HR Payroll Forms

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Online Forms

The following forms are available for Principals, Line Managers and Administrators to complete and submit to HR.

A glossary of useful terms is available for reference below should you need to use them.

We have also included a New Employee Data Capture form. You may find this a useful tool to gather new employee or returning employee personal information prior to commencing the completion of the digital form. You can provide the employee with a copy for reference and/or retain a copy for your reference should you wish to do so.

EA HR - Leavers Form

EA HR - Change in Contractual Hours Form

EA HR - Emergency Engagement Form (Temporary Engagement Form)

Glossary of Terms

Term	Definition
Assignment	Specific job or position held by a staff member.
Assignment Number	Unique identifier found on the timecard linked to the corresponding assignment name.
Cost Centre Code	Unique identifier assigned to each school/location for financial tracking.
Directorate	Staff in Catering, Direct Services (Building Supervisors/Cleaners), Grounds Maintenance, and Transport (including School Crossing Patrol) are classified under the Operations & Estates Directorate.
Full Name and Location of School/Service	Full name of School / Service followed by the geographical area.
Function Code	Indicates the funding source for a position (e.g. 82001 SEN in Mainstream).
Payroll	Staff are paid according to designated cycles: • M2 Pay Cycle – Most school-based staff; paid mid-month. • M1 Pay Cycle – Salaried staff; paid at the end of the month.
Retainer	Staff who work during pupil contact days and receive a retainer fee or partial pay for non-contact days.
Submitter	Person completing and submitting the online form(s) - normally the Secretary within the School or the Corporate Line Manager
Substantive Postholder	The original staff member whose role is being temporarily filled.
Term Time	Staff within this category are required to work pupil contact days only (September – June). Do not receive separate annual leave entitlement but paid a term time payment. Staff engaged via temporary engagement – 38 weeks Staff engaged via formal recruitment process – 40 week
52-week	Staff within this category are required to work all year round excluding periods of annual leave, statutory holidays and unpaid leave.

Glossary of Classroom Assistant and General Assistant Roles

Term	Position	Definition
Classroom Assistant (JE1)	General Classroom Assistant (JE1)	Supports multiple children within the classroom in a mainstream school. Assists the teacher with general classroom duties and pupil support. Funded through the school budget.
Classroom Assistant (JE2)	Special Needs Classroom Assistant (JE2)	Provides 1:1 support to a child with special educational needs. Special Education, based on child assessment, determine the level of support and hours required (allocation letter). Funded through Special Education.
Classroom Assistant (JE3)	Additional Special Needs Classroom Assistant (JE3)	Supports children with complex or additional needs, some duties include: Tube feeding Administering medication Use of specialised equipment Common in special schools; may also be present in mainstream settings. Special Education, based on child assessment, determine the level of support and hours required (allocation letter). Funded through Special Education.
General Assistant (GA1)	General Assistant 1 (GA1)	Offers 1:1 support, often assisting with movement between classes or general supervision. Special Education, based on child assessment, determine the level of support and hours required (allocation letter). Funded through the Special Needs budget.
General Assistant (GA2)	General Assistant 2 (GA2)	Supports children with specific medical or health-related needs (e.g., diabetes). Provides tailored care based on individual requirements. Special Education, based on child assessment, determine the level of support and hours required (allocation letter). Funded through Special Education.
Nursery Assistant	Nursery Assistant	Typically works in nursery schools or nursery units. Supports the learning and care of children in a nursery setting. Funded through the school nursery budget.
Retainer		Staff who work during pupil contact days and receive a retainer fee or partial pay for non-contact days.

Employee Data Capture Form

New Employee Data Capture Form

pdf138.99 KB

Additional HR Forms

PDF Forms

Change of Supervisor Request Form

xlsx28.69 KB

EA Access NI - PIN Form

Access NI Pin Form

EA One Self Service Handbook

EA One Self-Service Handbook

docx8.84 MB

Contact Details

f you have any queries in relation to an employment issue, you can access information and contact HR easily as follows:

HR Online webpages to access information on a wide range of employment issues.
EAaskHR Helpdesk Query Form for non-urgent enquiries.
EAaskHR Helpdesk on 028 9047 0555.

The helpdesk is open Monday to Thursday 08.30am to 5pm and Friday 08.30am to 4.30pm. Select:
- Option1: for the Northern Ireland Substitute Teacher Register (NISTR) (Monday – Friday 9am – 5pm)
- Option2: Access NI. Please note if you are calling to make a payment for an Access NI application, please do so at step 2 via the following link Access NI Application Payment.
- Option 3: EAaskHR Helpdesk