Table of Contents. Access this document and other HRIS information at Page 1

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1 Table of Contents 1. Introduction General What is a Secret Question and Answer Set up Secret Question and Answer General Questions Home Portal Mail Inbox Pay Advices & Pay Summary Personal Emergency Contacts Qualifications and Licences General Skills Leave Portal Entering Hours Predict Leave Managers applying for leave on behalf of their staff Deleting and Reversing Leave General Leave Questions Pay Portal Pay Advices & Pay Summary Primary Bank Account Other Bank Deposits (BSPLIT) Ongoing Deductions Page 1

2 Self Service Frequently Asked Questions 1. Introduction NB - Titles across the top of the page such as: Home, Personal, Leave etc are known as PORTALS. Titles running down the left hand side of the page such as: Mail Inbox, Mail Sent, Pay Advices & Pay Summary etc, is known as GRIDS. As per screen shot below:- PORTALS GRIDS What do the following symbols mean? - Search - (e.g. to search for a BSB number) - Tools (Not to be used) - Help - (this is a generic Help delivered by Aurion within the Self Service module. Not all contents in this Help are actively used in the Archdiocese). - Print Option - Minimises the detail box Page 2

3 2. General 2.1 What is a Secret Question and Answer Q. What does the Secret Question and Answer do? A. If you have forgotten your Password you are able to reset it by answering your secret question. If you have forgotten your password you would enter in your User ID and click the Forgot Password button in the log on box. This will take you to the Secret Question and Answer box. If your Secret Question and Answer is set up the Answer Secret Question radio button will be green. Page 3

4 Once you have answered your Secret Question you will then be able to reset your password. Then click on Confirm. Click on OK. This will take you back to the log in screen where you will enter your new password and log in. 2.2 Set up Secret Question and Answer Q. How do I set up my Secret Question and Answer? A. Once you have logged into Self Service you will click onto Settings (top right hand side of the screen) then click onto Change Password. Page 4

5 Enter in your Current Password only, then, enter your secret question and your secret answer into the appropriate boxes. The answer is case sensitive and needs to be 6 characters or more long. This question and answer must be something that only you will know. The Secret Question appears when you enter in your User Id and click on the Forgot Password button. Page 5

6 2.3 General Questions Q. How do I change my Password? A. Once you have logged into Self Service you will click onto Settings (top right hand side of the screen) then click onto Change Password. The Change Password box will appear. You will need to enter your new password in the New Password box as well as entering your new password into the Confirm Password box. You will not be required to answer the Secret Question using this process. Page 6

7 Q. Why can t I have one password, why do I have to keep changing it? A. For security reasons it is important that you change your password. You are able to do this via the Change Password procedure whenever you like, but, the system will prompt you to change your password every 42 days. Q. When I go to log in, the system is saying that I have an incorrect User Name and password. Why? A. If you have tried to log in more than 3 times with either, the incorrect User Name or Password, the system will automatically set your User details to inhibit. To have this rectified you will need to send an to the HRIS Team. The address is - hris@bne.catholic.net.au Q. I no longer work on a Wednesday but my Current Job Work Pattern still shows me as working Wednesdays. Can I change this in Self Service? A. You are unable to change your Work Pattern in Self Service. Payroll will need to action this but can only do so when they receive the correct authorised form ( Change of Employment Conditions form ) from your Manager. Q. When I apply for Leave the wrong manager s name appears in the Send To box. How can I change this in Self Service? A. You are unable to change this in Self Service. This will need to be changed by payroll once they receive the correct, authorised form ( Change of Employment Conditions form ) signed by your Manager. 3. Home Portal 3.1 Mail Inbox Q. Why do I get a My Aurion Message for Action in my Outlook Inbox? A. For Managers, this message appears when they have received an Application for Leave from their staff or they receive a Report. The My Aurion Message for Action will be sent again if it hasn t been actioned (i.e. changed from Pending ) after 2 days, (see Next Question on how to Action s). For Employees, this message will appear when they have been sent a report. Page 7

8 Q. When I get a My Aurion Message for action in my Outlook Inbox, what do I do? A. Click on the link in the Outlook Message. This will open up Self Service. Log in and click on the Mail Inbox Grid under the Home portal. Click on the Mail Inbox. Your message for action will appear under the Grid. Page 8

9 Click on the Message you wish to Action. This will open the message up on the right hand side of the page. To action the Mail Message click on Action under the Message Details Title. This will allow you to change the status of the message. To ensure you don t receive the same message again in your Outlook account you would change the status to Set to Read by choosing it from the drop down list. The message will then disappear from your Mail Inbox Grid. Please note that any messages Set to Read are still in the system. To retrieve those you would need to use the Search functionality within the Mail Inbox screen. Page 9

10 Simply change the status to Read then click on Search. 3.2 Pay Advices & Pay Summary Page 10

11 Q. Why can t I open my Pay Advice? A. You will need to have PDF Installed on your computer to open your Pay Advice or Payment Summary. Q. How do I delete my Pay Advices once I have read them? A. You are unable to delete your Pay Advice or Payment Summary. They will be stored under Pay Advice & Payment Summary forever. The system will create a new page once the first page is full e.g. you will have Page 1 of 2. Your most recent pay advice will always be at the top of the list. 4 Personal Portal 4.1 Personal Page 11

12 Q. When I try to change my address it won t let me enter or change anything? A. The areas that are greyed cannot be changed in Self Service; these will need to be changed by Payroll via a hard copy form. To change your address, phone number etc you will need to click onto Modify first before making your changes. Once your changes are made click on the Confirm Modify button at the bottom of the detail page. Page 12

13 4.2 Emergency Contacts Q. How can I delete one of my Emergency Contacts? A. Click on the emergency contact you wish to delete. This will open up the details on the right hand side of the page. Page 13

14 Click on Delete and then Confirm Delete Your Emergency Contact is no longer in your list. 4.3 Qualifications and Licences Page 14

15 Q. I have just finished my Degree how can I add this qualification via Self Service? A. As an employee you are not able to add your own qualifications into Self Service. Your Manager has the Security Access to do this for you OR you can send the paperwork to payroll and they will enter your qualifications into the Aurion System. Q. I have just received my First Aid Certificate how can I add this in via Self Service? A. As an employee you are not able to add your own Licences into Self Service. Your Manager has the Security Access to do this for you OR you can send the paperwork to payroll and they will enter your licence into the Aurion System. NB in Aurion anything that has an Expiry Date is classed as a licence i.e. First Aid, Working with Children Blue Card etc. 4.4 General Skills Q. The language I speak is not listed in the drop down skills list. How do I enter my language? A. You will need to click onto the HRIS Office link at the top of the page. Page 15

16 This will open up an allowing you to enter your required language. Once this is sent to the HRIS office, the HRIS Team will populate your specified language into Self Service send you an advising you that you are now able to enter your language. Page 16

17 This list is obtained by clicking on the arrow. 5. Leave Portal 5.1 Entering Hours Q. How do I enter in my hours for Leave when it is a part day, is it 5.50 or 5:30? A. Leave hours are always entered in as hour: minutes. (i.e.:25 for 15 mins, :30 for 30 mins, :45 for 75mins). Therefore, it is entered as 5:30 (for 5 and a half hours). Page 17

18 5.2 Predict Leave Q. How do I know if I will have enough Annual Leave to take holidays in 8 months? A. You are able to predict how much leave you will have by clicking on the Predict button in the Leave balance Grid. Pick your required Leave Type from the Drop Down list (Click on the Arrow). Enter the dates and press Enter. Your Predicted Leave will now be displayed in hours. NB The system predicts the leave by your permanent work pattern that is in the Aurion system and will take off any leave that you have had approved but are yet to take. Page 18

19 Q. The system says I have 19 hours Sick Leave but when I try to apply for 2 days Sick leave that I had taken 2 weeks ago, it is telling me I have insufficient balance. Why? A. The system is a date driven system so, therefore, if, three weeks ago you did not have enough sick leave accrued to cover your 2 days of, the system will not allow you to apply for paid sick leave. You will be required to either apply for Unpaid Sick Leave or part Paid, part Unpaid. Q. How do I apply for Leave to be paid in Advance? A. You are unable to apply for Leave Paid in Advance in the Self Service system. To apply for Leave to be paid in Advance you will need to fill out a Leave Application Form and submit the Authorised Leave Application Form to Payroll. 5.3 Managers applying for leave on behalf of their staff Q. I have a week off from work sick and can t get into Self Service from home to enter my Sick Leave as I don t have a computer. How can I get my leave entered so that I get paid? A. Your manager will be able to apply for Leave on your behalf. You will get a notification in your outlook inbox to inform you that your Manager has applied for your leave. You should ring your Manager to apply for leave on your behalf. Q. One of my staff is sick. As a Manager, can I apply for their sick leave on their behalf? A. Yes, as a Manager, you have the authorisation in Self Service to apply for leave on your staff s behalf. Q. As a Manager, once I have applied for their leave does my staff member have to do anything? A. No, your staff member will get an in their outlook account to inform them that leave has been applied for by you on their behalf. Q. As a Manager, how do I apply for leave on my staff s behalf? A. Go to your Self Service Home Page and click on the Reselect portal. Page 19

20 This will open up a Select My Staff grid which will display a list of your staff that report to you. Click on the employee that you are applying for leave for. This will display the employee s home page which will give you access to all of the employee details with the except for their Pay Details. Page 20

21 To apply for leave on their behalf you would follow the same process that you would use if you were applying for your own leave. If you have the authority to approve leave, then you will need to confirm the leave request, this effectively approves the leave. You will not receive an . When you have completed the leave application process you can then return to your own home page by going to the drop down list next to the Reselect portal and click on your name. 5.4 Deleting and Reversing Leave Q. I have applied for leave but have entered the incorrect dates, how can I delete the leave that I have applied for? A. The only way that a leave application is able to be deleted in Self Service is if your Manager has not yet approved the application. You will know that this has not been approved because in your Leave History the leave will still be showing as pending. To delete this leave you will click on the leave, this will open up the detail page (right hand side). You then click on delete. Page 21

22 You will then need to confirm the delete by clicking on confirm. Your leave will now be deleted from the Leave History grid. Q. My Manager has approved my leave but I need to change the dates. The system won t allow me to delete it. How do I change the dates? A. You are unable to Delete any leave that has been approved by your Manager through Self Service. The process for changing your dates or cancelling approved leave is called, Leave Reversal. You will need to reverse your leave, and reapply, if necessary. Go to your Leave History Grid and click on the leave that you require to be reversed. Page 22

23 This will open up the detail of your leave on the right hand side of the page. Click on Request Leave Reversal in the right hand corner of the leave detail page. Then click on Confirm. Page 23

24 This will then send an to your Manager who will need to approve your Reversal of Leave. If you are reapplying for leave you will do that as per the normal apply process. When your Manager approves your reversal the leave will be removed from the payroll system. Your Leave accruals, if any, from the reversal will be credited back to you. 5.5 General Leave Questions Q. When I go to Apply for Maternity Leave I can t find Maternity Leave in the drop down list of Leave Types, how do I apply for Maternity Leave? A. Maternity Leave is not available for application via Self Service. You will need to fill out a Paper based Leave Form and have your Manager sign the form for approval. Once approved, you will need to submit the form to Payroll along with any supporting documentation. Q. When I go to apply for Adoption Leave I can t find Adoption Leave in the drop down list of Leave Types, how do I apply for Adoption Leave? A. Adoption Leave is not available for application via Self Service. You will need to fill out a Paper based Leave Form and have your Manager sign the form for approval. Once approved, you will need to submit the form to Payroll along with any supporting documentation. Q. When I go to apply for Parental Leave I can t find Parental Leave in the drop down list of Leave Types, how do I apply for Parental Leave? A. Parental Leave is not available for application via Self Service. You will need to fill out a Paper based Leave Form and have your Manager sign the form for approval. Once approved, you will need to submit the form to Payroll along with any supporting documentation. Page 24

25 Q. I was Sick for two days last month and when I go to apply for Sick Leave for those days it is telling me that I don t have enough Leave accrued, even though my balance says I have enough. Is the system not accruing my leave correctly? A. The Aurion system is a date driven system which means that, when you apply for leave in the past, it will look at how much leave you had accrued on the actual day that you are applying for. If you don t have enough Leave accrued the system will not allow you to apply for that leave. You will need to apply for, in this instance, Sick Leave for the hours that you have accrued and Unpaid Sick Leave for the balance of hours required. To do this you will need to go through the Apply for Leave process twice. Q. Why does my Long Service Leave balance state 0 hours when I have been working for the organisation for 5 years? A. Your Long Service Leave accrual hours will not show in Self service until you reach your entitlement date and are eligible to apply for Long Service Leave. 6. Pay Portal 6.1 Pay Advices & Pay Summary Q. Why can t I open my Pay Advice? A. You will need to have PDF Installed on your computer to open your Pay Advice or Payment Summary. Q. Why can t I see my Pay Advice from last year? Page 25

26 A. The Pay Advices will only be in Self Service from the date that you were given access to Self Service. You would need to contact the pay Office for any copies of payslips prior to your access to Self Service. Q. How do I delete my Pay Advices once I have read them? A. You are unable to delete your Pay Advice or Payment Summary. They will be stored under Pay Advice & Payment Summary forever. The system will create a new page once the first page is full e.g. you will have Page 1 of 2. Your most recent pay advice will be at the top of the list 6.2 Primary Bank Account Page 26

27 Q. I cannot enter in my new Bank Account because the system will not accept my BSB Number. A. You are unable to enter an incorrect BSB number or a BSB number that is not in the list. Once you have verified that the BSB number is correct and it does not exist in the list you will need to click on the Payroll link in the instructions. This will automatically generate an to Payroll. Enter your BSB number into the along with the address of the Branch. Once payroll have entered the BSB number requested into the system they will send you an informing you that you are now able to go into Self Service and complete your bank account changes. Page 27

28 Q. I can t find my BSB number, can I search the list? A. Yes. When you go to either modify your Primary Bank Account or Modify /Add a new Bank split you will need to click on the Arrow in the Branch field. This will open up a Page with a list of BSB numbers. To search these numbers click on the Search symbol. You will then be able to Search your BSB using the Search Criteria in the screen shot below. Page 28

29 In this example I only have 3 of the 6 BSB numbers, they are 050. Enter the numbers into the Branch No field and click on Search. You will then be given a list of all BSB numbers and branches with the numbers 050 in them. Simply choose the one required and click on Select at the bottom left hand corner of the list. Page 29

30 6.3 Other Bank Deposits (BSPLIT) Q. I no longer require a bank Split. How do I delete the current Bank Split? A. Click on the bank split that you require to be stopped. This will open up your details on the right hand side of the page. Click on STOP, then go to Stop Conditions and choose the appropriate action then click on Confirm Stop. Page 30

31 Q. I want to change the amount of my Bank Split for the next pay. How do I do this? A. Click on the bank split that you need to change. This will open up your details on the right hand side of the page. Click on Modify, then go to Next Pay Amount and enter in your required amount and then Click on Confirm Modify. N.B. This will only change your bank split for the next pay day. Q. I thought I changed my Bank Split amount last pay, but it reverted back to the old amount. Why? A. To change your bank split amount so that it is effective permanently for all pay fortnights you will need to STOP the current bank Split and enter in a New Bank Split with the required amount. N.B. By Modifying your Bank Split this will only change the amount for the next pay period. Q. My Bank Split was not done this fortnight. All my money went into my Normal bank Account. Why? A. If you re Net earnings for the pay period are not enough to enable your wages to be split into your requested Bank Splits, Payroll will default all of your wages into your Primary bank Account. N.B This will be your responsibility to ensure that any Direct Debits that are associated with the Bank Splits are maintained by you for this pay period. Page 31

32 Q. I want to change the amount of my Bank Split permanently, how do I do this? A. To change your Bank Split amount permanently you will need to STOP your current Bank Split. Click on your current Bank Split and then click on STOP at the top left of the detail page. You will then need to add in your new Bank Split information. Q. How can I change the Bank Account that my Fringe benefits go into? A. You cannot make any changes within Self Service to the Bank Account that you have nominated your Fringe Benefits to be deposited into. This will need to be done via a Paper based form and submitted to the Pay Office. This link will take you to the site where the forms are held - Q. I have changed my Primary Bank Account details in Self Service but when I received my pay advice my fringe Benefits were still being paid into my old account? A. When you change your Primary Bank Account details in Self Service this will only change the account that your NET PAY, excluding Fringe Benefits, will be paid into. To ensure that your Fringe Benefit is also paid into the changed Primary Bank Account, you are required to fill out a Paper based form and submit it to the Pay Office. This link will take you to the site where the forms are held:- Page 32

33 6.4 Ongoing Deductions Q. I want to be a Member of the Social Club. Can I set up the deductions for this in Self Service? A. You are unable to set up any ongoing deductions through Self Service. All Ongoing Deductions are to be set up by Payroll. You will be able to view these deductions only in Self Service. Page 33