National Integrated Staff Records and Pay: Frequently Asked Questions

The HSE began official operation on 1 January 2005. It replaced the ten regional Health Boards, the Eastern Regional Health Authority and a number of other different agencies and organisations. Although the structure changed on paper what has remained the same in many areas are the HR and Payroll systems. Many of which are old and need to be replaced as they have an end of life risk. In a lot of areas, these systems are not integrated or joined up.

As a result, employees have to submit for Payroll and HR on paper. This is a slow process with lots of duplication of work because this information is held on excel sheets and paper a lot of time is wasted collecting information for reports and staff have no ownership of their own personal information.

The two maps below give an indication of the current system in operation in Ireland and the future state after NiSRP is implemented

Current Payroll and Staff Records Systems SAP Areas Image
Future Payroll and Staff Records Systems Map after

In order to improve how we work, the NiSRP Programme will work to have all Staff Records and Payroll functionality provided by SAP to achieve national coverage. In addition to this NiSRP will introduce Employee Self Service and Manager Self Service for all Staff

A more detailed look at what is being introduced is explained in the table below

what is changing

NiSRP will be implemented across the whole of the HSE.

My HSE Self Service is an online tool that allows employees to access, view and update their own information. All staff will be given individual and secure login information. This online tool also allows managers to access, view and update both their own information and that of their team ( in relation to various leave types and travel and subsistence).

Yes, My HSE Self Service will allow employees the option to cancel annual leave that has already been approved.

The annual leave entitlement shown in Self Service started accruing from the day of "go live" in May. It is therefore "normal" for this entitlement to show less than 20 hours. This does not affect your ability to take leave. 

The new SAP system will be fully GDPR compliant. In light of GDPR it is the employee who owns the data but the data will be maintained by Heads of HR in CHO's and Directors of HR Hospital Groups.

You can do this through the "Travel Privileges" feature on My HSE Self Service

In order to do this select valid from date, and enter No Vehicle in Vehicle Type and class - and submit. There is no requirement to attach any documentation in travel privileges 

Please access Line Manager with 5/5 staff on my team Frequently Asked Questions

Please access Line Manager with 5/7 staff on my team Frequently Asked Questions

Your Login ID is your personnel number [eight digits eg: 30123456] prefaced by the letter ‘e’ . If you don’t know your personnel number you will find it printed on your payslip. You will see the number circled in the sample payslip image.

23.10.2020 payslip find user ID

If you work in HSE South East you should have received an email from SAP HR Security with your new personnel number. If you didn’t receive this you can register to have this personnel sent to you by clicking here.

Using an internet browser, open the logon screen:

Select the “Password Reset” option Enter your Login ID (User ID) and E-Mail (this is the e-mail we have on record for you, it might be an HSE or personal e-mail address) and select the “Submit” button.

You will then be e-mailed a password which you can use to log in.

Click the Continue button and on the next page enter the User ID and Password e-mailed to you and click Log On.

On the next page enter Old Password (e-mailed password) and New Password / Confirm Password.

This must be at least 8 characters long with a requirement for 1 uppercase letter, 1 number and 1 symbol e.g. £, %, !. Click Change.

You will now be logged in to NiSRP Self Service

Password Reset

The passcode is an extra security step required when signing in from a non­-HSE device. Every time you sign in from a non­-HSE device you will be sent an automated email with a six­ digit number by email. If you do not have a HSE device it is best to use a personal email address. You can change your email address in My Addresses on Self Service. Click here to watch the video tutorial.

The Reporting Line Change Form must be completed, signed off by line manager and returned to the OM administrator in your area. You can access contact details for East OM administrators here and South East OM administrators here.

Any device that gives you access to the internet will give you access to the app. This includes mobile phone, Desktop, Laptop. It is important to note you can use either your HSE or personal device to access the app if you log in as an employee. If you log in as a manager you will have to use a HSE device.

As a manager, you will know your list is incorrect when you check the Team Calendar app. If the list is in incorrect, please complete the "Reporting Line Change Form" and return to the OM administrator in your area. You can access contact details for East OM administrators here and South East OM administrators here.

Travel has to be entered and approved 8 days before pay date, such as by Wednesday noon 3rd of July to be paid on the 11th of July.

You will not receive a notification to your email but the status of your claim in Travel and Expenses will change from “Submitted” to “Approved”. The claim will then change to “Reimbursed” when it is paid.

Your approver can set a substitute to ensure the approval of leave/travel is continued. 

The error message "Payroll area 2H/3H is locked" is advising that the system is locked for routine maintenance. This can be for a short time or it might be for two days before your payday. During this time you will not be able to enter leave or travel claims or approve these claims if you are a manager. 

Annual leave is accrued on the system after each working day. How much is added is due to your contract and/or time recorded on the system. Each night, a fraction of a day is added to the "Leave entitlement".

"Leave entitlement" shows what has been accrued since the start of the leave year (1 April) until the end of the leave year (31 March). 

"Leave available" often shows a negative number because you have taken more than you have accrued so far. This does not affect your ability to request leave well in advance. To make this possible, the system has been set up with leave entitlements of up to minus 200 hrs. 

You may have an older version of an internet browser. Internet Explorer 11, Chrome and FireFox are recommended for using My HSE Self Service

Any leave type which requires only one level of approval will be included. All others will require existing procedures including the forms.

The NiSRP Programme Team are currently working on developing new features on the NiSRP Self Service App. One of these features will be on-line reports of your Own/Employees Absences Taken, Employees Travel Claims and Annual Leave Status 

No action is required. This is just to advise you to remind your manager that you have submitted. Once the leave/travel is approved this message will disappear.

You should check your spam folder in your email. The email address registered on SAP may not be your HSE email so check your personal email such as Hotmail, Gmail or Yahoo mail.

HSE East and South East employees can now use My HSE Self Service - NiSRP to apply to carry forward leave into the new leave year.

HR108R forms are longer used to request carry forward of leave.

For more information on how to use the leave carry forward function in My HSE Self Service, click the tutorial guide,  FAQs and watch the tutorial video.

All requests to carry forward annual leave need to follow either the Standard Terms and Conditions for HSE Employees (page 12) or HR Circular 003/2021 – Frontline Healthcare Employees and Carryover of Annual Leave during COVID-19.