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Adding an employment period

On the Grants page, click on the Grant reference in the Reference column.

An employee can be assigned a new employment period by adding them to the table headed 'Associated employment periods'

  • Select an employee from the dropdown list
  • Enter the start date, end date and % time
  • Assign the employee to a post [optional]
  • Click the green plus icon.

'% time' should be entered as the percentage of an employee's FTE in which they are employed on this grant. e.g. an employee who works for the University 4 days per week, 2 days of which on this grant should have an FTE of 80% and a '% time' on this grant of 50%.

Note: An employee's '% time' for all employment periods should add to 100% for any given date. Where an employee's time is spent on non-EU grants this time should be allocated to the non-EU grant which exists in Otter by default.

Updating an employment period

On the Grants page, click on the Grant reference in the Reference column and navigate to the 'Associated employment periods' section:

  • Alter the start date and/or end date for the appropriate employment period
  • Assign/unassign the employee to a post [optional]
  • Click the appropriate pencil icon to commit the changes

Beware this will result in the deletion of all timesheets that now fall outside of the new employment period dates.

  • If an employee requires a change in their % time this should be added as a separate employment period.
  • If an employee requires a change to their FTE or grade / hours per week a new employee must be added.

Deleting an employment period

On the Grants page, click on the Grant reference in the Reference column and navigate to the 'Associated employment periods' section:

  • Click the minus icon next to the appropriate employment period
  • Confirm you wish to delete this employment period.

Beware this will result in the deletion of all timesheets submitted for this employment period.