ESS Approver Training Leave Management

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1 ESS Approver Training Leave Management

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3 Table of Contents 1. LEAVE MANAGEMENT EXAMPLE OF AN ESS LEAVE REQUEST WORKFLOW LEAVE REQUEST NOTIFICATION INBOX VIEWING THE DETAIL OF A LEAVE REQUEST Leave Request Tab Request Status Info Tab Attachments Tab APPROVING, DECLINING AND PARKING LEAVE REQUESTS Approving a Leave Request Declining a Leave Request Parking a Leave Request REASSIGNING A LEAVE REQUEST ESCALATION IMPERSONATING ANOTHER USER STEPS TO FOLLOW WHEN IMPERSONATING ANOTHER USER ACTIVATING OUT OF OFFICE REPORTS MANAGER LEAVE CALENDAR LEAVE BALANCE REPORT LEAVE TRANSACTION REPORT... 22

4 ESS Approver Training - Leave Management - Purpose The purpose of this section is to explain the process of approving leave and generating leave reports using Employee Self Service. Prerequisites Computyping skills Computer literacy Course Outline After completing this training, you will be able to: View and approve a leave request. Decline a leave request. Park a leave request. Reassign a leave request. Impersonate users with limited access to ESS. Activate Out of Office and nominate another approver to approve leave requests on your behalf when you are not available to deal with requests. View the Manager Leave Calendar. View the Leave Balance Report. View the Leave Transaction Report.

5 ESS Approver Training Leave Management 1 1. LEAVE MANAGEMENT The Employee Self Service (ESS) Leave module allows the leave manager to manage his/her own leave effectively as well as perform certain managerial functions such as approving leave and generating leave reports. ESS allows leave managers to: View and approve leave requests. Decline leave requests. Park leave requests. Reassign leave requests. Impersonate users with limited access to ESS. Activate Out of Office and nominate other approvers to approve leave requests on their behalf when they are not available to deal with requests. View leave reports. Leave managers will receive notification s for certain actions taken on ESS: when a leave request is submitted by an employee; when the leave manager actions a request, for example, approves, declines, parks or reassigns a request; and when a leave transaction is posted to the payroll (usually, only the final approver will receive an notification). 2. EXAMPLE OF AN ESS LEAVE REQUEST WORKFLOW Below is an example of how a leave request progresses through the workflow: An employee submits a leave request. The employee is notified of the submission via . The leave approver is notified of the leave request via and instructed to action the request. The leave approver approves, declines, reassigns or parks the leave request. The employee and approver is notified of the action via . The leave request is forwarded to the next level once it is approved, for example, HR. HR is usually the final approver in the process. Once the final approver has approved the leave request, the employee and the relevant approver are notified via and the leave transaction is posted to the payroll.

6 ESS Approver Training Leave Management 2 3. LEAVE REQUEST NOTIFICATION When an employee applies for leave, the leave manager is notified of the leave request via and instructed to action the request. The will provide the leave manager with the details of the request and will prompt the leave manager to click on a link in the body of the to access the Premier ESS System. Example of a notification Click on the link in the body of the to access Premier ESS. When you click on the link provided in the notification , the Premier ESS Login screen will display: Click on.

7 ESS Approver Training Leave Management 3 Enter your username and password to access Premier ESS: The Summary screen will display where your Inbox will indicate that there are leave requests pending your approval. Only leave managers responsible for approving leave will have an Inbox: Click on the link created on the Summary screen to view or action the leave requests.

8 ESS Approver Training Leave Management 4 4. INBOX When Premier ESS is accessed, the Summary screen will display where your Inbox will indicate that there are leave requests pending your approval. Only leave managers responsible for approving leave will have an Inbox on Premier ESS. To access your Inbox: Click on View Inbox on the Home menu Or Click on the link created under Inbox on the Summary screen Click on the link created on the Summary screen to view or action the leave requests pending your approval. The leave request inbox items will be listed on the screen:

9 ESS Approver Training Leave Management VIEWING THE DETAIL OF A LEAVE REQUEST To view the detail of a particular leave request, access your Inbox and click on View next to the relevant request: The detail of the leave request will display: Three tabs are available: Leave Request; Request Status Info; and Attachments. It is advisable to view the information on all three tabs before actioning (approving, declining or parking) the request.

10 ESS Approver Training Leave Management LEAVE REQUEST TAB The detail of the leave request can be viewed on the Leave Request tab. The and buttons are also available on this tab. A button will be available if a leave request has been submitted 30 days or more prior to the leave transaction start date REQUEST STATUS INFO TAB The actions that have taken place so far as well as the remaining approvers in the workflow can be viewed on the Request Status Info tab ATTACHMENTS TAB Any documents attached to the leave request can be viewed on the Attachments tab. If the employee forgot to attach a leave note, the leave approver can attach the document on the employee s behalf or request that the employee attaches the document him-/herself before the approver approves the request. As soon as a leave request is approved by the first approver, the employee will no longer be able to attach the leave note him-/herself and the next leave approver can then attach the document on the employee s behalf.

11 ESS Approver Training Leave Management 7 Click on the file to open and view it. The attached file will open in a new window: To action the leave request (approve, decline or park), you must return to the Leave Request tab.

12 ESS Approver Training Leave Management APPROVING, DECLINING AND PARKING LEAVE REQUESTS To action the leave request (approve, decline or park), you must return to the Leave Request tab and click on the applicable button. Action buttons: Click on the applicable button to action the request. Button Description Click on this button to approve the request. Should you want to enter a comment, you must enter it in the Approver Comments box before you click on the button. Click on this button to decline the request. As soon as you click on the button, you will be required to enter a reason for declining the request in the Decline Reason box. This reason will reflect on the employee s notification .

13 ESS Approver Training Leave Management 9 Button Description Click on this button to park the leave request. You may park a leave request if, for example, the employee submitted a leave request for a date in the distant future and you do not yet have all the information needed to approve the request. This button will only be available if a leave request has been submitted 30 days or more prior to the leave transaction start date. You must either approve or decline the request by the time the parking expiration date is reached. The default parking expiration date is 30 days before the leave transaction start date, but may be adjusted according to your company s requirements APPROVING A LEAVE REQUEST To approve a leave request: Click on View Inbox on the Home menu to access your Inbox Click on View next to the relevant leave request to view the detail of the request Enter an Approver Comment, if necessary Click on the button 2. Click on the Attachments tab to view documents that have been attached to the request. 1. Check the detail of the request as well as the leave balances. 3. Enter a comment if necessary. 4. Click on. When you approve a leave request, the request will be moved to the next approver s Inbox, or, if you are the final approver, the request will be posted to the payroll.

14 ESS Approver Training Leave Management DECLINING A LEAVE REQUEST To decline a leave request: Click on View Inbox on the Home menu to access your Inbox Click on View next to the relevant leave request to view the detail Click on the button Enter a Decline Reason Click on the button 2. Click on the Attachments tab to view documents that have been attached to the request. 1. Check the detail of the request as well as leave balances. 3. Click on. When you decline a leave request, you are required to enter a reason for declining the request in the Decline Reason box: 4. Enter a reason for declining the request. 5. Click on again. When you decline a leave request, the request will no longer be in the workflow. The reason for declining the request will reflect on the employee s notification .

15 ESS Approver Training Leave Management PARKING A LEAVE REQUEST To park a leave request: Click on View Inbox on the Home menu to access your Inbox Click on View next to the relevant leave request to view the detail of the request Enter an Approver Comment, if necessary Click on the button 2. Click on the Attachments tab to view documents that have been attached to the request. 1. Check the detail of the request as well as leave balances. 3. Enter a comment if necessary. 4. Click on. The leave request inbox items will display. The Workflow Status column will indicate that the request has been PARKED and a parking expiration date will display in the Parking Expiration column. The default parking expiration date is 30 days before the leave transaction start date, but may be adjusted according to your company s requirements. You must either approve or decline the request by the time the parking expiration date is reached. If you have not actioned the request by the time the parking expiration date is reached, you will receive a notification instructing you to action the request. The parked leave request will remain in your Inbox until you action the request.

16 ESS Approver Training Leave Management REASSIGNING A LEAVE REQUEST A leave request can be reassigned to another approver. To reassign a leave request: Click on View Inbox on the Home menu to access your Inbox The leave request inbox items will be listed on the screen. Click on Reassign Request next to the relevant request: Click on Reassign Request next to the relevant request. Select another approver either from the list of users or from the approver groups and enter a comment: Select an approver from the list of users or the list of approver groups and enter a comment. Click on. The reassigned leave request will remain in your Inbox and it will also display in the new approver s Inbox. Even though you have reassigned the request, you may still approve the request.

17 ESS Approver Training Leave Management ESCALATION If a leave approver has not actioned a leave request after a specified period of time has elapsed, the leave request will escalate to the next approver or to an escalation approver if an escalation approver has been defined. This means that the leave request will automatically be moved to the next approver s Inbox or escalation approver s Inbox for approval. If the escalation approver is on the same approver level, the escalated leave request will remain in your Inbox and it will also display in the escalation approver s Inbox. Even though the request has escalated, you may still approve the request. Example of an you will receive when a request has escalated to you:

18 ESS Approver Training Leave Management IMPERSONATING ANOTHER USER Managers may need to impersonate other users who do not have access to a computer, or do not have access to their own addresses. The ESS Administrator has to define which managers will impersonate which users. A manager may impersonate multiple users, but a user may only be impersonated by a single manager. 6.1 STEPS TO FOLLOW WHEN IMPERSONATING ANOTHER USER Access your own profile on ESS: Enter your own login details. A drop-down menu will be available to the left of your name where you can select which user to impersonate: Click on the down-arrow and select the user you want to impersonate. The information displaying on the screen will now be that of the user you are impersonating: This message will indicate who you are impersonating.

19 ESS Approver Training Leave Management 15 Apply for leave on behalf of the user you are impersonating by clicking on Apply For Leave on the Leave menu: Complete the Leave Request screen, attach a leave note if applicable (on the Attachments tab) and submit the request: 2. Click on the Attachments tab and attach any relevant documents. 1. Enter the detail of the leave request. 3. Click on. Return to your own profile by selecting your details from the drop-down menu, or select another user to impersonate:

20 ESS Approver Training Leave Management ACTIVATING OUT OF OFFICE An Out of Office function is available on ESS which allows you to activate Out of Office and nominate another approver to approve leave requests on your behalf when you are not available to deal with requests. To activate Out of Office: Click on My Settings on the Home menu Select an Out of Office From date 1 Select an Out of Office To date 2 Select a Nominated Approver 3 Select to notify nominated approvers via 4 Click on Click on. Example of a notification that will be sent to the nominated approver: Leave requests submitted during the period you are out of the office will display in your Inbox and also in the nominated approver s Inbox. Even though you have nominated another approver, you may still approve the requests.

21 ESS Approver Training Leave Management REPORTS 8.1 MANAGER LEAVE CALENDAR The Manager Leave Calendar shows a graphical view of selected users leave for a period of one month. The calendar will include the following information: non-working days (usually weekends); public holidays; pending leave (leave requests still in the workflow); pending leave cancellation (cancellation of posted leave requests still in the workflow); approved leave (leave that have been posted to the payroll); and overlapping leave. The various colour codes and leave type abbreviations used on the calendar are described at the bottom of the screen. The Manager Leave Calendar can be exported in the following formats: Csv; Xls; Pdf; and Rtf. To view the Manager Leave Calendar: Click on Manager Leave Calendar Report on the Reports menu Select the report criteria and then click on : Select the report criteria. Click on.

22 ESS Approver Training Leave Management 18 The following report criteria can be selected: Groups: The calendar can be generated for specific groups or all groups set up on ESS. Leave Type: The calendar can be generated for specific leave types or all leave types. Start Date: The calendar start date must be selected. One month s information as from the start date selected in this field will display on the calendar. User Filter: You can select from the following filter options: o Ignore Terminated Employees And Deactivated Users; o Show Terminated Employees Only; o Show Deactivated Users Only; and o Show All. Employees: You can select which employees to include on the calendar. You can select to Include employees with no leave transactions. You can select to Include my own leave transactions. The Manager Leave Calendar will display when you click on. Example of a Manager Leave Calendar: The detail of each transaction displayed on the calendar can be viewed using one of the following methods: hover the mouse pointer over one of the highlighted fields; or click on the Transactions Detail tab above the calendar to view the detail of all the transactions displayed on the calendar. The status, IN PREMIER PAYROLL, means the leave transaction has been posted to the payroll.

23 ESS Approver Training Leave Management LEAVE BALANCE REPORT The Leave Balance Report can be printed to view leave balances per leave type per individual. To view the Leave Balance Report: Click on Leave Balance Report on the Reports menu Select the report criteria: The following report criteria can be selected: Groups: The report can be generated for specific groups or all groups set up on ESS. Leave Type: The report can be generated for specific leave types or all leave types. Leave Line: The report can be generated for specific leave lines or all leave lines. User Filter: You can select from the following filter options: o Ignore Terminated Employees And Deactivated Users; o Show Terminated Employees Only; o Show Deactivated Users Only; and o Show All. Employees: You can select which employees to include in the report. You can further select to group and sort information in the report. You have the option to view the report on screen ( ) or to send the report by to your address ( ). The report will be ed in pdf format.

24 ESS Approver Training Leave Management 20 Example of a Leave Balance Report viewed on screen: When you select to view the report, you will have the option to print the report and to export the report in the following formats: Pdf; Xls; Rtf; Mht; Text; and Image. Use these buttons to search, print and export report information.

25 ESS Approver Training Leave Management 21 The following buttons are available: Button Description Use this button to search for specific words or phrases in the report. Click on this button to print the report. Click on this button to print the current page. Click on this button to export and save the report. Click on this button to export the report and show it in a new window. Click on this button to close the report.

26 ESS Approver Training Leave Management LEAVE TRANSACTION REPORT The Leave Transaction Report can be printed to view leave transactions per leave type per individual. To view the Leave Transaction Report: Click on Leave Transaction Report on the Reports menu Select the report criteria: The following report criteria can be selected: Groups: The report can be generated for specific groups or all groups set up on ESS. Leave Type: The report can be generated for specific leave types or all leave types. Leave Line: The report can be generated for specific leave lines or all leave lines. User Filter: You can select from the following filter options: o Ignore Terminated Employees And Deactivated Users; o Show Terminated Employees Only; o Show Deactivated Users Only; and o Show All. Employees: You can select which employees to include in the report. From Date: The date from which leave transactions must be included.

27 ESS Approver Training Leave Management 23 To Date: The date up until which leave transactions must be included. Show approver comments: Select this option to show any comments added to the transaction at the time of approval. You can further select to group and sort information in the report. You have the option to view the report on screen ( ) or to send the report by to your address ( ). The report will be ed in pdf format. Example of a Leave Transaction Report viewed on screen: When you select to view the report, you will have the option to print the report and to export the report in the following formats: Pdf; Xls; Rtf; Mht; Text; and Image. Use these buttons to search, print and export report information.

28 ESS Approver Training Leave Management 24 The following buttons are available: Button Description Use this button to search for specific words or phrases in the report. Click on this button to print the report. Click on this button to print the current page. Click on this button to export and save the report. Click on this button to export the report and show it in a new window. Click on this button to close the report.