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Guidance for Students - Access to People and Money
Contents
Contents ....................................................................................................................................................................................................................... 1
Introduction ................................................................................................................................................................................................................. 2
Access to People and Money as a Student .................................................................................................................................................................. 2
Overview .................................................................................................................................................................................................................. 2
In Detail .................................................................................................................................................................................................................... 4
Student Expenses ......................................................................................................................................................................................................... 7
Student Expenses in relation to studies .............................................................................................................................................................. 7
Student claiming expenses in relation to their employment .............................................................................................................................. 7
Further Guidance ......................................................................................................................................................................................................... 8
Appendix - Logging in to People and Money ............................................................................................................................................................... 9
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Introduction
People and Money is used to support the University’s HR and Finance processes, further information regarding the People and Money system
is available at People and Money system | The University of Edinburgh. Some students may need to access People and Money for different
purposes for example if you are employed as a Tutor or Demonstrator to complete your timecard or if you are a Post Graduate Student
Requestor purchasing goods and services. Guidance on payments to students, volunteers, voluntary workers and interns is available on the
Payments page.
Access to People and Money as a Student
Overview
The diagram below explains how a student should access People and Money. Please note that if you are a student who is employed by the
University AND is also required to purchase goods and services you will have two separate log-in routes. It is therefore important to consider
the reason why you want to use People and Money and follow the appropriate log in process.
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In Detail
The table below explains in further detail when access is provided and how you should log in to People and Money if applicable. Please note
that you may need to log out of your student account in MyEd to access as an employee (or vice versa).
Students Employed by UoE
(e.g. tutor or demonstrator with a
guaranteed hours contract of
employment)
Post Graduate Students - Student
Requestors
Students
engaged as a
Casual Worker
Students
engaged via
Unitemps
Students in
receipt of a
Taxable
Scholarships
Students in
receipt of a Non
Taxable
Scholarships
Access to
People and
Money Log In?
Yes – Log in to MyEd with Staff Log In
credentials
Yes - Log in to MyEd with Student
Log in credentials
No
No
No
No
How to Log In
to People and
Money
1. From your start date* of
employment log in to your
university staff account via MyEd
using your staff UUN and
password provided by your Line
Manager or School/Department
Administrator (SDA).
2. Follow the direct link to People
and Money Log in page.
3. Click on ‘Company Single Sign On’
which should take you directly in
to People and Money.
Alternatively, follow the
instructions in this guide ‘How to
Log In and Out of People and
Money’ (under the General
Guidance heading).
1. If you require to buy goods
and services, you will need
to be set up with as a
contingent worker in
People and Money prior to
being granted
procurement access your
manager should request
this by submitting the
Contingent Worker
Request form. Please note
the form requires approval.
2. Once your access has been
confirmed by your Line
Manager or SDA, log in to
your university student
account via MyEd. This is
the details you would
normally use to log in -
n/a – no access to
People and
Money
n/a – no access to
People and
Money
n/a – no access to
People and
Money
n/a – no access to
People and
Money
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*Before your start date you should use
your personal email address and
password and link provided in your
welcome email. Upon your start date
there is an automated process to replace
your personal email address with your
ed.ac.uk staff email.
See the Appendix for Step by Step
Guidance and Screen Shots
your student matriculation
number (prefixed with ‘s’)
and password.
3. Log in to People and
Money using the direct
link.
4. Click on ‘Company Single
Sign On’ which should take
you directly in to People
and Money.
See the Appendix for Step by Step
Guidance and Screen Shots
Useful
Information for
Students
You must log out of your student
university account in order to sign in to
your staff account and use single sign on
successfully (and access People and
Money).
You can continue to use your student log
in for any other UoE resources.
Use People and Money to:
-change your personal details
- complete outstanding onboarding tasks
including providing your bank details and
P45/HMRC New Starter Checklist
- complete your timecard (as per local
arrangements) to claim your hours for
payment
When you log in to People and
Money you should access Purchase
Requisitions from the Procurement
menu. Within this menu you will
have 3 tiles:
• Requestor Dashboard
• Purchase Requisitions – this is
where you create and manage
your requisitions.
• My Receipts – this is where you
record receipt of your goods or
service when you receive
them. This is essential to
ensure that payments to
suppliers can be processed.
Please be aware that anyone
requisitioning in the system is
Conditions of
Service – Casual
Workers
Student
employment in
the Information
Services Group |
The University of
Edinburgh
Taxable
Scholarships/Stip
ends
(sharepoint.com)
Non-taxable
Scholarships/Stip
ends
(sharepoint.com)
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- record absences during planned hours
of work
- view your payslip
- raise service requests
- claim expenses linked to your
employment (see the Expenses policy for
further information)
subject to the University’s Finance
policies, specifically on Fraud and
Procurement. Finance Policies can
be found on the Finance website -
Finance - Policies and Procedures
Useful
Information for
Line Managers
and SDA’s
Students who have been offered
employment with the university (e.g. as a
Tutor or Demonstrator) will receive a
separate staff login, which must be used
for access to People and Money once
their position is confirmed. This is issued
by their local ISG contact in line with
normal University practice should be
confirmed by their line manager or the
local SDA.
Students employed by the University
should be reminded to use their staff
login to MyEd and not their student login,
otherwise People and Money single sign-
on will not work.
Any specific People and Money role
access required for an employee should
be requested by completing the People
and Money Access Request form.
PGR Student Requestors must have
a contingent worker record in
People and Money to set up
Procurement access. This should be
requested by submitting the
Contingent Worker Request Form.
(This form can also be used to
request a change to the contingent
worker record).
Once complete you will receive
confirmation by service request
that the access has been set up.
PGR Student Requestors should be
reminded to use their student
login to MyEd otherwise People
and Money single sign-on will not
work.
Student Requestors do not have an
employee record on People and
Money which means they don't
have a job, job level, position,
assignment, grade or absence plan
Casual Payments
Process
(sharepoint.com)
Student
employment in
the Information
Services Group |
The University of
Edinburgh
Taxable
Scholarships/Stip
ends
(sharepoint.com)
Non-taxable
Scholarships/Stip
ends
(sharepoint.com)
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and don't get an employee system
access role.
Who is
responsible for
payment
Payroll Services
n/a
Payroll Services
Payroll Services
Payroll Services
Accounts Payable
Payslip
Information
Access this via ‘Me> Pay’ in People and
Money
See the How to view your payslip guide
for further information.
n/a
Paper payslip
sent to home
address
Paper payslip
sent to home
address
Paper payslip
sent to home
address
Remittance
advice by email
Other Useful
Links
Your University Login | The University of Edinburgh
Logging in to MyEd | The University of Edinburgh
Student Expenses
Students should not claim expenses via People and Money unless they are related to their employment (e.g. tutor or demonstrator with a
guaranteed hours contract of employment).
Student Expenses in relation to studies
1. Students claiming expenses in relation to their studies (including Post Graduate Research) should complete the Student Expense Claim
Form available on the Finance Forms webpage (Under Accounts payable).
2. Student expense claims should be submitted to your school student support office.
3. Schools and Departments must check the claim, seek authorisation and add appropriate finance coding prior to submitting on behalf of
the student.
4. Completed forms should be submitted by the school/department to [email protected].
5. Please see further guidance on the Finance Hub, following the link at the bottom of the page to ‘Student Expense Claims’.
Student claiming expenses in relation to their employment
1. Students claiming expenses related to their employment should use People and Money to submit their claim.
2. Follow the guidance on the Finance Hub, following the link at the bottom of the page to ‘Claiming Staff Expenses Procedure Guide’.
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Appendix - Logging in to People and Money
1) Before you start, think about the reason why you need to access People and Money as explained above, then Log into MyEd with either
your Staff or Student credentials. You might need to log out of your student account in MyEd to access as an employee (or vice versa).
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Example Home Screen as an Employee (this may differ depending on the role you have)
Example Home Screen as a Post Graduate Student Requestor – (Navigate to Procurement)
