Terms of use

The Hub is an internal OnTime Group system. It processes real payroll for real people and posts real entries to the accounting system — what you do here has consequences outside it. These terms describe how it is meant to be used.

They govern use of the software. They are not your employment contract and do not replace any company policy; where the two differ, ask the Finance Department.

Access

• Accounts are for one named person. Do not share your password or sign in on someone else's behalf. Every action is recorded against the account that performed it, so a shared account makes the record a lie.
• An administrator creates your account and sends a one-time link for you to set your own password. Nobody at the Hub, including administrators, can see it.
• Access is granted by role and narrowed by scope. If you can reach something you do not believe you should, report it rather than using it.
• If you think your password or your phone is compromised, change the password immediately from the profile menu and tell an administrator. Changing it signs out every other device.

Using it properly

• Financially significant actions need two people. The preparer and the approver must be different. Do not arrange to have your own work approved by an account you control.
• Approve what you have actually checked. An approval is a statement that you looked, and it is recorded with your name against it.
• Do not attempt to bypass validation, idempotency or scope restrictions. They prevent double-posting and mis-posting, not paperwork.
• Payroll is confidential. Salary figures, bank details and personal records seen here are not to be discussed, exported or forwarded outside the people who need them for the work.
• Use the assistant for questions about the system and your own work. Do not paste credentials into it.

Devices

• The mobile app carries approvals and notifications. Keep the handset locked and the app's own protection switched on.
• Report a lost or stolen device to an administrator at once so its sessions and notifications can be cut off.

Monitoring

Financially significant actions are logged with the account that performed them, the record affected, the time and the originating IP address. The trail exists to evidence financial control, and it is reviewed when a figure is questioned. It is not a productivity monitor.

If something looks wrong

Tell the Finance Department — a figure that looks wrong usually is, and the earlier a posting is questioned the cheaper it is to correct. Do not attempt to fix data by working around a refusal the system gave you; the refusal is generally the system doing its job.

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