Please note this article is only applicable to employees at the London Borough of Hammersmith and Fulham (LBHF)
Welcome back to the Shared Services Portal!
We’re pleased to have you back and want to make sure you feel supported as you get up and running.
Our priority is making sure everything runs smoothly for you. To help with that (including ensuring your February pay is accurate), we’ve created a quick guide to help you catch up on key activities.
Things employees need to do:
- Submit any claims - Make sure they’re entered in the Shared Services portal by 27th January, so your February pay is accurate.
- Look at ‘my notifications’ in your ESS – check your ESS notifications to catch up on any tasks that might require your action.
- Check your personal information is up to date – make sure your ‘My Information’ is up to date in your ESS My notifications | Staff and managers
- Record your sickness – If you’ve been unwell whilst you haven’t had access to ESS, please record your sickness promptly. Record sickness here
- Request any annual leave – Submit any annual leave types (include family leave) requests for time off taken during this period. In addition, please ensure you submit requests for any future planned leave as soon as possible to maintain accurate records and approval workflows. Record annual leave here
- Complete any mandatory learning – access the Learning Zone and view ‘My Learning’ to complete any outstanding mandatory learning
- Complete any finance tasks – make sure you raise any Purchase Orders or Goods Receipt any orders to avoid delay in payment to your suppliers. If you have a PCard please code your transactions in the NatWest/SDOL application.
Things managers need to do:
If you’re a manager you’ll need to catch up on any outstanding approvals (such as time claims and leave) , check compliance on expense claims and ensure sickness has been recorded where applicable. It’s also important you:
- Make sure that the team’s DBS, RTW, vetting and registrations are rechecked regularly, so they don’t go out of date. Check your ‘my inbox’ in ESS to check any backlogged queries. My inbox | Staff and managers
- Upload any relevant documents to ePF’s, for example right to work evidence.
- Ensure your team structure is up to date.
- Authorise invoices promptly.
- Enter any sickness on behalf of your team members if they are unable to do this themselves.
- Remind your team to submit annual leave requests
The Shared Services Roles and Responsibilities page has detailed information. There is also a video: Manager's guide to the IBC Portal.
Using a personal device?
If you’re an employee that accesses ESS on a personal device then you’ll need to re-register. We have recently updated our security measures for ESS which now means that during registration, password or account reset, employees will receive a One-Time Passcode (OTP) sent to the email address listed in their personnel record. This OTP will need to be entered to successfully complete the process.
Check out this news tile for more information on what’s changed with ESS registration: Good News! ESS Registration is Now Available | Staff and managers
Need support?
Don’t worry we are on hand to help, just look out for the webchat icon on any of the above guidance pages or raise an enquiry. Check out these guidance pages for more information on how to reach us New to self-service | Staff and managers and Raise an enquiry | Staff and managers.
We’re expecting an increase in contact while everyone catches up on their tasks, thank you for bearing with us during this time. Please be aware that should we contact you by telephone then calls will come from a number starting with 01962.