Human Resources

For StaffHuman Resources

Human Resources

Overview of the HR function

WIT’s HR Department provides services under the following areas:

Recruitment

WIT’s recruitment officer is responsible for all areas of recruitment from advertisement stage to interview stage and offers of employment, including the arranging of hosting agreements where applicable.

Employee Relations

WIT’s employee relations officer is responsible for the administration of annual and sick leave schemes, career breaks, job-sharing, maternity, parental and other leave schemes

Compensation and Benefits

Payments are made either weekly or monthly depending on the category of staff.

Weekly payroll relates to administration and support staff and is processed by our recruitment officer [insert link to contact details].

Monthly payroll relates to academic, management grades, research staff and is processed by our employee relations officer [insert link to contact details].   

Pensions and Superannuation

WIT’s pension officer is responsible for all areas of pensions, notional service and retirement planning/training [insert link to contact details].

Freedom of Information and Data Protection

WIT’s FOI and Data Protection officer is responsible for reviewing, updating and advising the Institute community on all areas of FOI and Data Protection legislation and assisting the staff community in adhering to their responsibilities under both pieces of legislation [insert link to contact details].

Training and Development

WIT’s CPD coordinator arranges ongoing training and development opportunities for employees throughout the year in addition to coordinating activities for professional development week which takes place in February each year [insert link to contact details].

The Human Resources Department of WIT is located on the 2nd Floor of the Tourism and Leisure Building, Cork Road Campus, Waterford

[email protected]

Opening hours:

Monday – Friday 10am – 12pm and 2.30pm – 4pm

Location

What are the opening hours of the HR office?

What is WIT’s Employers Registered Number? 

Where do I get a new/replacement WIT staff card? 

Does WIT participate in the Cycle to Work Scheme? 

Does WIT participate in the Taxsaver Scheme? 


Absences

I’ve forgotten to swipe in/out, what should I do? 

I am unable to attend work, what should I do?

I was absent from work on Monday and reported my absence to HR as per the correct procedure, however the day is not recorded in Core.  Why is this the case? 

I need to attend a medical or dental appointment inside of normal working hours, what should I do? 


New Staff

What documentation is required by HR? 

What documentation is required by payroll?

Where do I get a WIT staff card? 

What is the WIT card used for? 

When will I receive my first payment?  

How do I access my payslips? 

When will I receive my contract? 

What annual leave allowance will be allocated to me? 


Payroll

When are monthly salary payments made? 

How do I apply for tax credits? 

How do I contact the tax office? 

What is a PPS number?

Where do I get a PPS number? 


CorePortal

What is CorePortal? 

How do I get access to CorePortal? 

How do I apply for expenses? 


 

What are the opening hours of the HR office?

Monday – Friday 10am – 12pm and 2.30 – 4pm


 

What is WIT’s Employers Registered Number? 

9503034A


 

Where do I get a new/replacement WIT staff card? 

WIT staff cards are issued by the WIT card office.  In order to have a card issued you will first need to obtain a memo from the HR office.  Please contact the employee relations officer [insert link to contact details] who will issue you the memo.


 

Does WIT participate in the Cycle to Work Scheme? 

Yes, WIT has offered the cycle to work scheme to employees since the scheme commenced in 2009.  For further details please refer to [insert link to information].


 

Does WIT participate in the Taxsaver Scheme? 

Yes, WIT now offers employees the option to avail of annual passes through this scheme.  For further details please refer to [insert link to information].

 

Absences


 

I’ve forgotten to swipe in/out, what should I do? 

You should email the time(s) immediately to [email protected] and cc your supervisor or manager.  Times will only be manually recorded on Core if your supervisor or manager has been included on the email.  If you have forgotten your swipe card and will need a full day of times recorded, please send one email containing all of the times.


 

I am unable to attend work, what should I do?

Please contact the employee relations officer [insert link to contact details] immediately (having regard to any teaching timetables or responsibilities/meetings scheduled for that day) and not later than one hour before you are due to commence duty and in any event not later than 10am on the first day of absence.  


 

I was absent from work on Monday and reported my absence to HR as per the correct procedure, however the day is not recorded in Core.  Why is this the case? 

All absences are recorded in Core on Friday of each week.  If your absence is not showing in Core by Friday evening of the week you reported your absence please contact the employee relations officer [insert link to contact details].


 

I need to attend a medical or dental appointment inside of normal working hours, what should I do? 

Please refer to the “Leave for Appointments” procedure document [insert link to document].

 

New Staff


 

What documentation is required by HR? 

Please refer to your offer of employment letter to establish what specific documentation is required in order to have your post sanctioned and your contract issued.

Further to this, every member of new staff must complete the relevant HR set up form, have it signed by their head/manager and return it to HR as close to their commencement date as possible in order to avoid any delay to payment of the first salary.


 

What documentation is required by payroll?

All new members of staff who have had previous employment in Ireland should submit Form P45 to the payroll office as soon as employment commences.

If you have not previously worked in Ireland or do not have a Form P45, you should contact the Tax office for a Certificate of Tax Credits and Standard Rate Cut-Off Point, which should be submitted to the Payroll office.


 

Where do I get a WIT staff card? 

WIT staff cards are issued by the WIT card office.  In order to have a card issued you will first need to obtain a memo from the HR office.  Please contact the employee relations officer [insert link to contact details] who will issue you the memo.


 

What is the WIT card used for? 

It is multi-functional and can be used for numerous services on campus including: restaurants, library, gym, identification, printing, photocopying, vending and access control.

You can top up your WITCard online or via the mobile app. For further information visit  www.witcampusservices.ie/witcard


 

When will I receive my first payment?

Weekly paid staff (administration and support staff), upon submitting the required documentation to HR, should expect to receive their first payment on the Friday of the week directly after the week in which they commence. 

Monthly paid staff (all other categories), who commence employment and submit the required documentation to HR before the middle of any given month, should expect to receive their first payment on the last day of that month with the exception of the month of December for which much earlier processing dates apply.  Documentation submitted after the middle of the month processing cut-off date has passed will be processed the following month.


 

How do I access my payslips? 

Payslips are available to view or print online through WIT’s CorePortal system.  Please refer to the CorePortal area of this FAQ section for further information.


 

What annual leave allowance will be allocated to me? 

Academic lecturing staff annual leave is outlined in the academic calendar. 

For all non-academic staff, revised annual leave allowances came into effect within the public sector from 4th January 2014 for any newly appointed member of staff and for any existing member of staff promoted after that date.  Further details can be found within this document [insert link to AL policy].

Please note that WIT shuts for a period over the Christmas season and for this Institute closure 4 days of annual leave are retained from annual leave allowances.


 

When will I receive my contract? 

The HR department will endeavor to issue all new staff members with their contract of employment upon commencement in WIT.  In any case, a contract will be issued no later than 28 days after commencement.

 

Payroll


 

When are monthly salary payments made? 

Monthly salaries are normally paid by direct debit on the last day of every month.  In cases where the last day falls on a Saturday or Sunday payments are made on the Friday.  December salaries are normally paid a little earlier with the exact date being confirmed in advance by the payroll department.


 

How do I apply for tax credits? 

In order to ensure that you are taxed at the correct rate, you will need to apply for a Certificate of Tax Credits (Form 12A).  The form can be downloaded from http://www.revenue.ie.   Form 12A should be submitted to your local tax office as soon as possible to minimise the risk of ‘emergency tax’ being applied.  Emergency tax is applied in cases where your tax credits are unclear.  If emergency tax is initially applied, the appropriate reimbursements will be made to you as soon as your tax situation is clarified.  Revenue will notify both the employee and WIT of tax credits.  WIT’s payroll department will make the necessary tax deductions from your salary.

Information required to complete Form 12A: Employers Registered Number 9503034A, PPS number and Irish Address.


 

How do I contact the tax office? 

For contact details please visit http://www.revenue.ie and use the “contact locator” service provided on the home page.  You will need to have your PPS number for this service.  Alternatively you can call 1890 444425.

The local Waterford office has an address as follows:

Revenue
Government Offices
The Glen
Waterford


 

What is a PPS number?

A Personal Public Service number is your unique reference number for all your dealings with the Public Service (e.g. applying to the tax office for a tax credits certificate, applying to the Department of Social, Community, and Family Affairs for a Social Welfare payment scheme etc.)  Further information about the PPS number can be obtained at the Department of Social Welfare website.


 

 

Where do I get a PPS number? 

If you are unaware of your PPS number or if you are entering Ireland for the first time, your PPS number may be requested by attending the PPS number allocation centre for the county you are living in.  It is not possible to get a PPS number before entering the country. 

The contact details of the local centre for Waterford are as follows:

Intreo Centre Waterford
Government Buildings
Cork Road
Waterford

Telephone: 00 353 51 356000
Opening Hours: 9.30am – 4pm Monday to Friday

 

CorePortal


 

What is CorePortal? 

CorePortal is WIT’s employee self-service system which is used for viewing/printing payslips, applying for travel expenses and applying for various types of leave.


 

How do I get access to CorePortal? 

Your first payment will need to be processed before you can access the system initially.  Access is automatically assigned once your first payment has been processed.  You will use your 4 digit staff ID and your PIN as login details.  Your PIN will be set to the first 5 digits of your PPS number.  The system can be accessed via the internal and external links found in the staff section of http://www.wit.ie


 

Once logged into the system, select the “my payroll self-service” option.  Select the “view my payslip” option and proceed to select the payslip relating to the week/month that you want to view/print.  If the “my payroll self-service” option is not showing for you, please contact [email protected]


 

How do I apply for expenses? 

Once logged into the system, select the “my expenses self-service” option.  For further guidance please consult the “CorePortal Guide to Claiming Travel” [insert link to document].  If the “my expenses self-service” option is not showing for you, please contact [email protected]


 

How do I apply for leave? 

Once logged into the system, select the “my time self-service” option.  For further guidance please consult the “CorePortal Guide to Processing Leave” [insert link to document].  If the “my time self-service” option is not showing for you, please contact [email protected]

Leave Forms:

Marriage and Civil Partnership Leave
Parental Leave
Career Break
Work Sharing

 

Personal Details Forms:

Change of Address
Change of Bank Account

 

Other Forms:

Overtime and Time in Lieu
Progression from AL to LCG

Leave Policies:

  • Annual Leave Policy

  • Compassionate Leave Policy

  • Force Majeure Leave Policy

  • Leave for Appointment Policy

  • Maternity Leave Policy

  • Sick Leave Policy

  • Marriage and Civil Partnership Leave Policy

  • Parental Leave Policy

 

Guidance Documents:

pdfCorePortal Guide to Processing Leave

pdfCorePortal Guide to Claiming Expenses

 

Other Policies:

  • Code of Conduct Policy

  • Dignity and Respect Policy

  • Disclosure Policy

employeeassistance

Please note that we have an Employee Assistance Programme which is available to all WIT employees, free of charge.They provide 24/7, confidential support including counselling, information, guidance and referrals on any work, personal or family issue.

You can contact them on 1800 490 390 or visit http://www.workplaceoptions.com for further information on the services they provide.