USER MANUAL EMPLOYEE SELF SERVICE (ESS) E-CLAIM

Transcription

1 LEMBAGA PEMBIAYAAN PERUMAHAN SEKTOR AWAM (LPPSA) Kompleks Kementerian Kewangan No. 9, Persiaran Perdana, Presint 2 Pusat Pentadbiran Kerajaan Persekutuan Putrajaya Tel: Faks: Pusat Panggilan: USER MANUAL EMPLOYEE SELF SERVICE (ESS) E-CLAIM

2 Employee Self Service Login to ESS Portal 1. Go to Key in your username and password. 2. Click Sign In Page 2 of 14

3 Claim Home Page Menu button 1. At the Home Page, click on the Menu button. 2. There are four (4) types of claim type, namely, - Medical Claim - Travel Claim - Entertainment Claim - Others Claim (Air Travel Expense, Dental, Device Purchase, Miscellaneous, Professional Membership, Public Land Transport/ Ship Expenses, Recreational Club Membership, Returning Home Travel Benefit, Stationary) 3. Click on claim type as above. Page 3 of 14

4 Application Form i. Medical Claim Form 1. Above screenshot is the request form for Medical Claim 2. Key in all the necessary fields (Note: Fields with asterisk (*) are COMPULSORY fields) 3. Click Submit to submit the request form to the superior listed in claim setup. 4. After submission, system should prompt a Process completed successfully message, and the submission, form should appear at the superior s My workflow page, under Approval. 5. If prompted message shows otherwise, immediately contact your administrator/hr for support. Page 4 of 14

5 Application Form ii. Travel Claim Form Page 5 of 14

6 1. Above screenshot is the request form for Travel claim 2. Key in all the necessary fields (NOTE: Fields with asterisk(*) are COMPULSORY fields) 3. Click on Add to add a new line of claim item submission. (as shown in second screenhot) 4. To delete the extra lines,tick on the unwanted rows and click Delete (as shown in third screenshot) Page 6 of 14

7 Attach Button 5. To proceed with claim submission, staff need to fill in the following: i. Key in date of transaction ii. Claim Type iii. Under Tax Type, select 0% Input-Zero Rated Purchase iv. Key in Receipt No., Mileage (KM) and claim amount for Petrol, Toll, Parking, Transport, Others (Hotel, Subsistence Allowance) v. To attach an attachment, click on the Attach button at top right of the form 6. Click Submit to submit the request form to the superior listed in claim setup. 7. After submission, system should prompt a Process completed successfully message, and the submission form should appear at the My Workflow page, under Pending. 8. If prompted message shows otherwise, immediately contact your administrator/hr for support Notes: For Others Claim (Air Travel, Dental, Device Purchase, Miscellaneous, Professional Membership, Public Land Transport/ Ship Expenses, Recreational Club Membership, Stationary), please follow as per travel claim step (Step 1 8) Page 7 of 14

8 Application Form iii. Entertainment Claim Form Attach Button 1. Above screenshot is the request form Entertainment Claim. 2. Key in all the necessary fields (NOTE: Fields with asterisk(*) are COMPULSORY fields) 3. To proceed with claim submission, staff need to fill in the following: i. Key in date of transaction ii. Under Tax Type, select 0% Input-Zero Rated Purchase iii. Key in Receipt No., Entertainment Type, Project iv. To add Attendees, click on the defaulted 0 value v. To attach an attachment, click on the Attach button at top right of the form 4. Click on Add to add a new line of claim item submission. 5. To delete the extra lines, tick on the unwanted rows and click Delete. Page 8 of 14

9 6. A box as shown above should appear 7. Click on Add to add new lines for attendees. 8. To delete extra lines, tick on the unwanted rows and click Delete 9. For Attendee Type which are Internal, Company Name is defaulted and cannot be changed. 10.Under Employee No., key in employee number or name, a list or specific suggestion should appear, click on it to confirm on your choice. 11. Attendee Name and Designation will be defaulted after selection of Employee No. 12.For Attendee Type which are External, all fields will need to be manually keyed in except Employee No. which greyed out. 13. Key in Remarks whenever necessary. 14.Click Save on the top right corner of the box to save. Page 9 of 14

10 How to Check My Claim Balance 1. Click on the Available balance word on each form to view your claim s budget and balance accordingly. 2. The Claim Entitlement is separated into two section; Budget and Balance 3. Both are further broken down into whether the budget is bind by Yearly, monthly or Daily. Page 10 of 14

11 Save as Draft 1. To save a draft of your submission (for example, to continue keying in another time), click on Save Draft located on top right 2. At your form now, you can see the number of drafts you have saved, click on the button. Page 11 of 14

12 3. A box will pop up listing all the drafts available. Click on the Request ID to enter your draft. 4. To delete a draft, enter the draft by clicking on the Request ID and then click on Delete Draft located at top right of the form. Page 12 of 14

13 Claim Approval by Superior and Head of Department (HOD) Menu Button 1. Go to Menu button -> My Workflow 2. At My Workflow page, click on the Request ID. That you which to approve 3. To change all status of claims to Approved, click on the (A) Approve button. 4. To change all status of claims to Rejected, click on the (R) Reject button. 5. The status can be changed manually as well under the Status column. 6. Click Submit to approve or reject. If all rows of claims are rejected, the application will be routed back to the applicant. Otherwise, it will be routed to the applicant s superior. 7. After submission, system should prompt a Process completed successfully message. 8. Repeat step 1 to step 7 for other claim form & second Level Approval. Page 13 of 14

14 Note: 1. The process period of the claims to be approved by Head of Department (HOD) is from 6 th of the previous month to 5 th of the current month. 2. All approved claims submitted by relevant parties before or on 5 th of each month shall be paid in the current month salary. Claims submitted after 6 th of the month shall be paid in the following month salary. Page 14 of 14