Schools Leavers
System
JUNE 2016
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LOGGING IN TO SAP
Access the Hertfordshire Grid for Learning via the Internet Explorer icon on your
desktop.
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ACCESSING SAP
Select School Admin
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ACCESSING SAP
Select Schools Remote Time Sheet
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ACCESS TO SAP SYSTEM
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SAP LOG ON SCREEN
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SIGNING IN TO SAP
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ACCESSING THE SCHOOL LEAVER SYSTEM
FOR THE ADMINISTRATOR/AUTHORISER
Once you have logged in, you will be presented with an additional tab entitled ‘School Leaver
Entry’ for Administrators or ‘School Leaver Auth’ for Authorisers.
Select this tab to carry out the recording of a Leaver action for an employee at your School.
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SELECTING EMPLOYEE
FOR THE ADMINISTRATOR
The User is presented with two boxes. The first of these is School Selection. This allows the User
to select the School from which the employee is leaving.
Select the appropriate school and click ‘Show Employees’.
Please ensure that the Leaver action is only completed where the employee is not taking up a post
with another HCC school, is moving from an academy to another school or from an HCC school to
an academy.
An employee moving between two HCC (i.e. not academies) should be treated as a transfer and
not a Leaver.
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SELECTING EMPLOYEE
The second box, School Employee List, allows the User to select the employee which they wish to
make a Leaver.
All current employees will be displayed in alphabetical order. Select the appropriate employee
record by clicking on the button to the left of the employee record and click on the ‘Complete
Leaver Form’ button.
Where an employee has more than one record please ensure you select the correct record where
the employee is continuing in the other employment.
Where a Leaver action has already been completed and authorised for that employee, the first day
after their leaving date will appear in the column headed ‘Leave Date’.
On selecting an employee record the ‘Leave Request history for selected employee’ box will
display any Leaver actions which have been entered but not approved.
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SELECTING EMPLOYEE
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LEAVER FORM
Having selected an employee to be made a Leaver, the User will be presented with the Leaver Form.
This will display the employee details including employee name, forwarding address.
Please complete the following fields:
Last date of employment - enter the last day of employment as appropriate for the employee’s notice
periods. This may not be their last working day. The form includes guidance on end dates for teaching and
non-teaching staff. Please select the ‘View Notice Period Guide’ or ‘View End of Term Dates’ for guidance.
The system has built-in validation and will present a warning if the dates entered appear to be outside the
normal range for that employee.
If you are entering a date which generates a warning please use the Notes field - ‘Notes to payroll team’ - to
explain why this date is being selected.
For 52 week per year employees only (not teaching staff).
Confirmation of Leave to be paid or deducted – (this field will only appear for non-teaching staff working
52 weeks per year)
Paid or Deducted - Please identify whether an employee has a balance of untaken annual leave to be
paid or has taken more annual leave than they are entitled to which needs to be recovered.
Unit (Days/Hours) - Please identify whether the payment or recovery is based on days or hours.
Amount (time) – Please identify how many days or hours should be paid or recovered in the final payment.
Loans/Repayments – This field will identify any outstanding loans or repayments to be deducted from their
final pay. You do not need to take any further action for this field. It is for information only.
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LEAVER FORM
LEAVER REQUEST FORM FOR THE AUTHORISER
Forwarding Address
Once the Administrator has completed the necessary fields they should click on the ‘Send for Approval’
button.
This will send an e-mail to the Authoriser alerting them that a new Leaver request has been submitted and
is awaiting their authorisation.
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LEAVER FORM
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LEAVER FORM
FOR THE AUTHORISER
The Authoriser will receive an e-mail alerting them to the Leaver action completed by the Administrator
which is awaiting approval.
Once the Authoriser has logged into the School Leaver system they are presented with two boxes. The first
of these is School Selection. This allows the User to select the School from which the employee is leaving.
Select the appropriate school and click ‘Show Leaver Requests’.
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LEAVER REQUESTS FOR THIS SCHOOL
The second box, Leaver Requests for this School, allows the Authoriser to select those records ‘Awaiting
Approval’ from the drop down list. This will display those Leaver actions which are awaiting authorisation.
Select the Leaver action to be authorised by clicking in the box to the left of the employee record and
clicking the ‘View Selected Request’ button.
This will display the details of the Leaver action for that employee.
This screen includes the ability to print a PDF version of the Leaver details if required.
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LEAVER FORM - AUTHORISATION
LEAVER REQUEST FORM FOR THE AUTHORISER
The User is presented with the Leaver details entered by the Administrator.
The Authoriser has the ability to amend the details entered. Once the Authoriser is satisfied the details are
correct they should approve the Leaver action by clicking on the ‘Approve Leaver Request’ button. This will
change the status of the Leaver action to Approved and generate a confirmation e-mail to the Administrator.
If the Authoriser wishes to reject the Leaver action they should click on the ‘Reject Leaver Request’ button.
This will generate a Reject Reason box and an e-mail to the Administrator informing them of the rejection
and the reason given.
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LEAVER - PAYROLL PROCESSING
LEAVER ACTION – PAYROLL PROCESSING
The Payroll system will be updated daily and the approved Leaver actions uploaded. Once the uploaded
Leaver actions are accepted the status of the Leaver action will change to ‘Completed’.
The HR/Payroll Team will be carrying out validation of Leaver actions via a series of reports prior to the
processing of the monthly payroll.
LEAVER ACTION – LATE NOTIFICATION
There will inevitably be occasions when it is not possible to notify the Payroll team of a member of staff
leaving within the payroll timetable due to short notice.
Where the School are aware of a late Leaver, please contact the HR/Payroll team and complete the Leaver
action via the SAP portal as soon as possible. It may be possible to make late adjustments to the Payroll to
avoid overpayments occurring.
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