Completing and submitting a Paid time claim

On this page

• Important information
• Video guidance
• Written guidance
• Paid time information
• Frequently asked questions (FAQs)

Important information

• Ambassadors must not commence work before the required pre-employment documentation and ‘Right to Work in the UK’ checks have been completed
• HR will issue an official start date to the Line Manager once all the documentation and checks have been satisfied. No work must be carried out prior to this
• ambassadors need to check with HR before undertaking a new post or extra work
• the University requires all staff to take a 30-minute break every six consecutive hours worked. For ambassadors, the system will require you to enter break information for any days when you worked longer than siz hours
• you will not be able to input claims for:
  • Posts that have not been approved
  • work dating back more than 30 days.

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Video guidance

Written guidance

1. Log into the University HR System at www.hr.herts.ac.uk
2. to complete a paid time claim, from your Dashboard, go to My time in the left menu and scroll to the Paid time tile
3.  select + Add paid time - the Paid time page will open
4. enter the Start date (dd/mm/yyyy) and Start time (hh:mm) of the hours you are claiming
5. select the correct Position from the dropdown that is relevant to this claim - the hourly rate of pay for this appointment will be applied to this claim, and the Reason field will auto-populate – the screen will now display the + Add break option
6. if relevant (see the note below), click + Add break, enter the Break start time (hh:mm) and Break end time (hh:mm) – click + Add break to add more breaks if required. When completing a claim please remember to deduct lunch / other breaks from the hours  recorded. A break of at least 30 minutes must be recorded for every 6 consecutive hours worked
   1. Please note, the break times must be within the start and end times of your claim
   2. the Paid time function works using a 24-hour clock. For example, if you take a break at 1pm until 1.30pm, you will need to enter this into the claim as 13.00 until 13.30.
7. enter the End date (dd/mm/yyyy) and End time (hh:mm)
8. add information to the Details of work completed field to indicate the work this claim relates to - this could help your claim to be processed quicker. Click Save – the claim status will be Awaiting authorisation. The claim will now be forwarded to your line manager for approval
9. you can select + Add more paid time to complete another paid time claim or Back to Overview to return to the My Time page.

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Paid time information and FAQ

• The University’s normal working hours are 37 per week
• the University’s week is Monday – Sunday
• paid time claims must be submitted to Line Managers on a weekly basis
• you should submit claims within the week the work was completed and no later than 30 days after completion of the work
• you cannot claim overlapping shifts eg complete more than one claim for the same date/time even if you complete them using different positions
• make sure you select the correct position for your claim. Please start a new submission if you want to make a claim for time worked in another position
• only positions which have a start date on or after the Month and Year you have selected will be displayed
• you should only claim for work completed
• the system will not allow forward dated/timed claims ie you cannot claim that you have worked until 17:00 today if it is only 15:00 when you complete the claim
• when entering hours please remember to deduct lunch breaks from the hours recorded. It is a University requirement that a break of at least 30 minutes must be recorded for every 6 consecutive hours worked.
• no pay rates are displayed when completing or approving paid time claims.
• submitted claims will display the status ‘Awaiting authorisation’ until the ambassadors team has reviewed them
• the payroll deadline dates can be found on the HR system guidance page, ambassadors need to be aware of the payroll deadline dates to ensure claims are submitted in time
• only fully approved claims on the deadline will be pulled into the payroll for processing. You will be notified by email if it is rejected. We advise you to check the Paid Time tile regularly to check your claims are being reviewed promptly
• if you have restrictions on the number of hours you can work (based on visa / study restrictions) the system will not allow you to submit claims once you have reached the agreed limit
• if you need to submit or edit a claim that is over 30 days old, please contact the ambassadors team for guidance.

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Frequently Asked Questions (FAQs)

• I have input my break from 1:00 until 1:30 on the Paid Time submission, but I get one of the following error messages:
  • Break times must be within the start and end time of the shift
  • Field: Break start time (hh:mm) is invalid
  • The Paid Time function works using a 24-hour clock. For example, if you have a lunch break at 1:00pm until 1:30pm you will need to input the break as 13:00 until 13:30. 
• How often should I claim?
  
  • We recommend claiming on a weekly basis, but some people have said they will opt to do it daily on their mobile.  Please ensure you have submitted your claim within 30 days of the work being completed.
• Why do I have a weekly restriction against my Paid Time submission?
  • If you have weekly restrictions, such as being a Student Visa holder restricted to 15 hours per week due to UH policy, these have been applied to your position to ensure that you do not breach these restrictions. The system will not allow you to claim more than the weekly restriction applied. 

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