Internal, open access

Change of details

An overview of how to make different types of changes, who can make them and likely timescales is provided below. If you are looking to change something and it isn't listed here, please contact hr@reading.ac.uk


Bank details

Updated by Individual

If you need to change your bank account details (bank account, name and numbers) you should send an email from your University of Reading email account, including your name, employee number and new bank details to hroperations@reading.ac.uk or alternatively complete the Bank Details Form and send it to HR, Room 110, Whiteknights House.


Name/title

Updated by Individual

To change your title, first name or surname please bring your original PhD certificate, marriage certificate or proof of name change to HR, Room 110, Whiteknights House where a copy will be taken as evidence of the change and your record will be updated. The original document will be returned to you.

You can then contact IT to arrange for a new email address to be created. You will also need to change your name with HMRC. Further information can be found on the gov.uk website.


Address

Updated by Individual

You can update your address and other personal details via the Personal tab within Employee Self Service .


Reporting Manager

Updated by School/Departmental Administrator

Staff can view who their Reporting Manager is via Employee Self Service under the Employment tab, against their Current Job. The Reporting Manager can be changed directly in Trent by nominated Administrators in Schools and Departments who have access via People Manager (outside of payroll closure days each month when contracts are locked). The change is effective immediately.


 Job Title

Updated by School/Departmental Administrator

Changes to job titles should be raised via a Staffing request Form using the 'amendment to contract' functionality.  Once approved the title will be updated by HR Operations within Trent within 10 working days (outside of payroll closure days).  Please note that once the change is made in Trent it will also be reflected within Employee Self Service and will be automatically updated on the Staff Search page of the website within 24 hours.


Working hours

Updated by School/Departmental Administrator

Changes to the overall number of working hours a week for a staff member should be made via a Staffing Request Form using the 'amendment to contract' functionality.  Please note that the new working pattern for the staff member will also need to be confirmed as part of the request. Once approved the change will be updated by HR Operations within Trent within 10 working days (outside of payroll closure days).  Please note that changes to the total number of working hours will also change your annual leave entitlement which will be reflected in Employee Self Service once HR Operations have updated Trent.


Working pattern

Updated by School/Departmental Administrator

If the total number of working hours per week is staying the same, but the staff member is changing the way in which the hours are worked across the week, an update to their working pattern in Trent is required.  This information is used by Trent to calculate the absence information such as annual leave entitlement or the amount of sick pay received in the event of any absence.  Changes can be requested via a link in People Manager or via email to hr@reading.ac.uk.  The change will be made by HR Operations within 10 working days (outside of payroll closure days) (More information about working patterns can be found on the ESS Employment guidance.


Account Code/Salary Costing information

Updated by School/Departmental Administrator

Changes to an account code, costing string or % split for a staff member can be made via a Staffing Request Form using the 'amendments to contract' functionality.  Once approved this will be updated by HR Operations within Trent within 10 working days (outside of payroll closure days). Once the change has been made within Trent it will also reflect in Agresso via the next monthly salary journal.


Organisational/Unit structure

HR Partner, Head of School/Department

Changes to the structure of the Unit, School, Department or Faculty should be discussed with the HR Partner/Advisor in the first instance who will then liaise with the HR Operations Team/HR Systems Team at the appropriate point when the structure is confirmed/approved by UEB.  Structure changes are complex and can impact on many other processes within Trent, therefore changes should only be requested once fully agreed and a Trent Structure Changes form is completed and sent to the HR Systems team.

It is following this being completed that the changes in Trent can be made (outside of payroll closure times) and these changes are then reflected in Employee Self Service and automatically updated on the Staff Search page of the website. 


 

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HR Operations

IT Email:

 ITS-help@reading.ac.uk

  • Telephone:
    +44(0) 118 378 6262

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