📌 Note: Make sure you have the borrow staff permission assigned, to be able to follow the below guidance.
You can borrow an employee by following the below steps:
Click Rotas, then click Borrow/Agency.
Click Borrow Employee.
To fill in the details, use the search bar and drop-down lists.
Click Borrow.
📌Note: You need to check with the manager of that site first as to when you can borrow them, as rotas don't show conflicting shifts. Once you schedule them on the rota their wage cost shows on your wage cost. When you hover over the employee you wish to borrow in the borrowing drop down their name will go white and not appear. If you click, they will populate in the borrow box.
Unable to borrow employee on rota
If you are unable to borrow an employee on the rota, follow the below steps:
Find the employee using the organisation search the click on the Payroll tab.
Click on the Rota tab then click Edit.
If you don't have access to the edit button, please make sure you have the permission titled Employment Rostering.
A box will populate, select Show on Rotas and Borrow on Rota.
Click Save.
Employment doesn't appear in the drop-down list
If the employee's employment doesn't appear in the drop-down list, check if there are any notifications within the traffic light system referring to a salary not entered
on a previous employment. This is likely due to that employment not having a salary line set up within the HR system.
A salary line is required for each of the employments of an employee you are attempting to borrow as the rota will require to view the salary lines to complete the borrowing of an employee.
Once a salary is entered, the user should be able to successfully borrow the employee on to the rota.
📌Note: Please check with your payroll officer that this will not retrospect any payments for that employment.
Give an employee access to borrow staff or add agency workers on a rota
To give an employee access to the Borrow/Agency functions on a rota the user will need to apply the rota - borrow staff permission to the employee.
📌📌Note: A batch update needs to be run so these changes reflect on the system.
When to borrow or second an employee
If an employee was on a long-term change to another post, it's advised to place them onto secondment. For example, an assistant manager at site A is going to be a manager at site B for nine months to cover maternity.
If the change is a short-term change, such as a week, it's advised to borrow them to that rota.
Unable to borrow between sites with different codes
If you are unable to borrow between sites with different codes, you can resolve this by following the below steps:
Click Admin Menu then click System Setting.
Expand Global Setting then search Rota - Borrow From Different Tax Reference.
Click into it and change Boolean to True.
Click Save.
Borrowed employee's absences not showing on the rota
A borrowed employee's absences will not display on the rota within the borrowed employment. The absence should display on the rota for the section in which they are borrowed from home rota. This is so that the absence hours do not duplicate and cause issues within payroll.
📌Note: We always recommend you do not borrow the employee onto their home rota. If you are having issues with the employee not appearing on the rota, contact us providing the employee and the details of the rota they are not appearing on.