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iWeb (Payroll)

Employee’s Self Service User

Manual

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CONTENTS

INTRODUCTION TO iWEB ..............................................................................................................................................................3 SECURITY .............................................................................................................................................................................................3 HOW TO LOG IN TO iWEB & LOG OFF......................................................................................................................................4

GETTING ONLINE AND ACCESSING IWEB HOME PAGE ................................................................................................4 LOGGING INTO iWEB .................................................................................................................................................................4 LOGGING OFF iWEB ...................................................................................................................................................................6 ENTERING YOUR PASSWORD, SECURITY QUESTION & BANK DETAILS WHEN YOU LOG IN FOR THE

FIRST TIME .....................................................................................................................................................................................6 CHANGING YOUR PASSWORD & SECURITY QUESTION.....................................................................................................8 HOW TO CHANGE YOUR BANK DETAILS .................................................................................................................................9 CHOOSE ROLE – SELECTING THE CORRECT EMPLOYMENT .......................................................................................... 10

HOW TO SELECT THE CORRECT ROLE............................................................................................................................... 10 TIMESHEETS .................................................................................................................................................................................... 10

WHAT ARE TIMESHEETS?...................................................................................................................................................... 10 INPUTTING TIMESHEETS ....................................................................................................................................................... 11

EXPENSES ......................................................................................................................................................................................... 14 PAYSLIPS ........................................................................................................................................................................................... 17 ANNUAL LEAVE .............................................................................................................................................................................. 18 CHANGING ADDRESS AND CONTACT DETAILS .................................................................................................................. 19

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INTRODUCTION TO iWEB

This iWeb Employee’s Self-Service User Manual will explain how to use the iWeb self-service facility to

input your Timesheets, Expense claims, Bank Details, Annual Leave and update various personal details.

It is very important, and in your interest, that you understand how to use iWeb, so please take time to

read this manual. If your timesheets and expenses are not entered by the published deadline, then

payment will be delayed. Also without bank details, it will not be possible to make any payment to you.

If after reading this manual, you need any help using iWeb please speak to your manager.

Your iWeb user ID and initial password will be the same as your user ID and password that you set up

during the recruitment process. When you go into iWeb for the first time you will be asked to change

your password.

SECURITY

If you are using your own PC/ laptop to access iWeb please make sure that:

1. It has anti-virus, anti-spyware and a firewall or a security suite that includes all three installed. You

will need to ensure that you keep this software up to date

2. The operating system (e.g. XP, Vista, and Windows 7) has the latest security patches and updates

3. The web browser (e.g. Internet Explorer, Firefox, Google

Chrome, Safari) you use is up to date

4. Your home wireless network has encryption switched on

If you are unable to access iWeb from your home you are

advised to use the IVR (Timesheet and Expenses Claims using

the Telephone) system instead. You must never use a public

computer to access iWeb. Using a public computer may

compromise your personal details.

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HOW TO LOG IN TO iWEB & LOG OFF

GETTING ONLINE AND ACCESSING IWEB HOME PAGE

a Click on your internet browser icon on your Desktop (e.g. Internet Explorer, Firefox,

Google Chrome, Safari)

OR select the browser from your start menu list

b

In the browser address bar please type the

following:

https://iaw.censusjobs.co.uk/

DO NOT use the Google search bar or any other

search engine to find the iWeb site. Only type in the exact

address in the address bar as illustrated here.

LOGGING INTO iWEB

If you have any problems logging onto iWeb or need any help with the screens please contact your manager. If

your Manager is unable to help you please contact the Employee’s Helpdesk on:

0800 4084 789

or email: census.payroll@capita.co.uk

ENTERING USERNAME

a

In the iWeb Login screen, Enter your username and

click on the Next button.

You will then be taken to the password entry

screen.

Your iWeb user ID and initial password will be the

same as your user ID and password that you set up

during the recruitment process

If you cannot remember the password you set up

during the recruitment process you should go back

to the browser address bar and type the following:

www.censusjobs.co.uk

Then select the Returning users’ option on the

menu on the left hand side of the screen. At the

bottom of the page is a “link please email my

password to me”. After you click that link you will

need to enter your email address and click the

email me button in the centre of the page. Your

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password will then be emailed to you and you can

then return to the address bar, enter

https://iaw.censusjobs.co.uk and enter your user

name and password in iWeb.

When you log on to iWeb for the first time you will

be requested to change the password.

ENTERING PASSWORD

B

On the password entry screen, iWeb will ask you to

enter a selection of 4 characters from your

password at random. This selection changes

everytime you log in.

In this example:

iWeb has requested the 1st

, 3rd, 5th

and 7th

characters of the password.

Enter the Password characters requested and then

click Log In.

If you find you have entered your Username

incorrectly, you can click the ‘Re-enter’ link to

change it.

FORGOTTEN PASSWORD

c If you have forgotten your password, you can click

on “Forgotten Your Password” in the Password

entry screen.

You will then be navigated to the ‘Recover

Password’ screen where you will be prompted to

enter the answer to your Security question.

Upon successful entry of your Security Answer, your

Password will be e-mailed to the address you have

provided.

If you do not have an e-mail address, please contact

the Employee’s Helpdesk on:

0800 4084 789

LOCKED ACCOUNT

d Where you have entered your Password incorrectly

5 times, your iWeb account will be locked for security

purposes.

To unlock your account, please contact the

Employee’s Helpdesk on:

0800 4084 789

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LOGGING OFF iWEB

For Security Reasons, when you have finished using iWeb, please ensure that you LOG OUT This will help ensure

that no unauthorised persons can access your iWeb account.

a

To log off iWeb, click on the Log off icon at any time,

in any screen.

ENTERING YOUR PASSWORD, SECURITY QUESTION & BANK DETAILS WHEN YOU LOG IN

FOR THE FIRST TIME

When you login to iWeb for the first time, you will be required to:

- Change your Password

- Set a Security Question and Answer

- Enter your Bank Details

CHANGING PASSWORD

a

When logging into iWeb for the first time, after

successful entry of your initial Password, you will be

navigated to the Change Password screen.

1) Enter your current password in the top field.

2) Enter a new password of your choice in the

middle field

3) Repeat the new password in the bottom field to

confirm the change.

Once complete, click Update.

The new password you have chosen MUST FOLLOW

the 4 instructions on the screen.

SETTING SECURITY QUESTION & ANSWER

b When logging into iWeb for the first time, after you

have successfully Changed your Password, you will

be navigated to the Security Question screen.

At this stage, you are requested to set a Security

Question and Answer. You will be asked these

details during the Recover Password process, if you

ever forget your password.

By clicking on the “Security Question” drop down

menu, you will find that you can select one of three

security questions for yourself:

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1. Memorable place?

2. Memorable person?

3. Mother’s maiden name?

Once you have selected your Security Question,

enter an appropriate memorable answer in the field

below and click update.

BANK DETAILS

You will need to input your bank details into iWeb you before you input your first timesheet or expense claim.

WITHOUT THESE DETAILS IT WILL NOT BE POSSIBLE TO MAKE ANY PAYMENTS TO YOU.

It will also not be possible to enter the hours you have worked or expenses you wish to have reimbursed to you via iWeb.

c After your have changed your password and set a

security question when logging in for the first time,

you will be navigated to the Bank Details screen.

You will not be able to access any iWeb functionality

until you have entered your Bank Details.

On the Bank Details page, you will need to enter the

following information:

1. Your account number in the Account No field

2. Your name, or the person’s name to whom the

account belongs to, in the Account Name field

3. Your bank’s sort code in the Sort Code field – the

branch name will be auto populated when a valid

sort code is entered

4. Select the account code type from the drop down

box (clearing bank or building society).

5. If selecting building society, please enter your

account roll number

Once you have completed your details click on the

Add Record button.

Please ensure you DOUBLE CHECK and input the correct sort

code and account number. A valid sort code has 6 digits and a

valid account number has 8 digits.

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CHANGING YOUR PASSWORD & SECURITY QUESTION

ACCESSING CHANGE PASSWORD SCREEN

a You can change your Password at any time, by

navigating to the Change Password screen

once you have logged into iWeb.

To access the Change Password screen, click

General in the top left. Select Change

Password from the drop down menu.

CHANGE PASSWORD

B

Once in the Change Password screen:

1). Enter your current password in the top field.

2). Enter a new password of your choice in the

middle field

3). Repeat the new password in the bottom field

to confirm the change.

Once complete, click Update.

The new password you have chosen MUST

FOLLOW the 4 instructions on the screen.

ACCESSING SECURITY QUESTION SCREEN

c To access the Security Question screen, click the

“Security Question” tab, once in the Change

Password screen.

CHANGE SECURITY QUESITON & ANSWER

d By clicking on the “Security Question” drop

down menu, you will find that you can select

one of three security questions for yourself:

1. Memorable place?

2. Memorable person?

3. Mother’s maiden name?

Once you have selected your Security

Question, enter an appropriate memorable

answer in the field below and click update.

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HOW TO CHANGE YOUR BANK DETAILS

WITHOUT BANK DETAILS IT WILL NOT BE POSSIBLE TO MAKE ANY PAYMENTS TO YOU

It will also not be possible to enter the hours or expenses in iWeb until you have input Bank Details.

a. In the home page, the Bank Details form can be

accessed by selecting Personal in the top left of the

screen. This brings up a drop down menu. Select

Bank Details from the menu.

b To change bank details you will need to click on the

Delete button above your details to remove the

details that are currently there.

c You will need to enter the following information:

1. Your account number in the Account No field

2. Your name, or the person’s name to whom the

account belongs to, in the Account Name field

3. Your bank’s sort code in the Sort Code field – the

branch name will be auto populated when a valid

sort code is entered

4. Select the account code type from the drop down

box (clearing bank or building society).

5. If selecting building society, please enter your

account roll number

Once you have completed your details click on the

Add Record button.

Please ensure you DOUBLE CHECK and input the correct sort

code and account number. A valid sort code has 6 digits and a

valid account number has 8 digits.

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CHOOSE ROLE – SELECTING THE CORRECT EMPLOYMENT

HOW TO SELECT THE CORRECT ROLE

Note: Some Employees will have more than one Job for the Census. If this applies to you, then you will have two

employment roles in iWeb:

CHANGING EMPLOYMENT ROLES

a

If you need to change your Employment Role click

on the Change Role icon in the top right of the

screen.

b You will then be shown a new window where you

can choose between the employments by selecting

the “Choose Employment” drop down menu.

Select the correct Employment Role. Please ensure

you take time and check that you select the correct

Role.

c Click on Change.

You will then be taken to the Expense entry screen for the role you have selected

TIMESHEETS

WHAT ARE TIMESHEETS?

All weekly paid employees will enter hours in iWeb against a timesheet screen with pre-defined columns matching the days

for the current week.

Note: Monthly Paid employees will not have this option in iWeb.

The week runs from SATURDAY TO FRIDAY. Details may be saved as they are entered. When you believe you have completed

your work for the current week and all hours have been entered onto to the system and submitted, iWeb will automatically

send the timesheet to your line manager for authorisation. It is important that all timesheets are submitted as soon as your

week’s work has been completed.

If you are weekly paid, you have until midnight on Sunday to submit the timesheet for the previous week. ANY

TIMESHEETS SUBMITTED AFTER THIS TIME WILL NOT BE PAID UNTIL THE FOLLOWING WEEK.

The submission of a timesheet makes it available to your manager for authorisation. You are not able to update or adjust

timesheets once submitted, although these timesheets are available to view. Should you need to adjust timesheet values

already submitted, a second timesheet row may be added to include the positive or negative adjustment values (see

Amending Timesheets section).

Timesheets rejected by your manager will become available to you to update.

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INPUTTING TIMESHEETS

Input and Submit timesheets on a weekly basis BEFORE midnight, Sunday for the week you have just worked.

ANY TIMESHEETS SUBMITTED AFTER THIS TIME WILL NOT BE PAID UNTIL THE FOLLOWING WEEK.

ACCESSING TIMESHEET SCREEN IN IWEB

a.

To access the timesheet input forms,

select Employment in the top left of

the home page and select

Timesheets from the drop down

menu that appears.

You will then be navigated to the

Timesheet Summary screen, where

any Timesheets you have previously

added will be listed.

ADDING A NEW TIMESHEET

b. To input hours in to a new timesheet.

Click on the Add button, at the top of

the screen.

You will be navigated to the

Timesheet input screen for the

current Payroll week:

SELECTING CORRECT WEEK

c To enter Timesheets for other weeks,

use the Previous Week or Next Week

icons above the time sheet input

forms. Click on them accordingly to

navigate to previous and next weeks.

ENSURE you are inputting your hours

in to the correct week by checking

the Week Commencing date at the

top of the form.

REMEMBER you can input

timesheets back dated to your first

day of employment

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INPUTTING DATA

d Input the hours and minutes worked

each day in the appropriate box.

NOTE: The Values need to be entered

in HOURS and MINUTES, not

decimals

SAVING TIMESHEETS

e If you wish to save the input and

return to the timesheet at a later

date click on the Save button.

The Timesheet will then be listed in

the Timesheet summary with a status

of ‘New Timesheet’.

SUBMITTING TIMESHEETS

f When you have completed all the

input for a week click on the Submit

button. The timesheet will now be

sent to your manager for

authorisation and will be listed in the

Timesheet summary with a status of

‘Awaiting Authorisation’.

VIEWING PREVIOUSLY ENTERED TIMESHEETS

g The Timesheet Summary screen will

list any Timesheets you have

previously added.

To View a previously submitted

Timesheet, click the ‘Details’ link next

to the relevant record. You will then

be navigated to the Timesheet details

screen for that record.

AMENDING PREVIOUSLY ENTERED TIMESHEETS

h Some Timesheets can be amended:

- Timesheets with a Status of "Awaiting Authorisation" cannot be amended.

- Timesheets with a Status of "Authorised" cannot be amended.

- Timesheets with a Status of "Implemented in Payroll" cannot be amended.

- Timesheets with a Status of "New Timesheet" can be amended.

- Timesheets with a Status of "Rejected" can be amended.

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ADJUSTING PREVIOUSLY ENTERED TIMESHEETS

I Multiple Timesheets can be submitted for the same Week. Consequently, where a previously implemented

Timesheet is discovered to be incorrect, a second Timesheet for that week can be submitted to generate an

adjustment.

The adjusting timesheet can hold both positive and negative values.

For Example:

An original timesheet has 2 hours entered for Saturday. Having submitted this timesheet it was realised that these

hours should have been entered against Sunday.

To generate an Adjustment, a New Timesheet is created for the week in question. The 2 hours entered for Saturday

has been set to -2.00 in the adjustment timesheet and 2.00 has been entered for the Sunday hours.

Note: It is not necessary to re-enter any of the hours which were previously correct. You only need to enter an

adjustment to the original timesheet.

REJECTED TIMESHEETS

J Timesheets that have been Rejected by

your Manager, will be available to view ,

edit and re-submit.

The Timesheet will be listed in the

Timesheet summary with a Status of

“Rejected at Authorisation”

Please view the Timesheet to see the

reason for Rejection.

The Timesheet can be amended

accordingly and re-submitted for re-

authorisation by your Manager, or

deleted if appropriate.

TIMESHEETS REQUIRING COUNTERSIGNATORY (Total Hours Exceeds Contract Hours by 5 or more Hours)

i Where the Total Hours in any Timesheet you submit exceeds your Weekly Contract Hours by 5 or more hours, the

Timesheet will need to be countersigned by your Line Manager’s Manager. Until Authorisation has been received by

both Managers, the Timesheet will remain with a Status of ‘Awaiting Authorisation’ in the Timesheet summary. The

Status of the Timesheet will only change to ‘Authorised’ once authorisation has been received by both Managers.

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EXPENSES

Expenses must be claimed on a weekly basis.

Each item you are claiming for in the week will need to be listed separately on the Expenses input form.

It is VERY IMPORTANT that you make separate Expenses input forms to claim for items that you have a receipt for

(e.g. parking) and ones you do not have a receipt for (e.g. mileage)

YOU MUST ENSURE YOU HAVE RECEIPTS for all non- mileage and non- Oyster card expense claims otherwise your

expense will be rejected

ACCESSING EXPENSES SCREEN IN IWEB

a To access the Expense input forms, select Pay in the

top left of the home page and select Expenses from

the drop down menu that appears.

You will then be navigated to the Expenses

Summary screen, where any Expenses you have

previously added will be listed.

ADDING A NEW EXPENSE CLAIM

b To input a New Expense Claim, Click Add which

appears in the top centre of the screen.

This will bring up a new Expenses input Form.

INPUTTING AN ITEM

c For each item, input into the fields from left to

right:

1. Select the Date that the Expense Item applies to.

This can be selected from the Calendar or entered

manually in the format dd/mm/yyyy.

Note: This cannot be a future date.

2. Enter the Description for your expense claim in

the Description field

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3. Select from the Expenses Type from the drop

down menu to choose the type of expenses

4. Enter an Amount value for your selected expense

type: -

For Mileage Claims, the value entered needs to be

the number of Miles

For Non-Mileage Claims, the value entered needs to

be in Pounds and Pence.

Max Amount that can be entered = 999.99, Min

Amount = -999.999. Values outside of this range will

be rejected by iWeb

4. Select the Receipt tick box to ‘tick’ it if you have a

receipt (applies to all items apart from mileage

and Oyster card credit)

5. You can use the Employee Notes section if you

want to give your manager more information on a

claim. Select the notes icon to bring up a notes

window.

A claim CANNOT be made against a date in the future. The

purchase must have first taken place. Future dates will be

rejected by iWeb.

ADDING FURTHER ITEMS TO CLAIM

d Multiple Items can be added to a single Expense Claim:

Click the Add Expense button at the top of the screen to continue adding new items to a form once you have

completed the first one. Then follow the steps in part c.

In this example more journeys are added to a claim for mileage. A claim for receipted items would have to be made

on a separate Expenses input form.

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SAVING EXPENSE CLAIM

e If you wish to save the input and return to the

Expense Claim at a later date click on the Save

button.

The claim will then be listed in the Expense

summary with a status of ‘New Claim’

SUBMITTING EXPENSE CLAIM

f When you are happy a claim is complete click the

Submit button.

This will bring up a message. If you agree with it,

click OK. The claim will then become available to

your Line Manager for authorisation and will be

listed in the Expenses Summary with a Status of

‘Awaiting Authorisation’.

AMENDING PREVIOUSLY ENTERED EXPENSES

g Some Expenses can be amended:

- Expenses with a Status of "Awaiting Authorisation" cannot be amended.

- Expenses with a Status of "Authorised" cannot be amended.

- Expenses with a Status of "Implemented in Payroll" cannot be amended.

- Expenses with a Status of "New Timesheet" can be amended.

- Expenses with a Status of "Rejected" can be amended.

ADJUSTING PREVIOUSLY ENTERED EXPENSES

h Multiple Expenses of the same type, can be submitted for the same day. Consequently, where a previously

implemented Expense Claim is discovered to be incorrect, a second claim of the same type and for the same day, can

be submitted to generate an adjustment.

The adjusting Expense Claim can hold both positive and negative values.

For Example:

An original Expense has 150 miles claimed for Monday 3rd

October. Having submitted this Expense it was realised

that the Mileage was 115.

To generate an Adjustment, a new Mileage Expense Claim is created for the day in question, for minus 35 miles.

REJECTED EXPENSES

i Expenses that have been Rejected by your

Manager, will be available to view , edit and re-

submit.

The Expense will be listed in the Expense summary

with a Status of ‘Rejected at Authorisation’

Please view the Expense to see the reason for

Rejection.

The Expense can be amended accordingly and re-

submitted for re-authorisation by your Manager, or

deleted if appropriate.

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WHAT TO DO WITH RECEIPTS

After inputting expenses into iWeb, do the following:

1. Put your employee number on each receipt

2. Put the receipts in date order and then paper clip or staple all the receipts together

3. Send your receipts to your manager on a weekly basis. Without these receipts your manager will be unable to

authorise your expenses on iWeb

4. Your manager will authorise your expenses for payment. They will also return the receipts to you for any claims

rejected.

PAYSLIPS

By default you will receive an Online Payslip which will be available to view the day before pay day. You will be

able to access your online Payslip even when you leave your Census employment.

ACCESSING PAYSLIPS IN IWEB

a. Select Pay in the top left of the home page. Select

Published Documents from the drop down menu to

access the Online Payslips window.

To View a Payslip, click the ‘Display’ link next to the

required Payslip.

VIEWING PAYSLIPS

b. Here is an Example of how your Payslip will be

displayed. Please use the scroll bars to view the PDF

in your web browser.

If you require a paper Payslip please contact the

Employee’s Helpdesk.

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ANNUAL LEAVE

Depending on your Role, you may or may not require your Annual Leave Requests to be authorised by your

Manager. Where you do not require your Leave Requests to be authorised, the requests will be created with a

status of ‘Authorised by Manager’. Where you do require your Leave Requests to be authorised, the leave requests

will be represented by a Red Triangle in the Absence Calendar.

ACCESSING ABSENCE CALENDAR

a You can record your Annual Leave using the

Absence Calendar. To do this, select Absence

in the top left of the home page. Select

Absence Calendar from the drop down menu.

b The Absence Calendar appears.

It will show your Annual Leave balance at the

right hand side of the screen

Any days you have already booked will be

highlighted in Blue.

ADDING LEAVE

c

To add annual leave, click on the first day in

the calendar you wish to take leave.

You will then be navigated to the Leave Input

screen.

This screen will open with the start date you

selected already displayed.

1. To enter the End Date, select the calendar

icon and click on the correct date in the pop

up calendar screen.

2. Enter the total work Hours this period of

time will cover.

Note: Leave must be entered in Hours /

Decimal, not Hours / Minutes.

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3. Click the Add Record button. This will take

you back to the Absence Calendar where your

new Annual Leave will be indicated in blue.

VIEWING ANNUAL LEAVE

d Annual Leave requests can be viewed by

clicking on the day in the calendar that you

want to view. You will then be navigated to the

details screen for this period of leave.

DELETING ANNUAL LEAVE

e In order to delete an Annual Leave request,

simply tick the ‘Delete’ tick-box next to the

record and Click ‘Process Selected’

REVERSING ANNUAL LEAVE

f In order to reverse an Annual Leave request,

simply tick the ‘Reverse’ tick-box next to the

record and Click ‘Process Selected’.

This will create a negative annual leave

transaction. You will consequently be

reimbursed for your leave.

CHANGING ADDRESS AND CONTACT DETAILS

ACCESSING ADDRESS DETAILS

a To access the Address details screen, click

Personal in the top left. Select Address from

the drop down menu.

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ADDING AND AMENDING ADDRESSES

b If you would like to add a new address, click Add

which appears in the top centre of the screen to

bring up a new Address Form.

OR if you would like to edit an address already

on record, click Edit which appears on the left

had side of the record.

UPDATING DETAILS

Type the information in the relevant fields.

Click Update to save any changes made to the

record.

Click Back if you do not wish to continue and

would like to navigate back.

Click Delete if you would like to delete the

address record

ACCESSING CONTACT DETAILS

a. To access the contacts details, select

Employment in the top left of the home page

and select Contact Details from the drop down

menu that appears.

UPDATING CONTACT DETAILS

b You will be able to record both personal and

work email and phone numbers.

If you have a work e-mail or phone number

ENSURE YOU UPDATE THE DETAILS HERE.

To update information on this screen, enter the

details in the relevant field, and then click on

the Update button.