e-leave System-User Manual

Transcription

1 e-leave System-User Manual Employee Self Service (ESS) Empowers Staff and Head of Departments to selfmanage leave information. e-leave is a leave management system where staff can apply for leave via online. will be sent to notify the manager who will then approve the leave upon receiving the notification via . Staff will be able to view their current leave entitlement, leave balance and notification of leave approval from their manager. Human Resources Nilai University 13 Aug 2014

2 Table of Contents Page (1) Features of e-leave...3 (2) How to Start...4 (3) Change Password...5 (4) e-leave Main Page...7 Staff Features (5) Steps to Apply Leave... 8 (6) Steps to Cancel Leave Application...11 Manager Features (7) Steps to Approve / Reject Leave (8) Steps to Approve / Reject Cancelled Leave...16 (9) Frequently Asked Questions...19 (10) Conclusion...19 e-leave Module 2 P a g e Nilai University

3 (1) FEATURES OF e-leave How it works (i) (ii) (iii) (iv) Staff login to check balance and apply leave Manager is notified on leave application via Manager login to approve or reject leave application Applicant is notified on leave application status. There will be an notification to keep staff & manager informed on every leave application status. (1) Staff Features Login password security Change password Apply Leave (with an option to attach scanned medical certs/other supporting documents depending on the type of leave applied). Cancel Leave View leave history in calendar view View leave entitlement, leave approving manager and company holidays. (2) Manager Features Approve or reject sub-ordinate s leave application. View leave approve/reject/ transaction history Multi-level leaves approval e-leave Module 3 P a g e Nilai University

4 (2) HOW TO START a) To login to the e-leave System: Open Internet Explorer and enter the URL: b) To enter to the Login Page: Username : Staff ID number (numeric only) Password : 1234 (default password) Period : Login to different period Click Login to enter e-leave. e-leave Module 4 P a g e Nilai University

5 (3) CHANGE PASSWORD After login, please change your default password. Click Change Password Your internet explorer may block the pop-ups when clicking on the Change Password. Right click your mouse and choose Always allow Pop-ups from this site e-leave Module 5 P a g e Nilai University

6 You will see the screenshot below: Old Password: Enter the default password. New Password: Enter new password. Confirm Password: Enter new password again for confirmation. Click Apply button to save the changes. e-leave Module 6 P a g e Nilai University

7 (4) e-leave MAIN PAGE e-leave main page will display the following: Status of leave applications: Green Yellow Red Leave is approved. Leave is pending status. Leave is rejected. Staff is able to view their own leave records and public holidays. Managers are able to view the entire department leave records and public holidays. Click the particular leave record which is highlighted with colour to view the selected leave details. Click e-leave - back to main page. e-leave Module 7 P a g e Nilai University

8 STAFF FEATURES (5) APPLY LEAVE Step 1: Click Apply Leave Step 2: Choose the Leave Type Step 3: Key in Start date of leave application and number of days to be applied. e-leave Module 8 P a g e Nilai University

9 End date will be generated automatically by the system. If you need to apply for half day leave, key in 0.5. Reason is compulsory Key in the number of days to be applied Step 4: This step is required, only if attachments are necessary. Attachments are required for verification for the following types of leave. Attachments should be in PDF or JPEG format and the size is not more than 5MB. Leave Type Annual Leave (academic staff only) Replacement Leave Compassionate Leave Hospitalisation leave Marriage Leave Maternity Leave Medical Leave No Pay Leave (Others) Paternity Leave Prolong Illness Leave* Vacation Leave (academic staff only) Required Attachments/Action Schedule for Replacement Classes and Time Table Apply manually with relevant document (if applicable) Death Certificate Letter from the Registered Medical Practitioner Marriage Certificate or Wedding Card Letter from the Registered Medical Practitioner Letter from the Registered Medical Practitioner *Refer to HR Department Birth Certificate of the Child *Refer to HR Department Schedule for Replacement Classes and Time Table Step 5: Click Save, to save the leave (leave is not submitted). Click Apply, if you wish to apply the leave. e-leave Module 9 P a g e Nilai University

10 Once the leave is approved, you will receive the following notification. From: eleave Sent: Thursday, July 31, :53 PM To: Sharmilah Sengayan Subject: Approved Leave Template Dear SHARMILAH A/P SENGAYAN Your leave has been approved as follows: Applicant ID: 1210 Applicant Name: SHARMILAH A/P SENGAYAN Leave Type: ANNUAL LEAVE Start Date: 08/08/2014 End Date: 08/08/2014 Total Days: 1.00 Remark: Going back to hometown Approval Remark: Reference: Nilai U E-Leave Leave Balance Information: Current Leave Entitlement : YTD Entitlement :17.00 YTD Taken :8.00 Current Leave Balance :9.00 If the leave is rejected, you will receive the following notification. From: eleave Sent: Wednesday, July 23, :02 PM To: Sharmilah Sengayan Subject: Rejected Leave Template Dear SHARMILAH A/P SENGAYAN The following leave(s) has been rejected: Applicant ID: 1210 Applicant Name: SHARMILAH A/P SENGAYAN Leave: ANNUAL LEAVE Start Date: 04/08/2014 End Date: 04/08/2014 Days: 1.00 Remark: Personal. Approval Remark: Reference: Leave Balance Information: Current Leave Entitlement : YTD Entitlement :17.00 YTD Taken :8.00 Current Leave Balance :9.00 e-leave Module 10 P a g e Nilai University

11 STAFF FEATURES (6) CANCEL LEAVE APPLICATION If the staff wishes to cancel the leave applied/approved: Step 1: Click Calendar Step 2: Click the leave to be cancelled. e-leave Module 11 P a g e Nilai University

12 Click cancel leave The application to cancel the leave will be routed to the manager for approval. Step 3: Click Cancel Leave e-leave Module 12 P a g e Nilai University

13 Once the application to cancel the leave is approved, staff will receive the following notification and that particular leave will be deleted from your calendar. From: eleave Sent: Thursday, July 31, :07 PM To: Manwinder Kaur Subject: Approved Cancel Leave Template Dear SHARMILAH A/P SENGAYAN Your request for the following leave(s) cancellation has been approved: Applicant ID: 1210 Applicant Name: SHARMILAH A/P SENGAYAN Leave: ANNUAL LEAVE Start Date: 08/08/2014 End Date: 08/08/2014 Days: 1.00 Remark: Postponing my trip to hometown. Approval Remark: Reference: Nilai U E-Leave Leave Balance Information: Current Leave Entitlement : YTD Entitlement :17.00 YTD Taken :7.00 Current Leave Balance :10.00 If the application to cancel the leave is rejected, staff will receive the following notification and that particular leave will remain in your calendar. From: eleave Sent: Thursday, July 31, :40 PM To: Sharmilah Sengayan Subject: Rejected Cancel Leave Template Dear SHARMILAH A/P SENGAYAN The following leave cancellation has been rejected: Applicant ID: 1210 Applicant Name: SHARMILAH A/P SENGAYAN Leave: ANNUAL LEAVE Start Date: 08/08/2014 End Date: 08/08/2014 Days: 1.00 Remark: Postponing my trip to hometown. Reference: Nilai U E-Leave Leave Balance Information: Current Leave Entitlement : YTD Entitlement :17.00 YTD Taken :8.00 Current Leave Balance :9.00 e-leave Module 13 P a g e Nilai University

14 MANAGER FEATURES (7) APPROVE / REJECT LEAVE Once the staff submits the leave application, the Manager will receive the following notification: From: eleave Sent: Thursday, July 31, :28 PM To: Manwinder Kaur Subject: Submit Leave Template Dear Manager, Your staff has applied for the following leave(s) which requires your approval. Applicant ID: 1210 Applicant Name: SHARMILAH A/P SENGAYAN Leave: ANNUAL LEAVE Start Date: 08/08/2014 End Date: 08/08/2014 Days: 1.00 Reason for leave: Going back to hometown. Reference: Nilai U E-Leave Leave Balance Information: Current Leave Entitlement : YTD Entitlement :17.00 YTD Taken :7.00 Current Leave Balance :10.00 Click Nilai U E-Leave button to login into the system. Go to Leave Approval Listing. You would be able to view the leave details of your staff. Click this ( action ) button Click Approve or Reject button. e-leave Module 14 P a g e Nilai University

15 Click Approve / Reject button to approve / reject the leave. Staff will get an notification whether the leave is approved or rejected. (Refer page 10) e-leave Module 15 P a g e Nilai University

16 MANAGER FEATURES (8) APPROVE / REJECT CANCELLED LEAVE Once the staff submits the application to cancel leave, the Manager will receive the following notification: From: eleave Sent: Thursday, July 31, :11 PM To: Manwinder Kaur Subject: Cancel Leave Template Dear Manager Your staff has applied to cancel for the following leave(s) which requires your approval: Applicant ID: 1210 Applicant Name: SHARMILAH A/P SENGAYAN Leave: ANNUAL LEAVE Start Date: 08/08/2014 End Date: 08/08/2014 Days: 1.00 Remark: Going back to hometown. Reference: Nilai U E-Leave Leave Balance Information: Current Leave Entitlement : YTD Entitlement :17.00 YTD Taken :8.00 Current Leave Balance :9.00 Go to Leave Approval Listing. You would be able to view the leave details of your staff. Click this ( action ) button e-leave Module 16 P a g e Nilai University

17 Click Approve / Reject button The Manager will receive a copy of the notification regarding the approval of the leave cancellation. From: eleave Sent: Thursday, July 31, :07 PM To: Manwinder Kaur Subject: Approved Cancel Leave Template Dear SHARMILAH A/P SENGAYAN Your request for the following leave(s) cancellation has been approved: Applicant ID: 1210 Applicant Name: SHARMILAH A/P SENGAYAN Leave: ANNUAL LEAVE Start Date: 08/08/2014 End Date: 08/08/2014 Days: 1.00 Remark: Postponing trip to hometown. Approval Remark: Reference: Nilai U E-Leave Leave Balance Information: Current Leave Entitlement: YTD Entitlement: YTD Taken: 7.00 Current Leave Balance: e-leave Module 17 P a g e Nilai University

18 Once the leave cancellation has been approved by the Manager, the cancelled leave will be displayed in the cancelled column. e-leave Module 18 P a g e Nilai University

19 (9) FREQUENTLY ASKED QUESTIONS (a) (b) (c) (d) (e) Can I apply for leave outside of the University? Currently, leave can only be applied within the University. How will I know whether my leave has been approved or rejected? An notification will be send to you upon approval by your Manager. How do I apply unpaid leave? You have to apply it manually and submit the approved leave form to the Human Resource Department in order to avoid duplication of leave applied. How do I apply for other leaves? Please refer to page 9 of this Manual. There is a list of leaves and action required for the type of leaves applied. My Manager is on long leave. How do I get the leave approved since it is only done within the University? You have to apply it manually and obtain the approval from the designated manager and submit the approved leave form to Human Resource Department. (10) CONCLUSION Generally, this manual is a guide for leave application. Nilai University reserves the right to change the e-leave Manual or any components thereof, at its discretion at any time, with or without notice. Staff needs to refer to the Public Folder for the latest information. The e-leave Manual can be obtained from the Public Folder in the HR folder under sub folder e-leave Manual. For further enquiries, please contact the Human Resource Department. e-leave Module 19 P a g e Nilai University