The introduction of SAP HR and Payroll enabled us to standardise our time and attendance processes. This reduces processing times and ensures consistent standards across the HSE and health regions.
All HSE services must implement local procedures that comply with standardised time and attendance processes.
This ensures we:
- avoid pay-related overpayments
- make accurate and timely payments to employees
- comply with NFR-B3
- comply with the Organisation of Working Time Act
The nationally-approved time and attendance processes cover:
- setting up employee daily work schedules
- employee induction
- requesting absences procedure
- submitting employee weekly time data
- inputting employee data in time managers workplace
- resolving time error reporting
- authorising time returns
- time return record keeping
- managing return to work
Time return and time entry
Weekly time return and time entry processes are an essential part of the nationally-approved time and attendance processes. Noncompliance with these procedures can affect employee pay.
Time return
Time return involves collecting information on employee attendance and absences. Line managers must provide weekly updates on employees in their service. This information is sent to the Time Returning Officer (TRO) electronically or on paper.
NFR B3 requires that the following information be included for each employee:
- start and finish times, including breaks
- total hours worked, including absences
Time entry
TROs enter attendance and absence data from line managers into the SAP HR and Payroll Time Managers Workplace. This is done weekly. Payroll calculates employee pay based on these time and attendance entries.
Resources
- National time and attendance process (PDF, 145 KB, 1 page)
- Time entry cycle process flow diagram (PDF, 380 KB, 1 page)
- Time returning officer role and responsibilities (PDF, 165 KB, 1 page)
- HR forms and submission deadlines
- Core TRO time errors on SAP HR and Payroll (PDF, 130 KB, 2 pages)
- NiSRP line manager and TRO role in time entry process (PDF, 830 KB, 27 pages)
- HSE Managing Attendance Policy
- HSE Employee Handbook
- Terms and Conditions of Employment
- NFR B3 - employee administration and payroll
Training
Employees, line managers, and TROs can access training resources on the time and attendance processes and related IT systems (Employee Self Service and SAP HR and Payroll).
Time entry
To get a time profile and access to SAP Time Manager Workplace (TMW), TROs must first complete SAP time entry training. Send your completed SAP Access and Training Request Form to saphr.security@hse.ie
Online training and videos on topics including time management, absence management, and more are available on SAP CoE Hub.
Further information is available in the SAP HR and Payroll Training Prospectus.
NiSRP
NiSRP (National integrated Staff Records and Pay) provides real-time employee information.
NiSRP's HR and Payroll Self Service training programme on HSeLanD has modules for employees and line managers. This is the main training programme for employees learning how to use HR and Payroll Self Service for the first time.
The training covers the features, benefits, and latest system changes.
This includes:
- improved reporting capabilities
- carrying forward leave instructions
- frequently asked questions
NiSRP modules on HSeLanD (search for NiSRP)
More information on NiSRP Self Service Support and NiSRP Time Return Support - HSE.ie
Role of the line manager in the Time Returning Process (video)
Roles and responsibilities
Time and attendance responsibilities for employees, line managers, and time returning officers to ensure timely and accurate payments:
Employees
- Comply with the Managing Attendance Policy, which outlines employee roles and responsibilities regarding attendance management
- Give notice of any changes that will impact pay as soon as possible (such as sick leave, parental leave, change in hours)
- On Mondays, submit time returns (attendance and absence) from the previous week for review and approval by your line manager
- Ensure payslip details are correct
- If you think you have been overpaid or underpaid, notify your line manager immediately
- Comply with the National Financial Regulations to avoid pay-related overpayments
Line Managers
- Comply with the Managing Attendance Policy, which outlines line manager roles and responsibilities regarding attendance management
- Ensure employees are set up correctly on SAP with contract type, contract end date, and daily work schedule
- Every week, review the manager apps on SAP Self Service to keep track of the team calendar and key dates monitoring report.
- Ensure changes to staff working arrangements are submitted on completed and signed HR forms no later than 4 weeks before the change is due (HR Forms that impact pay)
- Ensure time returns (attendances and absences) for the previous week are received for staff in area of responsibility, certified every Monday, and sent to the designated TRO for SAP HR updates
- On Wednesdays, ensure that time entered is validated after reviewing the Time Entered Report and that any errors are corrected and certified (keep a copy for audit purposes)
- Comply with the National Financial Regulations to avoid pay-related overpayments
Time Returning Officers (TROs)
- Complete time administration training with SAP Security and maintain professional knowledge
- Ensure weekly time returns are received from each line manager in your area of responsibility
- On Mondays, enter approved attendances and absences from the previous week (which cannot be submitted using ESS) into Time Managers Workplace
- On Wednesdays, run the SAP HR time errors report, investigate any errors, escalate to line managers if necessary, and resolve them before close of business
- On Wednesdays, ensure the time entered report is run and sent to the line manager for validation
- Comply with the National Financial Regulations to avoid pay-related overpayments
National Time and Attendance Unit
The National Time and Attendance Unit (NTAU) oversees HSE time and attendance procedures.
This includes:
- ensuring nationally approved time and attendance processes are followed
- supporting line managers and time returning officers with time management and attendance responsibilities