Human Resources

ESS FAQs – Time/Overtime Claims

"I have a query regarding my time claim. Who do I contact for advice?"

If you have any queries regarding your claim, please contact your Line Manager or departmental Champion in the first instance. With queries related to pay, please email payroll.finance@port.ac.uk.

"How can I find out who the Champion for time claims is in my department?"

There is a list of Payrol champions on the Finance Intranet Payroll page.

"I'm a casual employee and was off sick on the day I was expected to work. Can I still claim my hours?"

No. Casual employees/workers are not entitled to occupational sick pay

"I'm a variable employee and was off sick on the day I was expected to work. Can I still claim my hours?"

You may be entitled to some occupational sickness pay. Please contact the HR Service Centre for advice at hrenquiries@port.ac.uk.

"I'm a Part Time employee. What are the rules for claiming overtime?"

If you are employed on a part time basis, the following rules should be followed when submitting an overtime claim:

Work completed up to 37 hours per week:

Work completed during

Weekdays

Saturday

Sunday

Overtime Rule

Plain time

Plain time + Saturday Enhancement

Plain time + Sunday Enhancement

Work Completed in excess of 37 hours per week:

Work completed during

Weekdays

Saturday

Sunday

Overtime Rule

Time & Half

Time & Half

Double Time

 

"I'm a Full Time employee. What are the rules for claiming overtime?"

If you are employed on a full time basis, the following rules should be followed when submitting an overtime claim:

Work completed during

Weekdays

Saturday

Sunday

Overtime Rules

Time & Half

Time & Half

Double Time

"Can I work overtime when I am on Annual Leave?"

No. If you have chosen to take Annual Leave, you cannot work overtime

"Does my overtime claim need to be authorised?"

Yes. All time claims will need to be authorised by two authorisers in your department. Once you have submitted your claim, the authorisation requests will be sent automatically by the system, and you will receive email notification about the progress of your claim.

"Can I save up my overtime and submit in one go?"

This is not advised. Financial regulations require you to submit a claim within one month of the work taking place. Also, if your claim misses the Payroll cut off date, it will be automatically moved into the next pay period, and you will not be paid in the current month.

"Can I save up my Part Time hourly paid claim and submit in one go?"

This is not advised. Financial regulations require you to submit a claim within one month of the work taking place. Also, if your claim misses the Payroll cut off date, it will be automatically moved into the next pay period, and you will not be paid in the current month.

"Can I save up my Variable/ Casual claims and submit in one go?"

You are advised to submit your claims on a weekly basis. Claims will only be paid if they are submitted and fully authorised before the Payroll cut off date (which can be checked here). If your claim misses the Payroll cut off date, it will be automatically moved into the next pay period, and you will not be paid in the current month.

"I have realised that I made an incorrect overtime claim. What should I do?"

A] If the claim has not yet been fully authorised, it can be cancelled. Cancellation removes the request for authorisation, and reverts the claim to a provisional status. This will allow you to make amendments and re-submit the claim.

B] If the claim has been authorised and passed onto Payroll for payment, but has not yet been paid, you will need to speak to your Line Manager or Departmental Champion explaining the situation. The Champion will contact Payroll to request the claim to be cancelled manually. You will then need to amend and re-submit the claim.

C] If the claim has already been paid, you will need to speak to your Line Manager or Departmental Champion, who will contact Payroll to seek further advice.

"My claim was submitted before the Payroll cut off date, but wasn't authorised in time. Will I get paid?"

If your submitted claim has not been fully authorised in time for the next Payroll cut off date, it will be automatically moved into the next pay period (the following month) for payment.

"Can I bring a paper claim to the Payroll office if I missed the deadline?"

No. Payroll will not accept paper claims and these will be returned to the Faculty and Central Services finance staff unpaid.

"How does the system know who to send my claim to for authorisation?"

The system is configured to recognise and select appropriate authorisers for your claim. Once your claim is submitted, the authorisation request will be sent to your Line Manager (or a person your department designated as a first authoriser), and then to the second authoriser assigned to your department or at faculty level.

"Can I claim expenses through Self Service?"

No. The payment of expenses will continue to be done by Finance in exactly the same way as now.

If you have questions relating to the information shown in the Self Service screens, please report this to hrenquiries@port.ac.uk