Maintain yourpersonal details

Maintain yourpersonal details

How to... Maintain your personal details

You must ensure your personal details are kept up to date in PartnerLink.• Click the Partner tab• Click the Personal & Work Details link• In the Action Menu, click Name and Contact Details

To update any of the details on this page:• Click the Update button for the section you wish to update• Choose whether you are correcting the current details because of

an error (e.g. something is spelled incorrectly) or entering new details because of a change (e.g. you have moved house or changed your phone number), and click Next

• Fill in or amend the relevant fields and click Next• Check the details you have entered are correct and click Submit

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Personal and work details » Personal details » Entering/updating basic personal details

If you wish to claim discount on johnlewis.com using a debit card, your personal email address in PartnerLink must be the same as the one you use to log in to johnlewis.com.

How to... Maintain your personal details

You must ensure your personal details are kept up to date in PartnerLink.• Click the Partner tab• Click the Personal & Work Details link• In the Action Menu, click Name and Contact Details

To update any of the details on this page:• Click the Update button for the section you wish to update• Choose whether you are correcting the current details because of

an error (e.g. something is spelled incorrectly) or entering new details because of a change (e.g. you have moved house or changed your phone number), and click Next

• Fill in or amend the relevant fields and click Next• Check the details you have entered are correct and click Submit

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Personal and work details » Personal details » Entering/updating basic personal details

If you wish to claim discount on johnlewis.com using a debit card, your personal email address in PartnerLink must be the same as the one you use to log in to johnlewis.com.

contact detailsyour emergencyMaintain

contact detailsyour emergencyMaintain

How to... Maintain your emergency contact details

You should record at least one emergency contact in PartnerLink.• Click the Partner tab• Click the Personal & Work Details link• In the Action Menu, click Emergency Contact Details

To add a new emergency contact:• Click Add• Fill in the person’s details, enter their address (if different to yours) and

add phone numbers• Click Next, then check the details and click Submit

To edit an existing contact:• Select their name in the list and click Update• Amend the details and click Next• Check the details you have entered are correct and click Submit

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Personal and work details » Personal details » Entering/updating emergency contact details

How to... Maintain your emergency contact details

You should record at least one emergency contact in PartnerLink.• Click the Partner tab• Click the Personal & Work Details link• In the Action Menu, click Emergency Contact Details

To add a new emergency contact:• Click Add• Fill in the person’s details, enter their address (if different to yours) and

add phone numbers• Click Next, then check the details and click Submit

To edit an existing contact:• Select their name in the list and click Update• Amend the details and click Next• Check the details you have entered are correct and click Submit

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Personal and work details » Personal details » Entering/updating emergency contact details

detailsyour bankMaintain

detailsyour bankMaintain

How to... Maintain your bank details

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Personal and work details » Personal details » Updating bank details

You must ensure your bank details are kept up to date in PartnerLink. If your bank details are invalid or missing, you will be paid by cheque. This increases the cost to the Partnership and will result in a delay in you receiving your pay, as the cheque will be sent to your branch.

In order for your changes to take effect for the current month’s pay, you must make them before the payroll cut-off date. A calendar of payroll cut-off dates is available on the Partner Intranet (search for ‘pay dates’).

To update your bank details:• Click the Partner tab• Click the Personal & Work Details link• In the Action Menu, click Bank Details• Click the pencil icon in the Update column• Fill in or amend the relevant fields and click Apply• Check the details you have entered are correct and click Submit

How to... Maintain your bank details

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Personal and work details » Personal details » Updating bank details

You must ensure your bank details are kept up to date in PartnerLink. If your bank details are invalid or missing, you will be paid by cheque. This increases the cost to the Partnership and will result in a delay in you receiving your pay, as the cheque will be sent to your branch.

In order for your changes to take effect for the current month’s pay, you must make them before the payroll cut-off date. A calendar of payroll cut-off dates is available on the Partner Intranet (search for ‘pay dates’).

To update your bank details:• Click the Partner tab• Click the Personal & Work Details link• In the Action Menu, click Bank Details• Click the pencil icon in the Update column• Fill in or amend the relevant fields and click Apply• Check the details you have entered are correct and click Submit

paper payslipsand opt out ofView payslips

paper payslipsand opt out ofView payslips

How to... View payslips and opt out of paper payslips

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Payslips » Viewing your payslips

To view your payslips:• Click the Partner tab• Click the Payslip link• Select the month you wish to view and click View Payslip

To opt out of paper payslips:• Log in to PartnerLink• Click the Preferences link in the top right hand corner• Click Online Payslip Preference• Click the Add button• Select Yes from the ‘Opt out of paper payslips?’ drop-down• Click Next, then Next, then Submit

Personnel Systems » Partner » Payslips » Setting payslip options

How to... View payslips and opt out of paper payslips

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Payslips » Viewing your payslips

To view your payslips:• Click the Partner tab• Click the Payslip link• Select the month you wish to view and click View Payslip

To opt out of paper payslips:• Log in to PartnerLink• Click the Preferences link in the top right hand corner• Click Online Payslip Preference• Click the Add button• Select Yes from the ‘Opt out of paper payslips?’ drop-down• Click Next, then Next, then Submit

Personnel Systems » Partner » Payslips » Setting payslip options

holiday balancesView your

holiday balancesView your

Things to bear in mind:• Holiday is booked and taken in days. Bank holiday lieu time,

time banking time and Christmas Extra Time (where applicable) are booked and taken in hours.

• Absences that you have requested will appear as ‘Pending Approval’ until your manager approves them.

How to... View your holiday balances

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Holiday and other leave » Getting your bearings: Absence Planner and Leave Accruals

To view your holiday, bank holiday lieu time, time banking and Christmas Extra Time balances:• Click the Partner tab• Click the Holiday & Other Leave link• In the Entitlements area, click View Full Report

Things to bear in mind:• Holiday is booked and taken in days. Bank holiday lieu time,

time banking time and Christmas Extra Time (where applicable) are booked and taken in hours.

• Absences that you have requested will appear as ‘Pending Approval’ until your manager approves them.

How to... View your holiday balances

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Holiday and other leave » Getting your bearings: Absence Planner and Leave Accruals

To view your holiday, bank holiday lieu time, time banking and Christmas Extra Time balances:• Click the Partner tab• Click the Holiday & Other Leave link• In the Entitlements area, click View Full Report

other leaveholiday andRequest

other leaveholiday andRequest

How to... Request holiday and other leave

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Holiday and other leave

To request holiday, bank holiday lieu time, time banking time, or Christmas Extra Time (where applicable):• Click the Partner tab• Click the Holiday & Other Leave link• In the Action Menu, click Future Leave Request• Click the Create an Absence Request button• Place a tick in the Select checkbox• Select the appropriate option from the Absence Type menu• Enter the Start Date and End Date• Click the Calculate Duration button• Check the duration is correct and click Next• Check the details you have entered are correct and click Submit

To request other types of leave (maternity, long leave, career break, etc), return to the Holiday & Other Leave page and use the links in the Leave for Parents and Carers and Other time away from work sections of the Action Menu. Refer to QuickTrain for further assistance.

How to... Request holiday and other leave

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Holiday and other leave

To request holiday, bank holiday lieu time, time banking time, or Christmas Extra Time (where applicable):• Click the Partner tab• Click the Holiday & Other Leave link• In the Action Menu, click Future Leave Request• Click the Create an Absence Request button• Place a tick in the Select checkbox• Select the appropriate option from the Absence Type menu• Enter the Start Date and End Date• Click the Calculate Duration button• Check the duration is correct and click Next• Check the details you have entered are correct and click Submit

To request other types of leave (maternity, long leave, career break, etc), return to the Holiday & Other Leave page and use the links in the Leave for Parents and Carers and Other time away from work sections of the Action Menu. Refer to QuickTrain for further assistance.

previous timecardscurrent orView

previous timecardscurrent orView

How to... View current and previous timecards

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Timecard

Your timecard is where any changes to your contractual working hours are recorded. If you have a query about your pay, you should start by checking your timecard to ensure that any additional hours you have worked (or time you have taken away from work) have been recorded correctly. If anything is missing, you should speak to your line manager.

Note: if the submission date for a timecard is after the payroll cut-off date, any amendments on that timecard will take effect in the following month’s pay.

To view your timecard:• Click the Partner tab• Click the Pay & Benefits link• In the Action Menu, click Timecard• Click the Details button against the week you wish to view

If you are a Level 10 Partner, you will not be able to edit your own timecard. Any amendments must be made by a manager or team leader.

How to... View current and previous timecards

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Timecard

Your timecard is where any changes to your contractual working hours are recorded. If you have a query about your pay, you should start by checking your timecard to ensure that any additional hours you have worked (or time you have taken away from work) have been recorded correctly. If anything is missing, you should speak to your line manager.

Note: if the submission date for a timecard is after the payroll cut-off date, any amendments on that timecard will take effect in the following month’s pay.

To view your timecard:• Click the Partner tab• Click the Pay & Benefits link• In the Action Menu, click Timecard• Click the Details button against the week you wish to view

If you are a Level 10 Partner, you will not be able to edit your own timecard. Any amendments must be made by a manager or team leader.

learning subsidyticket andClaim

learning subsidyticket andClaim

How to... Claim ticket and leisure learning subsidy

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Pay & Benefits » Benefits

Claims for ticket and leisure learning subsidy are made via PartnerLink. Refer to the Partner Intranet for details of what you can claim for.

The steps below explain how to create a ticket subsidy claim. Creating a leisure learning subsidy claim works in the same way, but you would select the leisure learning option in the menu instead.• Click the Partner tab, then click the Pay & Benefits link• In the Action Menu menu, click Ticket Subsidy (Current Year)

or Ticket Subsidy (Last Year) based on whether the event you are claiming for took place in the current or previous trading year

• Click the New Claim button• Fill in the required details and click Next• From the summary, select your new claim and click Next• Check the details you have entered are correct and click Submit• Click the Return to Summary button• From the summary, select your new claim and click Print• Print the confirmation page, sign it and send to the Personnel Service

Centre with your ticket(s) attached.

How to... Claim ticket and leisure learning subsidy

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Pay & Benefits » Benefits

Claims for ticket and leisure learning subsidy are made via PartnerLink. Refer to the Partner Intranet for details of what you can claim for.

The steps below explain how to create a ticket subsidy claim. Creating a leisure learning subsidy claim works in the same way, but you would select the leisure learning option in the menu instead.• Click the Partner tab, then click the Pay & Benefits link• In the Action Menu menu, click Ticket Subsidy (Current Year)

or Ticket Subsidy (Last Year) based on whether the event you are claiming for took place in the current or previous trading year

• Click the New Claim button• Fill in the required details and click Next• From the summary, select your new claim and click Next• Check the details you have entered are correct and click Submit• Click the Return to Summary button• From the summary, select your new claim and click Print• Print the confirmation page, sign it and send to the Personnel Service

Centre with your ticket(s) attached.

your appraisalComplete

your appraisalComplete

How to... Complete your appraisal

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Performance and talent » My Appraisal

Your manager will pass your appraisal to you when they are ready for you to add your comments and draft ratings. You will receive a PartnerLink notification when this happens.• Click the Partner tab• Click the Performance & Talent link• In the Action Menu, click Appraisals

Your appraisal will be populated with any business objectives that were on your PDP when the appraisal was created. You can update these objectives, or add new ones, in the ‘Looking Back’ and ‘Looking Ahead’ sections.

You should also enter your draft ratings in the ‘What’ and ‘How’ sections, and enter any comments. You should also enter comments on your overall rating, pay, and career aspirations.

When you’ve finished updating your appraisal, click Continue and then click Transfer to Main Appraiser to send it to your manager. They will add their final ratings and comments and then submit the appraisal. You can view your completed appraisals from your My Appraisals page.

How to... Complete your appraisal

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Performance and talent » My Appraisal

Your manager will pass your appraisal to you when they are ready for you to add your comments and draft ratings. You will receive a PartnerLink notification when this happens.• Click the Partner tab• Click the Performance & Talent link• In the Action Menu, click Appraisals

Your appraisal will be populated with any business objectives that were on your PDP when the appraisal was created. You can update these objectives, or add new ones, in the ‘Looking Back’ and ‘Looking Ahead’ sections.

You should also enter your draft ratings in the ‘What’ and ‘How’ sections, and enter any comments. You should also enter comments on your overall rating, pay, and career aspirations.

When you’ve finished updating your appraisal, click Continue and then click Transfer to Main Appraiser to send it to your manager. They will add their final ratings and comments and then submit the appraisal. You can view your completed appraisals from your My Appraisals page.

your PDPUpdate

your PDPUpdate

How to... Update your PDP

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Performance and talent » My PDP

You can view and update your PDP at any time, unless you have an open appraisal. To edit your objectives while your appraisal is open, you must make the changes on the appraisal itself.• Click the Partner tab• Click the Performance & Talent link• In the Action Menu, click Personal Development Plan (PDP)

To add a new objective:• Click the Add button, fill in the details and click Next• When you are returned to the summary page, click Next• Check the details you have entered and click Submit

To edit an existing objective:• Select the objective• Click the Update button, fill in the details and click Next• When you are returned to the summary page, click Next• Check the details you have entered and click Submit

How to... Update your PDP

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Performance and talent » My PDP

You can view and update your PDP at any time, unless you have an open appraisal. To edit your objectives while your appraisal is open, you must make the changes on the appraisal itself.• Click the Partner tab• Click the Performance & Talent link• In the Action Menu, click Personal Development Plan (PDP)

To add a new objective:• Click the Add button, fill in the details and click Next• When you are returned to the summary page, click Next• Check the details you have entered and click Submit

To edit an existing objective:• Select the objective• Click the Update button, fill in the details and click Next• When you are returned to the summary page, click Next• Check the details you have entered and click Submit

trainingmandatoryComplete

trainingmandatoryComplete

How to... Complete mandatory training

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Learning

Mandatory eLearning that you are required to complete will appear in the Mandatory Training section of the Learning page. Before you can complete a piece of eLearning, you must enrol on it.• Click the Partner tab, then click the Learning link • Click the name of a certification in the list, e.g. ‘Fire Training - JLP’• Click the button in the Choose or Enroll in class column• Click the Apply button• A message will appear to confirm that you are enrolled on the class• Click the button in the Play column to begin the eLearning class• Follow the instructions to complete the class• Once complete, click the Return to Home link in the top right hand

corner to ensure that your training record is updated

Once you have enrolled on an eLearning class, you can access it later via the Scheduled Learning section of the Learning Page. Simply click the mouse icon in the Play column to begin the class.

If you have previously completed a piece of eLearning but it has expired and needs to be re-completed, click the Renew button then click Play.

How to... Complete mandatory training

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Learning

Mandatory eLearning that you are required to complete will appear in the Mandatory Training section of the Learning page. Before you can complete a piece of eLearning, you must enrol on it.• Click the Partner tab, then click the Learning link • Click the name of a certification in the list, e.g. ‘Fire Training - JLP’• Click the button in the Choose or Enroll in class column• Click the Apply button• A message will appear to confirm that you are enrolled on the class• Click the button in the Play column to begin the eLearning class• Follow the instructions to complete the class• Once complete, click the Return to Home link in the top right hand

corner to ensure that your training record is updated

Once you have enrolled on an eLearning class, you can access it later via the Scheduled Learning section of the Learning Page. Simply click the mouse icon in the Play column to begin the class.

If you have previously completed a piece of eLearning but it has expired and needs to be re-completed, click the Renew button then click Play.

Enter lifeassurance details

Enter lifeassurance details

How to... Enter life assurance details

Through your membership of the Partnership’s pension scheme, you are automatically provided with free life assurance cover. If you die while you are employed by the Partnership, your family, or a beneficiary nominated by you, may receive a lump sum equal to three times your annual pay. You must record your beneficiary(-ies) in PartnerLink for this to happen.• Click the Partner tab• Click the Personal & Work Details link• In the Action Menu, click Life Assurance and Pension

Nominations

Complete sections A, B and C as appropriate. To complete a section, click the Add button and enter the details required, then click Next. When returned to the main form, complete any remaining sections and then click Next. Finally, click Submit to save your changes.

When you make a change to your life assurance form, you will receive a notification to confirm that the details have been changed.

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Personal and work details » Personal details » Entering/updating life assurance and pension nominations

How to... Enter life assurance details

Through your membership of the Partnership’s pension scheme, you are automatically provided with free life assurance cover. If you die while you are employed by the Partnership, your family, or a beneficiary nominated by you, may receive a lump sum equal to three times your annual pay. You must record your beneficiary(-ies) in PartnerLink for this to happen.• Click the Partner tab• Click the Personal & Work Details link• In the Action Menu, click Life Assurance and Pension

Nominations

Complete sections A, B and C as appropriate. To complete a section, click the Add button and enter the details required, then click Next. When returned to the main form, complete any remaining sections and then click Next. Finally, click Submit to save your changes.

When you make a change to your life assurance form, you will receive a notification to confirm that the details have been changed.

Need help with this task? Refer to QuickTrain:Personnel Systems » Partner » Personal and work details » Personal details » Entering/updating life assurance and pension nominations