Help with self-service (IBC)

Remember to keep up to date with your workflow in IBC and set up substitutes in case you’re away.

How to access Employee Self Service (ESS) from your own device

For everyone in schools who don’t use the IBC portal (for HR, purchasing and managing school finance) they will use Employee Self Service on their own phone, tablet or laptop to log in to check their payslips and personal information (personal email address for example). Registering for ESS is done using this link: https://accounts.hants.gov.uk/

Casual employees

IMPORTANT: casual employees aren’t eligible for IBC portal access, but they do need to use ESS (Employee Self Service) to see their payslips. 

To register for ESS, casual employees must have a personal email recorded in the IBC, but that can’t be added by the school through self-service. For new casual employees, to add in the email address you should use webchat (during working hours) or raise an IBC enquiry to request the email be added. The IBC team will then add it in, so registration can proceed..

Once the IBC team has added a casual employee's email, they should use this link to  register: https://accounts.hants.gov.uk/

Accessing IBC portal (headteachers and school office)

When accessing IBC self-service, you will see an option list and everyone working in a school must choose ‘Other devices’ from the list of options.

Where to find help

  • Step 1: look at the online guidance in IBC. and search for whatever it is you’re looking for (booking leave, recruiting a new member of staff, updating your team structure etc.). Use the search bar to find the guidance you need.
  • Step 2: contact the customer support team – use webchat, online enquiry form or request a call back from an adviser.
  • Step 3: help given by the support team – with a dedicated case manager handling your enquiry through to completion
  • There are over 250 online guidance pages to support your self-service journey.
  • Guidance pages include videos and images to help you.
  • Webchat is available hundreds of guidance pages, if you click on the ‘need help chat now’ icon you will get through to a specialist advisor.

If you can’t find what you need, search for ‘Contact shared services’, which takes you to the page with more information in IBC.

Use webchat

If you have an issue that you are struggling to solve using self-service and online guidance, you can reach out to Customer Support through webchat in less than 20 seconds.

You can access webchat via the IBC guidance pages.

If you use webchat from the guidance pages (on the pages where it’s available) you get through to an expert in that area.

So, if you’re looking at the online guidance about managing and new starter and you can’t find the answer to your question, click on the orange icon at the bottom right of the screen ‘need help chat now’ to get through to an expert adviser who can help you with your question about leave.

Webchat is available 8.30am to 5pm, five days a week. 

Your information in the IBC - personal email address and tax forms (P60) 

  • Verify your personal email address

All employees should add and verify personal email addresses in IBC ‘My Information’ to help keep your details safe and makes sure important information gets to you quickly when needed.

Verifying an email simply confirms that it’s really your address. This gives a secure and reliable way for the IBC to contact you now and if needed after you leave.

With cyber‑crime and identity theft on the rise, having a verified contact method helps protect your personal information and ensures it’s only ever sent to the right place. A verified email also means more information can be safely shared in future.

Taking a couple of minutes to verify it now means you’re set up for any important communications later on.

Please take a moment to add and then verify your personal email; it’s quick and easy to do.

  1. Go to My Information 
  2. Select ‘Edit personal details’ (top left-hand corner of the screen)
  3. Add a personal (non‑work) email address
  4. Click ‘Verify email’
  5. Check your personal email inbox (and junk folder) for a four digit code
  6. Enter the code to complete verification
  7. Look for the green ‘Email verified’ message.

It is important all employees do this.

  • P60 forms 

Check all the details are correct

Employee’s P60 forms are available in the IBC, providing information about the tax you’ve paid on your salary in the tax year.  

It’s important everyone checks all the details are correct and you can find your P60 in Employee Self Services (IBC) in ‘My Documents’. For more information about your documents in IBC self-service, visit the online help and guidance pages.

P60s are only available online. Paper copies are not issued.    

What’s a P60 for? 

Your P60 is your proof of income. A copy is often requested when applying for Universal Credit. Your P60 is also important if you are required to complete a self-assessment for tax purposes.   

‘My Tax' in IBC

Use My Tax in the IBC to view your tax code history, including any new code issued by HMRC for the current tax year 2025/26.

How can I check HM Revenue & Customs have the correct information?  

You can now check your details online with a Personal Tax Account.  

To register visit www.gov.uk/personal-tax-account.

For line managers: If any members of your team are on maternity leave or on long term sickness leave, please inform them their P60 is available online through Employee Self Service. 

Contact the IBC if you have a question about ‘My Documents’, ‘My Tax’ or any other query about IBC self-service.

Useful contacts

What support do I need? Where do I go?
How to complete an HR or finance transaction in IBC self-service https://extra.hants.gov.uk/employee and use the search bar to in the IBC portal to find what you’re looking for.
Disclosure and Barring Service (DBS) search for 'DBS' in the IBC portal
Advertising jobs Use Tribepad
Professional HR Support
Help desk		 Education People Services (EPS)
Professional Finance Support
Help desk		 Education Finance Services (EFS)
Contact your finance support adviser

Employees needing extra/upgraded access to the system

If you need upgraded access levels ask your head teacher/manager to request access via the IBC access request form.

They should search for ‘IBC Portal Access’ in the IBC portal, read the guidance then follow the link (on the guidance page) to: ‘IBC Security Access Form’.

If you have any issues or queries about IBC self-service, which can’t be resolved by contacting IBC, you can get in touch with the School Improvement Team in Oxfordshire County Council: SchoolImprovementTeam@Oxfordshire.gov.uk

The team will be able to pass on your query to the relevant person in Oxfordshire or in Shared Services (IBC).

Headteachers

IBC access for new head teachers:

  1. Business manager/administrator requests portal access (level A) for their head teacher using ‘Request IBC portal access’ option in IBC
  2. At the same time head teachers needs to register with Employee Self Service SS Lite (this can be done at home or in the school). Their personnel number will be given to them by their business manager/administrator
  3. Business manager/administrator will get the personnel number from Hampshire via an IBC communication
  4. Any problems with getting/finding the personnel number, the business manager/administrator should contact the IBC.

Here are some useful questions for head teachers to ask when talking to administrators/finance officers/business managers about HR and finance activities in your school.

HR

  • Can we prepare a timeline for the recruitment process, so I know what you need and when?
  • How long do all the recruitment checks take so we can build this into the timeframe?
  • What information do you need from me to add a new member of staff to our payroll? (Schools could devise their own starter form so the head teacher can give this to the business manager (or other member of staff) with documents, so it all stays together).
  • What are your deadlines for making changes to payroll each month?
  • When do you need me to inform you of any changes?
  • We need to decide who is going to monitor temporary contracts, so we know when we need to manage the ending of these.
  • When I receive a resignation letter what information do you need to be able to end the contract for payroll etc.?

Finance

  • We need to be clear about the governor-approved Internal Financial procedures and make sure they are being followed.
  • I should have a budget monitoring report each month and we need to discuss the variances to budget. (It’s important this includes underspend as well as overspend variances. The finance officer should be able to explain what has changed since the last report).
  • I need to sign off the monthly payroll reconciliation and discuss all variations to budget.
  • We need to discuss affordability before committing to expenditure. This includes pay grades of staff in the process of be appointed.
  • We need to have regular discussions about future plans and the effect on the budget, particularly long-term sustainability. This will include all updates on pupil numbers and staff changes. (Headteachers should be able to discuss all potential staff changes with the finance officer in confidence).
  • Have you got enough time and undisturbed space to do all the work above? Working from home to produce reports and do reconciliations can be more effective.
  • Don’t forget that officers need to find time to attend the twice-a-year finance briefings.