MyHR Employee Self Service

For further information on the annual leave calculation please refer to the guidance (PDF, 240 KB)(opens new window) on My Toolkit.

On MyHR (opens new window) your annual leave and your public holiday entitlement are added together, with all public holidays for the year deducted at the start of the leave year. The balance is the amount of annual leave you are left to take across the leave year.

If your annual leave entitlement looks wrong in MyHR (opens new window), please check your entitlement via the annual leave calculator (Excel doc, 13 KB)(opens new window) on MyToolkit. 

If this does not match with the information held in MyHR (opens new window), it may be for one of the following reasons:

Contractual Hours

Check your contractual hours in the Employment section within MyHR (opens new window), the annual leave user guide (PDF, 3 MB)(opens new window) on MyToolkit provides details on how to do this.

If your contractual hours are incorrect please contact your reporting manager who must complete a Contractual Change Form (Word doc, 57 KB)(opens new window) and email to hrchanges@westlothian.gov.uk  

Working Pattern

Check your working pattern in the Employment section within MyHR (opens new window), the annual leave user guide (PDF, 3 MB)(opens new window) on MyToolkit provides details on how to do this.

If your working pattern is incorrect please contact your reporting manager who must complete a Working Pattern Change form (Word doc, 66 KB)(opens new window) and email to hrchanges@westlothian.gov.uk    

5 years' service

Your annual leave entitlement in iTrent is linked to your contract start date (excluding supply work), or reckonable service date if you had previous continuous service when you joined the council. 

Check your start date in the Employment section within MyHR (opens new window), the annual leave user guide (PDF, 766 KB)(opens new window) on My Toolkit provides details on how to do this.

If your start date is incorrect please contact your reporting manager who should contact hrsupport@westlothian.gov.uk (opens new window) to discuss the situation.

If you have previous continuous service (Reckonable Service Date) this can be checked in the Personal Details section within MyHR (opens new window), the annual leave user guide (PDF, 766 KB)(opens new window) on My Toolkit provides details on how to do this. 

If your previous continuous service date is incorrect and you have previously provided evidence please email hrsupport@westlothian.gov.uk

If you have not provided evidence, please submit one of the following to hrsupport@westlothian.gov.uk (opens new window):

1. Letter from previous HR Department with service dates (e.g. start and end dates); or
2. Pension statement with previous work detailed (e.g. start and end dates)

Annual Leave Carry Forward

Prior to the launch of annual leave in MyHR reporting managers were asked to provide detail on any annual leave their staff were carrying over and this information was uploaded directly into MyHR. 

If your carry forward is incorrect please contact your reporting manager who will be required to adjust your entitlement via People Manager Log In (opens new window) as outlined in the annual leave user guide (PDF, 3 MB)(opens new window).

Fixed Term Contract/ Temporary Arrangements (e.g. Secondment/ Acting Up)

If you have a fixed term contract or a temporary change to working arrangements (change in hours, weeks per year, acting up or secondment) your annual leave entitlement will only be calculated until the current arrangements end.

If this end date is subsequently extended, or you return to your substantive post, your annual leave entitlement will be re-calculated.

Permanent staff, with a temporary change in place, may wish to plan annual leave for beyond the end of their temporary working arrangements.  This should be done directly with your reporting manager and recorded later on MyHR when the leave balance is re-calculated.

Public Holidays

On MyHR (opens new window) your annual leave and your public holiday entitlement are added together, with all public holidays for the year deducted at the start of the leave year. (Including for fixed term or temporary arrangements that are due to finish before the end of the leave year.) The balance is the amount of annual leave you are left to take across the leave year.

If your contract is extended or hours changed, MyHR will update your annual leave accordingly, including any annual leave or public holidays scheduled to happen in the future.

Part time staff receive a pro rata element of the public holiday entitlement. E.g. Member of staff works 18 hours will receive 25.2 public holiday hours. Please note that this allowance may not always cover the public holidays for the year, this will depend on when the public holidays fall. Managers and staff will need to review this on annual basis. Please check your entitlement via the West Lothian Council leave calculator (Excel doc, 13 KB)(opens new window) on MyToolkit. 

Bought Leave

Bought leave will be added as an adjustment.

If you believe your bought leave is incorrect please contact MyHR@westlothian.gov.uk (opens new window) providing the following information: (1) amount of leave purchased; and (2) start date.

Queen's Jubilee (3 June 2022)

Friday 3 June has been designated as an additional day's leave for staff.  Please refer to the guidance on My Toolkit for further information.

This day should be requested within the Other Paid Absence section of MyHR as outlined in how to request and view other absences (PDF, 3 MB)(opens new window).

Why is my annual leave now in hours?

All annual leave in iTrent is recorded in hours.  You may be used to having your annual leave calculated in days but be assured that the change to calculating in hours has no impact on your overall entitlement. 

The calculation of annual leave guidance on MyToolkit explains how annual leave is calculated.

I am currently on secondment but want to request annual leave after the date I am due to return to my substantive post

For anyone who is on a fixed term contract or has a temporary change to working arrangements (change in hours, weeks per year, acting up or secondment) only the annual leave accrued until the end date of these arrangements will show in MyHR.

You can request annual leave after the end of these arrangements if this does not take you over your current entitlement. Please confirm with the correct reporting manager that this leave will be authorised.

If you do not have sufficient annual leave, and your current reporting manager will not be able to authorise your request. Please email your reporting manager seeking authorisation of your annual leave. You must keep a note of this until your annual leave is updated in MyHR, then you must request your annual leave via MyHR (opens new window).

I only have 1 day's annual leave booked but MyHR shows 36 hours Scheduled leave?

Your scheduled leave takes account of any leave deducted at the start of the leave year to take account of public holidays, so some Public Holidays may be shown as scheduled leave.