Employee Self Service (ESS) Quick Reference Guide ESS User

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1 Emplyee Self Service (ESS) Quick Reference Guide ESS User

2 Cntents Emplyee Self Service (ESS) User Quick Reference Guide 5 Intrductin t ESS 5 Getting Started 6 Prerequisites 6 Accunt Activatin 7 Hw t activate yu ESS User Accunt (Frms Authenticatin) 7 Hw t activate yu ESS User Accunt (Windws Authenticatin) 8 Lgin 9 Hw t Lgin (Frms Authenticatin) 9 Hw t Lgin (Windws Authenticatin) 9 Summary Screen 10 Navigatin Optins 10 Summary Sectin 11 Accessing Infrmatin and Submitting Requests 12 Persnal Details 12 Family Details 12 Payslips Payslips frm versin 7.2 nwards 13 Payslips prir t versin IRP5s 14 IRP5s prir t versin Leave 15 Apply fr Leave 15 Leave Calendar 16 Example - Typical ESS Leave Request Wrkflw 16 Leave in Prgress 16 Leave Calendar 17 Cpyright Sage VIP 2013

3 Leave Balances 18 Leave Reprt 18 Cancel Psted Leave 18 Overtime Menu 19 Apply fr Overtime 19 Adding an Overtime Item 19 Submitting a request 20 Saving a request 20 Updating a request 20 Deleting a request 20 Overtime Requests In Prgress Page 20 Emplyee Overtime Reprt 21 Criteria 21 Optins 21 View Reprt 21 Claims 21 Apply fr Claims 22 Adding a Claims Item 22 Submitting a request 22 Saving a request 22 Updating a request 23 Deleting a request 23 Claims Requests In Prgress Page 23 Emplyee Claims Reprt 23 Criteria 23 Optins 24 View Reprt 24 Dcument Attachments 25 Hw t Attach Dcuments 25 Cpyright Sage VIP 2013

4 Passwrds (Frms Authenticatin Only) 26 Frgtten Passwrd 26 Changing yur Passwrd 26 Management Tasks 27 Request Apprval 27 Leave Reprts 27 'Out f Office' Feature 28 Hw t Activate the Out f Office Feature 28 Cpyright Sage VIP 2013

5 Emplyee Self Service (ESS) User Quick Reference Guide The purpse f this quick reference guide is t prvide yu with basic tls and guidelines n hw t start using the ESS Applicatin fr the first time, hw t access infrmatin and hw t submit requests using ESS. This guide ffers a step by step explanatin f all aspects necessary fr the successful use f the ESS Applicatin. T dwnlad a PDF versin f this ESS User Quick Reference Guide, click here. Intrductin t ESS The Emplyee Self Service (ESS) Applicatin is a web based applicatin that gives yu access t infrmatin frm yur emplyee recrd in the payrll. Depending n the mdules that have been implemented by yur cmpany, yu will have access t sme r all f the fllwing infrmatin: Viewing and editing f persnal infrmatin such as: Persnal details Emergency cntact details Banking details Residential and pstal addresses Viewing, editing and adding details f family members Leave infrmatin Applying fr leave Viewing status f current leave requests Viewing leave balances Viewing a graphical leave calendar Viewing leave transactin histry Cancelling leave transactins Payslip infrmatin Viewing f current and histrical payslips Printing f payslips Exprting payslips PDF IRP5 infrmatin Claims Overtime Viewing f current and histrical IRP5s Printing f IRP5s Exprting IRP5s t PDF Submitting varius claims Viewing claim histry Submitting vertime Viewing vertime histry Perfrmance Reviews Cmpleting Perfrmance reviews fr yurself Cmpleting Perfrmance reviews fr clleagues Page 5 f 28

6 Getting Started This sectin describes the fllwing prcesses: Prerequisites necessary t successfully use ESS ESS Accunt activatin ESS Lgin prcess The ESS User Summary screen Prerequisites In rder t use Emplyee Self Service (ESS), yu will need the fllwing: Access t a PC with a recmmended screen reslutin f 1024 x 768 pixels. Access t the netwrk n which the ESS Applicatin is hsted. A mdern web brwser. Mst web brwsers are supprted at the current versins available. An accunt Yu will receive an accunt activatin t activate yur ESS user accunt Yu will receive ntificatins f request submissin and subsequent actins via Adbe Reader 8.0 r higher This is required in rder t view pay slips and IRP5s Page 6 f 28

7 Accunt Activatin Befre yu can use the ESS Applicatin, yu need t activate yur ESS User Accunt. As part f the rllut f the ESS Applicatin, yu will receive an activatin . Very Imprtant: D NOT frward this t anyne else, as it cntains a unique link t yur emplyee recrd in the payrll. The has an activatin link as well as details f the infrmatin that yu will be required t enter t cmplete the activatin prcess. Hw t activate yu ESS User Accunt (Frms Authenticatin) This sectin describes hw t activate yur ESS User Accunt if yur cmpany will be making use f separate username\passwrd credentials fr ESS that are nt linked t yur crprate user accunt. 1. Click n the link cntained in the This will pen yur default web brwser, take yu t the ESS web site and pen the Accunt Activatin windw. 3. Depending n the ptin selected by yur ESS administratr, the Username field may have ne f the fllwing prperties. Username field has a default username and is editable If the username field cntains a default username and is editable, i.e. has a white backgrund, then yu can either accept the default username (make a nte f this username) r change the username t ne that yu can easily remember. Username field is blank and is editable If the username field des nt cntain a username,enter yur preferred username. TIP: Use the same username that yu use fr ther crprate systems t make it easier t remember yur username. Username field has a default username and is nt editable If the username field cntains a default username and is nt editable, i.e. has a grey backgrund, then yu cannt change the username. Make a nte f the assigned username. 4. Enter yur preferred Passwrd. 5. Cnfirm yur Passwrd. 6. Cnfirm yur address is crrect. This is the address that ESS will use fr all relevant ESS Crrespndence. Changing this address will nt update any ther systems. 7. Click n the Activate Accunt buttn. Yu have nw activated yur ESS User Accunt and can nw use the Emplyee Self Service Applicatin. Page 7 f 28

8 Hw t activate yu ESS User Accunt (Windws Authenticatin) This sectin describes hw t activate yur ESS User Accunt if yur cmpany will be making use f Active Directry Authenticatin (Single Sign On) that is linked t yur crprate user prfile. 1. Click n the link cntained in the This will pen yur default web brwser, take yu t the ESS web site and pen the Accunt Activatin windw. Yu may be prmpted by yur web brwser fr yur username and passwrd. If s, enter yur crprate dmain\username and passwrd. 3. The Username field will display yur crprate username, as detected by the brwser. This cannt be changed. 4. Cnfirm yur address is crrect. This is the address that ESS will use fr all relevant ESS Crrespndence. Changing this address will nt update any ther systems. 5. Click n the Activate Accunt buttn. Yu have nw activated yur ESS User Accunt and can nw use the Emplyee Self Service Applicatin. Page 8 f 28

9 Lgin Once yu have activated yur ESS User Accunt, yu can begin using the ESS Applicatin. T access the ESS Applicatin, click n the link that was prvided in yur riginal activatin . TIP: Add the ESS web site t yur web brwser bkmarks r favurites. Hw t Lgin (Frms Authenticatin) When using Frms Authenticatin (i.e. username nt linked t crprate prfile) yu can use the Lgin links n the welcme page t lgin t the ESS Applicatin. There are three Lgin links: In the tp ribbn menu On the left side f the screen in the menu Lgin buttn in the centre f the page Click n ne f the Lgin links and the Lgin dialgue will pen. Enter yur Username and Passwrd and click n OK t lgin t the ESS applicatin. If the incrrect passwrd is entered five times, yur user accunt will be lcked and the ESS Administratr will need t unlck the accunt. Yu will then be taken t the Summary Screen. Hw t Lgin (Windws Authenticatin) When using Windws Authenticatin there is n need fr additinal lgin. Simply pen the ESS web site link (frm an , brwser bkmark r yur intranet). Yu may be prmpted by yur web brwser fr yur username and passwrd. If s, enter yur crprate dmain\username and passwrd. The ESS web site will pen and yu will be taken t the Summary Screen. Page 9 f 28

10 Summary Screen When yu have lgged int the ESS applicatin, yu will be directed t the Emplyee Summary Screen, which cnsists f 3 main sectins: Navigatin bar Menu Cntent Area (Summary Sectin) Navigatin Optins Yu have the ptin f either using the Menu (n the left-hand side f the web page) r the Navigatin Bar (abve the cntent area) t access the varius features f ESS. The available navigatin ptins will depend n the ESS features which yur payrll / HR department have activated. Page 10 f 28

11 Summary Sectin The Summary area cnsists f varius sectins: Perfrmance Reviews Requests in Prgress Payslips IRP5s Request Histry The Perfrmance Reviews sectin displays f list f Perfrmance Reviews that need t be cmpleted fr yurself and/r clleagues. The Requests in Prgress sectin displays a summary f all yur requests that are currently in prgress (i.e. that have been submitted but have nt been apprved by yur final apprver yet). The Payslips sectin displays a summary f all yur payslips (current and archived) that are available t be viewed. The IRP5s sectin displays a summary f all yur IRP5s (current and archived) that are available t be viewed. The Request Histry sectin displays a summary f all past requests that have been prcessed via the ESS Applicatin. Included in the ESS Applicatin is an electrnic help file. This file prvides detailed infrmatin abut everything yu need t knw abut using the applicatin. This file may be accessed frm the Summary Page: Click n Help, then click n User Help. Page 11 f 28

12 Accessing Infrmatin and Submitting Requests Persnal Details Yu can view yur persnal details as they are recrded in the payrll, by selecting the Persnal Detail ptin under the Emplyee sectin f the menu r navigatin bar. This will display the Persnal Details Screen. This screen is split int the fllwing sectins: Persnal Details Emergency Cntact Details Banking Details Reprting Address Residential Address (required by SARS in RSA) Pstal Address (required by the SARS in RSA) Other details Ensure that all f the relevant infrmatin has been cmpleted. Fields that have nt been cmplete r require updating can be updated and then submitted fr apprval and updating f the payrll. Once yu have cmpleted the necessary fields that need updating, click n the Submit Request buttn t submit the changes t wrkflw fr apprval. These types f requests are usually directed t yur HR r Payrll department fr apprval and subsequent updating f yur payrll recrd. Family Details Yu can add, view r edit details f family members as they are recrded in the payrll, by selecting the Family Detail ptin under the Emplyee sectin f the menu r navigatin bar. This feature allws fr the fllwing functinality: View details f family members that have been linked t yur emplyee recrd Edit details f existing family member recrds Delete existing family member recrds Add new family members The family member recrd allws fr the fllwing infrmatin t be captured: Relatinship Medical Aid dependency Full Name Date f Birth ID Number Cell phne number Wrk phne number Hme phne number address Address details Page 12 f 28

13 Payslips Cntact Pririty Details f fund beneficiary status Yu can view yur current and histrical payslips by selecting the Payslips ptin under the Emplyee sectin f the menu r navigatin bar. Histry payslips are nly stred frm the date that the ESS Applicatin was implemented. A list f available payslips will be displayed fr viewing and exprting purpses. The user will ntice that sme payslips have ptins t View and Exprt t PDF, whereas thers nly have an ptin t Exprt t PDF. This is because frm versin 7.2, payslips are generated as PDF dcuments within the Premier Payrll system (and passwrd prtected). As a result, these new "PDF" payslips can nly be exprted, and nt viewed within the brwser r Premier ESS system. All payslips n the Payslips page have an ptin t Exprt t PDF withut having t first view the payslip in the brwser. Payslips frm versin 7.2 nwards After exprting the payslip by clicking the Exprt t PDF buttn and then pening it, the user will be prmpted fr a passwrd. The user will have t enter their ID Number (r similar) as the passwrd t access the payslip. If the emplyee desn't have an ID Number in Premier Payrll their Passprt Number r Date f Birth can be used in rder f pririty. If Date f Birth needs t be prvided, it shuld fllw the date frmat specified in Premier Payrll (CCYYMMDD r DDMMCCYY). This is t ensure that the infrmatin cntained in the payslip is further prtected frm unauthrized access and viewing. This security des nt apply t payslips generated prir t versin 7.2 Payslips prir t versin 7.2 T view an individual payslip, click n the relevant View link. The selected payslip will be displayed n the screen. There is a menu bar just abve the payslip that allws fr the fllwing actins: Print current page Print all pages Page 13 f 28

14 Exprt t PDF Exprt t PDF and pen in a new windw IRP5s Yu can view yur current and histrical IRP5 tax certificates by selecting the IRP5s ptin under the Emplyee sectin f the menu r navigatin bar. Histry IRP5s are nly stred frm the date that the ESS Applicatin was implemented. A list f available IRP5s will be displayed fr viewing and exprting purpses. The user will ntice that sme IRP5s have ptins t View and Exprt t PDF, whereas thers nly have an ptin t Exprt t PDF. This is because frm versin 7.2, IRP5s are generated as PDF dcuments within the Premier Payrll system. As a result, these new "PDF" IRP5s can nly be exprted, and nt viewed within the brwser r Premier ESS system. All IRP5s n the IRP5s page have an ptin t Exprt t PDF withut having t first view the IRP5 in the brwser. IRP5s prir t versin 7.2 T view an individual IRP5, click n the relevant View link. The selected IRP5 will be displayed n the screen. There is a menu bar just abve the IRP5 that allws fr the fllwing actins: Print current page Print all pages Exprt t PDF Exprt t PDF and pen in a new windw IRP5s are the Incme Tax certificates issued t emplyee in the Republic f Suth Africa. Tax certificates fr ther cuntries are nt supprt in the ESS applicatin at this time. Page 14 f 28

15 Leave Frm the Leave menu, the fllwing ptins are available: Apply fr Leave Leave In Prgress Leave Balances Leave Calendar Leave Reprt Cancel Psted Leave Apply fr Leave T apply fr leave, select the Apply fr Leave ptin frm the menu. This will pen the Leave Request Screen. T cmplete a leave request, the fllwing fields need t be cmpleted: Leave Type Frm Date T Date Reasn Cmments (ptinal) Additinal fields may need t be cmpleted fr Sick Leave: Dctr's Name Practice Number Cnfirmatin f Sick nte (if required) The system will autmatically calculate the number f days requested based n the dates selected, and will exclude public hlidays and ther nn-wrking days as defined n the payrll. Shuld it be necessary, the Days Requested can be verwritten. E.g. when taking a half day f leave, this can be changed t a 0.5 Once all f the fields have been cmpleted click n the Submit Request buttn t submit the leave request t wrkflw. Yu will receive an cnfirming that the request has been submitted t wrkflw. As the request prgresses thrugh the wrkflw and is apprved r declined by the relevant apprver(s), ntificatins will be sent t yu and the relevant apprvers. The ESS Applicatin will reflect yur cmpanies leave plicy as it has been cnfigured in the Leave Management mdule. Page 15 f 28

16 Leave Calendar A leave calendar will be displayed just belw the leave request fields. The calendar will autmatically centre itself n the mnth crrespnding t the mnth f the Leave Start Date selected, and will display infrmatin fr tw mnths prir t that date as well as tw mnth after that date, giving detail fr a ttal f 5 mnths. The calendar will include the fllwing infrmatin: The emplyees nn-wrking days (usually weekends) Public Hlidays Apprved leave Leave requests still in wrkflw Example - Typical ESS Leave Request Wrkflw 1. Yu apply fr leave. 2. The leave apprver will be ntified f the leave request via The leave apprver may select t apprve r decline the request. 4. Once the apprver has apprved the request, it will be frwarded t the next level fr apprval. 5. Yu will receive a cnfirmatin after the leave request has been apprved by each leave apprver. 6. HR/Payrll is usually the final apprver in the prcess. 7. Once HR/Payrll has apprved the request, an will be frwarded t yu, detailing all leave and apprval infrmatin. 8. The Emplyee Leave Recrd in the Premier Payrll Applicatin will be updated accrdingly. Leave in Prgress Yu can view the status f any leave requests that are in prgress by clicking n the Leave in Prgress link n the menu. This will pen the Requests In Prgress page which will list all current requests. The fllwing infrmatin will be displayed fr each request: Leave Request Type Status Descriptin Parking Expiratin Apprver T view mre infrmatin regarding a particular request, click n the View link next t the relevant request. This will pen the Leave Request (In Prgress) page. This will display the infrmatin that was captured when the leave request was submitted. If the leave request has nt yet been apprved by any f the assigned apprvers, the request may be edited r cancelled. Page 16 f 28

17 Leave Calendar The Leave Calendar link pens the Leave Calendar reprt, which displays a graphical view f yur leave fr a 13 mnth perid centred n the current mnth. The calendar will include the fllwing infrmatin: The emplyees nn-wrking days (usually weekends) Public Hlidays Apprved leave Leave requests still in wrkflw A legend is prvided at the bttm f the screen that describes the varius clur cdes and leave type abbreviatins used n the calendar. The calendar can be exprted t the fllwing types f utput: CSV XLS PDF RTF The detail f each transactin displayed n the calendar can be viewed using ne f the fllwing methds: Hver the muse pinter ver ne f the highlighted fields t get detail f the request. Click n the Transactin Detail Tab abve the calendar t get detail f all the transactins displayed n the reprt. Page 17 f 28

18 Leave Balances Yu can view yur leave balances fr all leave types by clicking n the Leave Balances link n the menu. This will pen the Leave Balances Page. Details f each leave type are given, including the fllwing detail: Cycle Entitlement Leave Due at start f the current leave perid Leave entitlement fr the current perid Leave taken in the current perid Transactins pending apprval in wrkflw Transactin cancellatins pending apprval in wrkflw Ttal leave due Planned Leave There is als a link n each leave line t access the detail f all histrical transactins fr the particular leave type. This will display a list f transactins fr the particular leave type, with the detail f each transactin. Leave Reprt The Leave Reprt link pens the Leave reprt criteria screen. The fllwing criteria can be selected befre generating the reprt: Leave Type - The reprt can be generated fr specific leave types r fr all leave types. Frm Date and T Date - The date range fr which leave transactins must be included. Shw apprver cmments - When this ptin is selected, any cmments that were added t a transactin at the time f apprval will be included in the reprt. Once the relevant selectins have been made, the reprt can be viewed by clicking n the View Reprt buttn. There is als an ptin t the reprt directly t yurself by clicking n the Send Reprt by buttn. Cancel Psted Leave It is ccasinally necessary t cancel a leave transactin that has already been apprved and has updated yur leave recrd in the Payrll. T cancel a leave transactin, click n the Leave Menu heading, then click n the Cancel Psted Leave item. The Psted Leave Transactins page will pen, displaying a list f all leave transactins currently linked t yur leave recrd in the Payrll. This page can be filtered by a specific leave type if necessary. Find the relevant leave transactin that yu want t cancel and then click n the Cancel link. This will pen the Cancel Leave Request page, where a cancellatin cmment can be entered and the cancellatin request submitted t wrkflw. Page 18 f 28

19 Overtime Menu When the ESS Applicatin is licensed fr Overtime requests, the Overtime Menu ptin will display fr all ESS Users. The fllwing ptins are available n the menu fr emplyees: Apply fr Overtime Overtime in Prgress Saved Overtime Requests Cpy Overtime Request Overtime Reprt Apply fr Overtime T submit an Overtime Request, select the Apply fr Overtime ptin frm the Overtime menu. This will pen the Overtime Request page. There are three tabs n this screen: Overtime Request - This shws the summary f the current request. Request Status Inf - This displays a list f apprvers assigned t this request type fr the emplyee, as well as any actins that may have been perfrmed by these apprvers. Attachments - This tab allws emplyees and/r apprvers t attach dcuments t the request and t view r remve dcuments that have already been attached. Adding an Overtime Item T add an item t the Overtime Request, click n the "Add" buttn, which will pen the Add Overtime Item pp-up, where the relevant vertime detail can be captured. The bttm half f the Overtime Request screen displays a summary f vertime items that have been added t the current Overtime Request. The varius fields in this grid are: Field Name Edit Type Units Descriptin Units Requested Remve Item Descriptin Clicking n the Edit buttn will pen the Add Overtime Item pp-up which will allw the emplyee t edit the detail f the vertime item. This will display the vertime item descriptin. This will display the descriptin f the units that were supplied. e.g. Hurs This will display the actual units requested. This will remve the vertime item frm this vertime request. Page 19 f 28

20 Submitting a request Once the varius vertime items have been added t the Overtime Request and the ptinal fields have been cmpleted, then the Overtime Request can be submitted t wrkflw by clicking n the Submit Request buttn. Saving a request Emplyees can als capture data fr an vertime requests and then save this request fr future editing and subsequent submissin. When capturing an Overtime Request, there is nw a Save Request buttn n the screen in additin t the Submit Request buttn. If the emplyee clicks n the Save Request buttn, the request will be saved fr future editing and submissin. The request will nly be submitted t wrkflw fr apprval if the Submit Request buttn is clicked. After saving a request, the Summary Page f ESS will nw have a sectin shwing Saved Requests. Saved requests can later be edited further and submitted t wrkflw. See the Saved Requests tpic fr mre infrmatin. Updating a request If an existing request is being edited, the Submit Request buttn will be replaced by an Update Request buttn. Deleting a request An existing request can be deleted frm wrkflw by pening the request and then clicking n the Delete Request buttn. This will remve the request frm wrkflw. Overtime Requests In Prgress Page Yu can view the status f any Overtime requests that are in prgress by clicking n the Overtime in Prgress link n the menu. This will pen the Overtime Requests In Prgress page which will list all current requests. The fllwing infrmatin will be displayed fr each request: Overtime Request Type Status Descriptin Parking Expiratin Apprver T view mre infrmatin regarding a particular request, click n the View link next t the relevant request. This will pen the Overtime Request (In Prgress) page. This will display the infrmatin that was captured when the Overtime request was submitted. Page 20 f 28

21 If the Overtime request has nt yet been apprved by any f the assigned apprvers, the request may be edited. Overtime requests that have been apprver by ne r mre apprvers cannt be edited, hwever the request can be deleted using the Delete Request buttn. All relevant apprvers will receive an ntificatin that the request has been deleted. Emplyee Overtime Reprt The Overtime Reprt can be used by emplyees t generate a reprt fr their varius vertime requests. This reprt can nly be printed fr ne vertime type at a time. Begin by selecting the Overtime Type fr which yu want t generate a reprt, then click n the Shw Criteria buttn. Additinal reprt criteria relevant t the vertime type selected will then display. Criteria There are three criteria fields: Field Name Overtime Submitted Frm Overtime Submitted T Select Custm Fields Descriptin Use this date drp-dwn t specify the vertime submissin date range that shuld be included in the reprt. Use this date drp-dwn t specify the vertime submissin date range that shuld be included in the reprt. The reprt is limited t a maximum f 10 custm fields. Select the "All" tick bx t select all available fields. If there are mre than 10 custm fields, nly the first 10 will display n the reprt. If yu want t select specific fields, click n the drp dwn arrw, which will then display a list f available fields. Select the required fields and then click n the clse buttn. Optins There are three Optins fields that cntrl the gruping and srting f the infrmatin n the reprt. View Reprt Click n the View Reprt buttn t generate the reprt. The Overtime Reprt will display. There are varius exprt ptins available. Claims Frm the Claims menu the fllwing ptins are available: Apply fr Claims Claims in Prgress Claims Reprt Page 21 f 28

22 Apply fr Claims T submit an Claims Request, select the Apply fr Claims ptin frm the Claims menu. This will pen the Claims Request page. There are three tabs n this screen: Claims Request - This shws the summary f the current request. Request Status Inf - This displays a list f apprvers assigned t this request type fr the emplyee, as well as any actins that may have been perfrmed by these apprvers. Attachments - This tab allws emplyees and/r apprvers t attach dcuments t the request and t view r remve dcuments that have already been attached. Adding a Claims Item T add an item t the Claims Request, click n the "Add" buttn, which will pen the Add Claims Item pp-up, where the relevant claim detail can be captured. The bttm half f the Claims Request screen displays a summary f claim items that have been added t the current Claims Request. The varius fields in this grid are: Field Name Edit Type Units Descriptin Units Requested Remve Item Descriptin Clicking n the Edit buttn will pen the Add Claims Item pp-up which will allw the emplyee t edit the detail f the claim item. This will display the claim item descriptin. This will display the descriptin f the units that were supplied. e.g. Hurs This will display the actual units requested. This will remve the claim item frm this claim request. Submitting a request Once the varius claim items have been added t the Claims Request and the ptinal fields have been cmpleted, then the Claims Request can be submitted t wrkflw by clicking n the Submit Request buttn. Saving a request Emplyees can als capture data fr a claims requests and then save this request fr future editing and subsequent submissin. When capturing a Claims Request, there is nw a Save Request buttn n the screen in additin t the Submit Request buttn. If the emplyee clicks n the Save Request buttn, the request will be saved fr future editing and submissin. The request will nly be submitted t wrkflw fr apprval if the Submit Request buttn is clicked. After saving a request, the Summary Page f ESS will nw have a sectin shwing Saved Requests. Page 22 f 28

23 Saved requests can later be edited further and submitted t wrkflw. See the Saved Requests tpic fr mre infrmatin. Updating a request If an existing request is being edited, the Submit Request buttn will be replaced by an Update Request buttn. Deleting a request An existing request can be deleted frm wrkflw by pening the request and then clicking n the Delete Request buttn. This will remve the request frm wrkflw. Claims Requests In Prgress Page Yu can view the status f any Claims requests that are in prgress by clicking n the Claims in Prgress link n the menu. This will pen the Claims Requests In Prgress page which will list all current requests. The fllwing infrmatin will be displayed fr each request: Claims Request Type Status Descriptin Parking Expiratin Apprver T view mre infrmatin regarding a particular request, click n the View link next t the relevant request. This will pen the Claims Request (In Prgress) page. This will display the infrmatin that was captured when the Claims request was submitted. If the Claims request has nt yet been apprved by any f the assigned apprvers, the request may be edited. Claims requests that have been apprver by ne r mre apprvers cannt be edited, hwever the request can be deleted using the Delete Request buttn. All relevant apprvers will receive an ntificatin that the request has been deleted. Emplyee Claims Reprt The Claims Reprt can be used by emplyees t generate a reprt fr their varius claims. This reprt can nly be printed fr ne claim item at a time. Begin by selecting the Claim Type fr which yu want t generate a reprt, then click n the Shw Criteria buttn. Additinal reprt criteria relevant t the claim type selected will then display. Criteria There are three criteria fields: Field Name Claims Submitted Frm Claims Submitted T Descriptin Use this date drp-dwn t specify the claim submissin date range that shuld be included in the reprt. Use this date drp-dwn t specify the claim submissin date range that shuld be included in the reprt. Page 23 f 28

24 Select Custm Fields The reprt is limited t a maximum f 10 custm fields. Select the "All" tick bx t select all available fields. If there are mre than 10 custm fields, nly the first 10 will display n the reprt. If yu want t select specific fields, click n the drp dwn arrw, which will then display a list f available fields. Select the required fields and then click n the clse buttn. Optins There are three Optins fields that cntrl the gruping and srting f the infrmatin n the reprt. View Reprt Click n the view reprt buttn t generate the reprt. Page 24 f 28

25 Dcument Attachments Dcuments may be attached when requests are submitted n ESS. Dcuments are attached frm the Attachments Tab n the request submissin screen. Hw t Attach Dcuments 1. Cmplete the request details n the Request Tab. 2. Click n the Attachments Tab. 3. Click n Brwse in the Add Attachments sectin. Take nte f the maximum file size and allwed file types, as indicated n the screen. 4. Lcate the file and click n Open. 5. Type additinal infrmatin in the Cmments field, if required. 6. Click n Uplad File. 7. The file will be displayed in the bttm sectin f this screen. There is n limit n the number f files that may be attached. 8. Click n Submit Request buttn n the Request Tab. Attachments will nly be saved t the ESS database nce the request has been submitted. Page 25 f 28

26 Passwrds (Frms Authenticatin Only) When Frms Authenticatin is being used with the ESS Applicatin, each user has a unique username and passwrd cmbinatin t access the ESS Applicatin. Frm time t time yu may frget yur passwrd r wish t change yur passwrd, this can be dne using the steps utlined belw. Frgtten Passwrd If yu have frgtten yur passwrd, yu can request a passwrd reset, by clicking n the Frgt Passwrd link n the menu. This will pen the Frgt Yur Passwrd page. Enter yur username and address (as held in the ESS database). The system will validate that the username and address matches the infrmatin held in the ESS database. If these validate, then a new system generated passwrd will be autmatically ed t the user. After lgging in using the new passwrd, yu may be prmpted t change the passwrd t ne that is easier t remember. Changing yur Passwrd Shuld yu wish t change yur passwrd r need t change the system generated passwrd after resetting yur passwrd, this can be dne after lgging int the applicatin. Click n the Change Passwrd link n the menu, which will pen the Change ESS Passwrd page. Yu will be prmpted fr yur current passwrd, yur new passwrd and a cnfirmatin f yur new passwrd. Yu can then click n the Change Passwrd buttn t change yur passwrd. Yu will then receive a cnfirmatin that the passwrd has been successfully changed. Page 26 f 28

27 Management Tasks This sectin utlines the functinality available t managers and apprvers. Apprves will have access t all the functinality f a nrmal emplyee as well as additinal functinality such as: Apprval f requests Leave reprts Nminated Apprvers The apprvers have an additinal sectin n their summary screen, which is the Inbx. This will prvide a list f requests that require apprval. Request Apprval When a request has been submitted, the apprver will receive an advising them that they have an item t apprve. The apprver will then be able t click n the link at the bttm f the , which will pen the ESS website and the apprver can lgin as nrmal. Once the apprver has lgged int the ESS Applicatin, they can select the apprpriate link under their Inbx, which will pen the Apprvers Inbx Items list. The apprver can then select the apprpriate request by clicking n the View link, which will pen the detail f the request. The apprver can then apprve the request by clicking n the Apprve Request buttn. It is als pssible t Decline a request, Park a request t be apprved at a future date r t re-assign a request t anther apprver. Leave Reprts All apprvers have access t varius leave reprts, namely: Leave Balances Reprt This will prvide the apprver with a detailed f emplyees leave balances fr selected leave types. Leave Transactins Reprt This will prvide the apprver with a detailed list f leave transactins fr a selected date range. Manager Leave Calendar Reprt This will prvide the apprver with graphical view f all leave transactins fr a 31 day perid frm thee date selected. The apprver has varius selectin, gruping and srting ptins fr the reprts. The utput f the reprts can be exprted t cmmn frmats such as PDF, Excel r CSV fr archiving r further manipulatin. Page 27 f 28

28 'Out f Office' Feature When an apprver ges n leave, he/she may activate the Out f Office feature. This feature allws fr the fllwing: The apprver can specify the Frm and T dates when he/she will be n leave. The apprver can select a Nminated Apprver t apprve requests n his/her behalf fr the time ut f the ffice. Hw t Activate the Out f Office Feature 1. On the ESS Summary Page, click n the arrw next t the Hme ptin in the Navigatin Bar. 2. Click n the My Settings link. 3. The My Settings Screen will be displayed. 4. Click n the dwn-arrw f the Out f Office Frm Cmb bx. Use the calendar and select the required date. Click n the dwn-arrw f the Out f Office T Cmb bx. Use the calendar and select the required date. 5. In the Nminated Apprvers sectin, select the applicable apprver(s). 6. When yu click n the buttn, yu will be able t send the nminated apprver(s) an t ntify him/her. Click n Send. 7. Click n Update. Page 28 f 28

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