travel is NOT PERMITTED other than in very exceptional circumstances and with prior approval of an Executive Dean on a case by case basis. [Fin Regs 13.17]
  • Corporate credit cards are issued to designated ‘frequent travellers’ but these cards MUST NOT be used for claiming entertaining or hospitality which can only be reclaimed via an expense claim form. Cards MUST NOT be used for withdrawing cash. [Fin Regs 13.22 – 13.24]
  • All hospitality and entertainment claimed MUST be accompanied by a ‘Hospitality and Entertainment Form’ to demonstrate compliance with HMRC tax rules. [Fin Regs 13.19]
  • All goods and services MUST be supplied against an Agresso Purchase Order (with limited exceptions for library books, stationery, on-line purchases, items procured using a purchasing card, petty cash items and internal supplies such as catering). [Fin Regs 12.2]
  • Thresholds for ordering goods/services are changing, please see [Fin Regs 11.12] for more details.

It is everyone’s responsibility to comply with these mandatory regulations, ensure you know what they contain.


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10 February 2014

People Manager is coming

Filed under: Latest news — Tags: , , , , , — Communications, CER @ 2:07 pm
People manager is part of iTrent, our HR and payroll system

People Manager is part of iTrent, our HR and payroll system

Say goodbye to lost paper records and duplication – say hello to People Manager.

People Manager is a management self-service tool that will allow for real-time sickness reporting and online annual leave authorisation. It will also bring administrative benefits like making lost paper records and duplication things of the past.

Like HR Organiser, People Manager is also driven by iTrent – the core HR and Payroll system.  The iTrent system has a range of uses and modules which are being introduced in phases,  helping us simplify and bring consistency to our management tasks.

People Manager will be piloted within HR, Finance, ISS and UKDA before a phased roll-out to ensure a smooth transition across the University.  All Professional Services sections will go live from 1 April 2014 followed by the Faculties over the next 12 months.

Look out for up-dates in Essex Weekly over the coming weeks


The University of Essex will moderate comments and there will be a delay before any posts appear.

20 January 2014

Make a New Year’s Resolution to get online and go paperless

Filed under: Latest news — Tags: , , , — Communications, CER @ 2:50 pm
HR Organiser

Get online and go paperless in 2014

HR Organiser gives you easy access to view and amend your employment data and view your payslips in a secure way.

More features will be added this year, so this is the perfect time to make HR Organiser your own space to keep track of pay and personal information.

By opting to receive your payslips online, you can either have your payslips emailed to your home email account or you can simply log into HR organiser and view them as a PDF.

If you forget the password which you set up to protect your emailed payslip – simply log onto HR Organiser using your University log-in details and view the slip online.

There are plenty of hints and tips to get you started on the HR Organiser web page.

The University is increasing its use of online HR and finance tools. Don’t get left behind, make sure you know what’s happening with your details.

Not based at a PC?

HR organiser is for everyone so if you’re not doing a PC based job we have placed some PCs in corridors around Colchester campus for you to use. Just log-in with your usual University log-in details, go to HR Organiser and view your payslip or amend any of your details.

The PCs can be found at:

  • Square 4 Entrance 4NE, next to Barclays Bank
  • LTB level 4 in left hand corner
  • Near the Estates Cleaning Supervisors office 4N3.2

There are also three existing i-desks in the Estates corridor, near the Estates helpdesk.

Need printed versions?

If you ever need printed versions of your payslips they are available to you at the touch of a button. There is no need to keep lots of paper versions at home, all you have to do is locate the ones you want and print them off. Most financial institutions will be happy to accept these.

Smart phone user?

HR Organiser is not just useful while you’re at your desk, it is also supported by Android, iPhone and Windows 8 which means you can view and check your payslip while you’re out and about.

Coming soon

Soon you’ll also be able to request your annual leave through HR Organiser. Paper records will soon be a thing of the past as you’ll be able to request holidays through the system and all your manager has to do is log on and agree the dates.

HR Organiser is here to make your working life easier, make 2014 the year you get HR organised.

The University of Essex will moderate comments and there will be a delay before any posts appear.

4 October 2013

Are you using the correct purchase order procedures?

Filed under: Latest news — Tags: , — Communications, CER @ 3:06 pm

Make sure you know the correct purchase order procedures

The financial integrity of our University is everyone’s responsibility and this is never more important than when raising purchase orders.
It is essential that all staff with purchasing responsibilities are aware of the importance of following the correct procedures when making purchases on behalf of the University.

It is vital that purchase orders are used to protect the University concerning the supply of all commodities and to give clear instructions to suppliers.
The use of purchase orders also ensures the University is able to meet its responsibility to provide a clear audit trail for all expenditure.

When making purchases please follow these instructions as a matter of priority:

  • Formal University purchase orders must be raised for every order placed – with the exception only of instances where an instant transaction is made using a purchasing card at the point of ordering, for items such as stationery and authorised commodities
  • Staff wishing to place orders for commodities, are required to ensure that the relevant suppliers are on Agresso prior to commencing a purchasing process.
  • A formal purchase order must be raised on Agresso and should only be provided to suppliers on formal documentation, either in hard copy, or as an e-mail attachment.

For queries or refresher training please contact the Agresso systems team in Finance by email to



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25 April 2013

E-payslips and the HR Organiser for staff coming soon

Filed under: Latest news, People pages — Tags: , , , , , , , , — Communications Office @ 2:00 pm

HR Organiser

Following the rollout of phase one in 2011, phase two, and subsequent phases of the iHR system, will be going live from 1 August 2013 onwards, with a pilot system running from April. The system – called the HR Organiser – offers University of Essex staff online self-service access to view and amend employment data, via a link to a portal on the University’s website. The same system, including e-payslips, is now successfully used by a number of other UK universities. Once launched, the HR Organiser will work in a similar way to online banking.

Printed payslips will no longer be the University’s preferred method of payment advice, they will become electronic payslips (e-payslips) with an option for staff to request a printed payslip or to have their e-payslip e-mailed to them in PDF format. Later phases, planned to roll out from autumn 2013, will enable line managers to view and authorise electronic absence management and annual leave requests of staff who report to them.

The University of Essex will moderate comments and there will be a delay before any posts appear.