UCC Employee Self Service User Guide

Transcription

1 University College Cork UCC Employee Self Service User Guide Version 1.6 Version Changed By Date of Change Reason for Change 1.0 MODONOVAN 23/11/2012 Core Portal Pilot Group launch 1.1 SPOWER 13/03/2013 Core Portal launch 1.2 SPOWER 01/11/2013 Annual leave policy and Core Portal update 1.3 SPOWER 19/01/2015 Payslip Rollout Update 1.4 SPOWER 02/02/2015 Browser Update 1.5 MODONOVAN 12/10/2015 Core upgrade 1.6 SPOWER 25/08/2017 Support changes

2 Contents How to Access UCC Employee Self Service (ESS)... 1 How to Log In to UCC Employee Self Service (ESS)... 2 UCC Employee Dashboard & Navigating Options... 5 View My Payslips... 6 How to Reset your UCC Employee Self Service (ESS) Password... 7 How to Access UCC Employee Self Service (ESS) Remotely... 8 My Profile (Personnel)... 9 What information is available in My Profile How to Access My Profile Employee Detail Next of Kin Contacts Dependents Bank Detail My Time Self Service How to Access My Time Self Service Employee Dashboard My Time Calendar by week My 12 month Roster (Calendar) My Balances My Balances Detail My Balances Detail continued Support... 25

3 How to Access UCC Employee Self Service (ESS) 1. Type the following URL into a web browser 2. This brings you to the main UCC Employee Self Service (ESS) webpage 3. Click on ESS Login This will open the Core Portal ESS@UCC login page Staff can securely access ESS using any browser. 1 P age

4 How to Log In to UCC Employee Self Service (ESS) 4. Enter your Staff Number in the log in box provided 5. Then click on the link Password Reset as highlighted above to receive a password for ESS (this step is only required for the first log in or for password reset). Please note you must be on the UCC Local Area Network (LAN) to generate a new password. 6. The following message appears : 7. Enter your staff number in the Staff Number field 8. Enter your Date of Birth 9. Click Reset Password 2 P age

5 10. An will automatically be sent to your UCC account asking you to click on a link in the to change your password 11. The will appear in your UCC Inbox from noreply@ucc.ie as below 12. Open the and click on the first link below in the to activate your new ESS password Click on the link to activate your ESS password 13. The screen below opens 14. Enter your PPS no. 15. Enter your chosen password and confirm this password 16. Click Set Password 3 P age

6 17. The following screen appears 18. The UCC ESS Employee Dashboard opens The dashboard opens on the Payment tab with widgets for My Payslip, Tax Detail, P60, Bank a/c details & Important Dates 4 P age

7 Dashboards UCC Employee Dashboard & Navigating Options Payment Allows access to pay related details Employee Dashboard This shows the payment details and is the home page that appears on log in. Use this menu to navigate back to the home page at any time. My Profile Allows access to personnel details i.e. Next of Kin,Contacts, Dependants My Time Allows view access to leave details Employee Name (Jane Doe) Important Dates Pay Day Date of your next Pay Day Time Off Your next Annual Leave date booked. My Payslips Shows the latest payslip information My Profile allows access to personnel details Change Password - allows you to update your password at any time. Currently, you cannot reset your password remotely. Account Security allows you to view recent account activity 5 P age Log Out Use to Log out of current session

8 View My Payslips The pay details on the My Payslips widget is hidden for security reasons 1. To view the Net pay click on Display Pay Summary 2. You will be asked to enter the password which you used to log into ESS 3. Click confirm to view payslip details For further information on the Payment tab and its contents please refer to the ESS payroll user guide. 6 P age

9 How to Reset your UCC Employee Self Service (ESS) Password 1. On the ESS home page click on the menu with your name icon in the upper right hand corner and select Change Password from the dropdown list. 2. You will be prompted to enter your old password, new password and then confirm your new password and then Click Change Password Your Password must have a minimum length of 8 characters and include at least 1 numeric value. Please note - it is currently not possible to reset your password remotely. You must be on the UCC Local Area Network (LAN) to generate a new password. 3. The following message will then appear. 7 P age

10 How to Access UCC Employee Self Service (ESS) Remotely You can access ESS outside UCC once you have completed your initial login on campus (on the UCC Network). Please note - it is currently not possible to reset your password remotely. What do I need to access the service externally? In order to avail of this service outside of UCC you will require the following: An account on CENTRAL. address. For further information on CENTRAL accounts or mailboxes please contact helpdesk@ucc.ie or visithttp:// How do I access this service? 1. Open any standard browser and go to the ESS home page 2. Click on menu Remote access to ESS 3. The following screen will appear: 4. Enter address as your login name e.g. j.blogs@ucc.ie 5. Enter your CENTRAL account password 6. Select Login 7. You will then be presented with a link Employee Self Service (ESS). From this point on staff will use their normal ESS username and password.. 8 P age

11 My Profile (Personnel) 9 P age

12 What information is available in My Profile My Profile (Employee Detail) gives access to the following Next of Kin - View & Update details Contacts View & Update details o My Address Details - personal address View & Update details Dependent Detail - View & Update details Bank Detail View only How to Access My Profile Click on the My Profile option from the menu with your name Click on the My Profile button from the Employee Dashboard OR 10 P age

13 Employee Detail Next of Kin a. This allows you to view and also update information held re Next of Kin b. Click into any of the text boxes and change the details c. Click Save to apply the changes d. To change the Default Address for Next of Kin click the Edit Address button to the right of the address as below e. Update details as necessary and Click Save 11 P age

14 Contacts a. My Contact Details - holds contact phone numbers b. These can be updated by clicking on the Edit button to the right of the particular number c. Choose Click to edit contact details d. The following screen appears e. Make any necessary changes and choose Save 12 P age

15 f. My Address Details - holds personal address g. This can be updated by clicking on the Edit Address button to the right of the address h. Make any necessary changes and choose Save 13 P age

16 Dependents a. This gives access to view & update existing dependent details and also Add New dependent details b. Click the View/Edit button to the right of the screen to view or edit individual details c. The following screen appears d. Click into any field and update as needed e. Click Save f. Click Close 14 P age

17 a. Click Add New to add dependent details b. Fill in the fields as appropriate and Choose Save 15 P age

18 Bank Detail - a. This is view only and shows your payroll bank account details b. Please contact payrollqueries@ucc.ie if you have questions on your Bank Account info 16 P age

19 My Time Self Service 17 P age

20 How to Access My Time Self Service Click on the My Time tab from the Employee Dashboard as shown below Click on the My Profile button on the Employee Dashboard and then choose Time Management from the bottom left OR 18 P age

21 Employee Dashboard My Time The following information is available to view Calendar by week My 12 month Roster (Calendar) My Balances Calendar by week This shows the calendar by week with a rest day on Saturdays and Sundays The time which appears on each working day is a standard system setup and cannot be changed to reflect an individuals working hours Scroll through the calendar by week using the arrow keys a. Click on the filter button as highlighted and choose a start date to view by week b. Click on apply 19 P age

22 My 12 month Roster (Calendar) c. Click on the icon as highlighted to configure the 12 month roster you would like to view d. The following screen appears e. We recommend that you leave the settings that are ticked by default but you can choose what year to view and also from what month as highlighted above f. Click on Submit 20 P age

23 g. The calendar below returns from September 2015 to August 2016 h. You can view absences taken, booked, company and public holidays on this calendar i. Use the scroll bar to the right to view the full 12 months j. The color legend at the top of the calendar explains the content in the calendar i.e. Absence taken, Absence booked etc. k. Click x on the top right of the calendar to exit My Balances My Balances widget shows your leave balances for each Annual balance activated 21 P age

24 My Balances Detail a. Click on the magnifying glass on the My Balances widget to view summary information on your leave balances b. You will be able to see information on the following Balances: Annual Leave [Current] your current balance for the current annual leave year Annual Leave [Historic- To Be Verified] your annual leave balance prior to 1 July 2013 to be verified by your Head of Department. Once verified it will then be setup as a new balance called Verified Annual Leave prior to 01 JUL2013. Verified Annual Leave prior to 01 JUL2013 this balance is setup once verified by your Head of Department. This balance must be used by 31 Dec This leave will be setup and recorded on HRIS by HR only. For further information on UCC Annual Leave Policy and Historic Annual Leave approval and usage forms please see the HR Website 22 P age

25 Booked includes the number of days booked at a future date Allowance annual leave balance entitlement for the period Balance includes the number of days left on your annual leave balance excluding booked days Carried days carried forward from the previous annual leave period. Any days left on your balance prior to 01 July 2013 appear on the balance Annual Leave (historic to be verified). A new balance called Verified Annual Leave prior to 01 JUL 2013 will be setup once the days are verified by your Head of Department. This balance must be used by 31 Dec 2016 and will be recorded on HRIS by HR only. Taken includes the number of days taken during the current annual leave year so far As per policy - possible carryover of annual leave is a maximum of 10 days (pro rata for part time staff) with the prior written approval of the Head/Manager, to be taken in the first 6 months of the subsequent leave year. Any leave carried forward in this manner and not taken by the end of the 6 months will be forfeited. 23 P age

26 My Balances Detail continued My Balance detail also provides a detail transaction history on each Leave Balance by clicking on any of the balances listed at the top of the screen. These are transactions which would affect the balance e.g. FTE adjustment, service history or days taken 24 P age

27 Support To log a ticket with ESS Support click on the following link choose the ess@ucc option submit your query/issue 25 P age