Employee self service (ESS)

Transcription

1 FOCUS ON FURNITURE PTY LTD OPERATING PROCEDURE REFERENCE NUMBER: OPR07 Title: Employee Self Service (ESS) Date Issued: May 2017 Employee self service (ESS) Part A of this procedure sets out instructions on how to submit leave requests, view current leave requests, and change your personal details. Part B of this procedure sets out instructions for Leave Approvers (Managers) on how to view leave requests, accept or reject leave requests, and manage these leave requests. Part A Employees 1. Log into the ESS System on Click the Login link at the top right of your screen. i. Your username will be your first and last name with a space in between, and capital letters for the start of each word. For example: User name: John Smith ii. If it is your first time logging in, your password by default will be your tax file number. After your first log in, it will then prompt you to create your own password. If you are having trouble logging in please contact the Payroll Officer. 2. Hover over the Leave tab and click My Leave

2 3. Here you will see all your current leave requests. It will show you the type of leave, the status (whether it is approved or rejected), the dates, hours, and the reason for leave. 4. If you want to submit a new leave request, click New 5. Fill in the details for your leave, including the type of leave, the dates, and the reason for leave. It will automatically calculate the days and hours from the dates selected. It will show you a balance of available annual leave hours at the bottom.

3 6. If you are submitting Sick/personal leave, please attach your medical certificate in the Documents tab. Make sure to fill in the General section first, and add any documents at the end. Click the Browse button and upload the file, then click Request. 7. If you have made a mistake, or you wish to cancel your leave request at any time, you can click Cancel next to the leave request to remove it.

4 8. Once you have submitted a leave request, the Approver for the leave will receive a notification via . You can check your leave request at any time and the Leave Status will show you whether it has been approved or rejected. If it is showing Requested it means the Approver has not actioned the request yet. 9. When a leave request is finalised (it has been approved or rejected), you can click Archive next to the leave request to remove it from the current leave section and move it to the Archived section. 10. You can view all of your Archived leave in My Archived Leave

5 11. Under the Employee tab, you can view your payslips, pay summaries, superannuation summary, and banking history. You can also update your personal details including updating your home address. If you have moved house, ensure to update your details in ESS to keep your employee information accurate and up to date. Payslips will no longer be ed every pay cycle, they will just be available for download from your ESS Portal. MORE INFORMATION If you need more information or guidance on using the ESS system, please contact the Payroll Officer at Head Office on (03)

6 Part B Leave Approvers (Managers) 1. When you receive a notification via that a leave request has been submitted, log into your ESS Portal at 2. Under the Leave tab, hover over Manage Leave and click Requests. 3. It will display all your leave requests, showing the employee, type of leave, leave status, the dates and the reason.

7 4. To process a leave request, click the Process link next to the employee s name. 5. Here you can preview the employee s leave balances at the bottom. The tabs at the top show if they have attached any documents, their leave request history, and you can also view a leave calendar which shows if there are any conflicting leave dates, meaning two employees on leave at the same time.

8 6. Once you have made a decision on whether to accept or reject the leave request, leave an Approver s Note in the blank field and click the relevant button (accept, reject, cancel). Cancel will take you out of the leave request and back to the main menu. 7. When the leave request has been actioned, it will disappear from the grid. Only pending leave requests appear.

9 8. You can view your leave calendar by going to Leave, Manage Leave, Leave View. 9. From here you can see all the employees you currently approve leave for in the left column, and the calendar will show any leave that has been approved so you can manage and keep track of leave.

10 MORE INFORMATION If you need more information or guidance on using the ESS system, please contact the Payroll Officer at Head Office on (03)