Online Claims System (OLCS)

The Department of Education Online Claims system (OLCS) is used by recognised primary, secondary, community and comprehensive schools to record all absences for school staff.

Absences are categorised as a substitutable or non-substitutable absence and the OLCS will be used to:

• input claims for the substitute employed
• input claims based on an allocation of part-time hours to schools to be drawn down as required

An OLCS quick reference manual is available on the OLCS home page under the help heading. Further information is included here.

Each payroll issue runs on a fortnightly schedule. All absences and substitution claims must be entered and approved by 5.30pm each Friday to ensure payment on the next pay issue. Payment dates around end of year may vary. These earlier payment dates will be displayed under Payroll Information on the LANDING page of OLCS.

Late recording of absences and claims will affect payment in the following cases.

For absent staff members:

• possible impact on Department of Social Protection benefits such as illness and maternity leave benefit as relevant
• possible overpayment where the absence is pay affecting as these leaves types need to transfer in to the Department which is an overnight process

For substitutes:

• delayed payment for the substitute as the claim for substitution cannot be input without recording the absence for the staff member first.

Each school must have adequate personnel with OLCS access to record and approve leave and claims. There are four user roles on OLCS. Schools may have more than one Data Entry Person and must have more than one Data Approver.

OLCS User IDs are unique to an individual and not a school. Each user's ID is for their sole use.

Where an OLCS user either resigns, retires, transfers to another school or is a new OLCS approver it is essential that the OLCS Section of the department is notified immediately.

Requests for Data Approver set up and/or deactivation or transfer requests must be submitted to the OLCS Section of the Department of Education, by emailing the completed Approver Change Request Form to onlineclaims@education.gov.ie. The form is available on the OLCS Landing Page under ‘Download Documents’

Information on OLCS user roles is included below:

Each OLCS user will be assigned a unique User ID, the details of which must be kept secure at all times and not disclosed to anyone. OLCS users must not request their computer to remember their security details.

Further information on Security requirements are outlined in the Operational Guidelines and in the Quick Reference Manual for OLCS.

Circular 0024/2013 Operational Guidelines for Boards of Management and Staff designated to operate the On Line Claims System in Recognised Primary and Post Primary Schools

Recording an email address on the Esinet Portal

1. Login to Esinet and under Maintain My Details select Update Login Details. Enter email address if not previously recorded or update the current email address.

2. Click save.

This email address will be used to issue a new password, therefore, it must not be a shared email address. Where possible, a school e-mail address that only you have access to should be used.

Requesting a new password

When a school user has made 3 or more incorrect attempts at login, their account is automatically locked and a new password must be created.

To reset your password:

1. Complete the personal details screen.

2. Click save to initiate the resetting of your account. Then click ok.

3. The login page will then display.

4. An email with a new password will issue to the registered email address within a few minutes.

5. Retrieve your new password from the email account.

6. Return to the Esinet login page. Enter the User ID, the new password and the personal question.

7. Click on login. The change password screen is displayed.

8. Enter the password received in the email as the old password.

9. Create a new password (it must consist of a combination of alpha and numeric characters and must be a minimum of at least 8 characters with at least one numeric) and confirm by retyping.

10. Click change password.

If the personal details of the school user do not match those recorded at the time of self-registration, the user’s account is locked after three incorrect attempts and the department must be contacted to reset their account.

Email to Approvers

When a data entry person requests a change of password using the automated email address a separate email will automatically generate to the approver informing the Data Approver that the Data Entry Person in the school has received a change of password.

If this is in order no further action is required on behalf of the Data Approver. If this is not in order the Data Approver should contact the Department at the email address onlineclaims@education.gov.ie

The OLCS has the facility to generate a number of reports which are useful to both the OLCS User and the school staff member. Further information on these reports can be obtained from the OLCS Quick Reference Manual on page 21 and 22.

Online Claims System (OLCS) technical support contact form

Related

Payroll Services