Employee Self-Service Training Manual

Transcription

1 Employee Self-Service Training Manual Introduction 1

2 Contents Introduction... 4 Purpose of the Training Manual... 4 Contacts... 4 Introduction to Oracle Self-Service... 5 How to Sign on to sun-e-hr... 5 Features of the sun-e-hr Home Page... 7 General... 8 Using Search Functionality in Self-Service... 8 Drop Down Lists... 9 Field Properties Date Format Case Sensitivity Worklist How to Access My Workflow Notifications Overview Changing Your Personal Information (Addresses, Phone Numbers, etc) Enter or Change your Basic Details Enter or Change your Phone Numbers Enter or Change your Main Address Enter or Change your Other Addresses Enter or Change your Contacts and Dependants How to Change your Bank Details (Manage Payroll Payments) Adding or Updating Payroll Payments Adding or Updating Payroll Payments for Multiple Assignments Request Leave of Absence Leave Type Transactions and their Descriptions Absence Rules Applying for Leave Corrections to Existing Absence Records (Transactions) View My Information Employment View Salary View Absence View Job Applications View Create or Change Special Information Log a Grievance Enter your Professional Registration Details Create or Change Training Courses Attended Deleting your Special Information View your Payslip Enter Professional Details Create or Change your Curriculum Vitae Manage your Package Structuring Structuring your Package Adding Attachments on Transactions Introduction 2

3 Adding Approvers and Recipients on Approval Notifications Reports Leave Balance Report Documents of Record Introduction 3

4 Introduction Purpose of the Training Manual This training manual is intended for employees in Stellenbosch University. The purpose of the training manual is to guide the user on sun-e-hr Employee Self-Service system processes. Contacts The HR and Payroll departments have set up a central helpdesk to administer and resolve all and telephonic queries related to Oracle HRMS. The following contact details should be used to route all queries to the SUN-e-HR Helpdesk: Tel.: (021) [email protected] Note: Desktop Computer problems must still be logged at the IT Helpdesk: Tel.: (021) [email protected] Training Manuals can be obtained on the Stellenbosch University intranet site: URL: The above web site also contains more information about the sun-e-hr project, as well as a Frequently Asked Questions section which is updated on a regular basis with the most common problems encountered by users. Introduction 4

5 Introduction to Oracle Self-Service The sun-e-hr Employee and Manager Self-Service extends the functionality of the standard HR Back Office system by enabling both employees and managers to participate in Human Resources management via a web browser. What does self-service mean? Self-Service means that the originator of a task is also the person responsible for that task. Using a standard web browser, the user accesses the HR data and performs a specific task, for example, registering a change of address. By transferring the responsibility for the task to the originator of the task, data accuracy is increased and administration costs are reduced. Some changes require an approver, e.g. an absence request must be approved by the requester s line manager, or Grievance procedure must be acknowledged and managed by the Human Resources department. In these cases approvals are managed via Self-Service notifications, which reduces the time, effort and cost of normally cumbersome manual processes. How to Sign on to sun-e-hr Fig. 1 The first step to access sun-e-hr will be to register on The sun-e-hr system logon has been synchronised with Novell logon (Desktop Computer Logon). Once you have registered your username and password will be the same as your (Novell) network logon. Introduction 5

6 To log on to the sun-e-hr system, you need to access the Stellenbosch University intranet site on the following web site: URL: To navigate to the above URL via the intranet: Access the Stellenbosch University intranet site. Click on the For Staff ( Vir Personeel ) link Click on the sun-e-hr link under Online Services ( Aanlyn Dienste ) to open the sune-hr logon screen (Fig. 1). Your sign on connects you to your responsibilities, which control your access to applications, functions, reports, and data. To log on to sun-e-hr: Enter your username in the Username field. Attention Do not press [Enter] after entering each item, as [Enter] is normally used to accept the default button. Instead, use [Tab] or the mouse to navigate between fields. Enter your password in the Password field. Notice Your password does not appear as you type it, to prevent others from seeing it. Keep your password confidential to prevent access to Oracle Applications by unauthorised users. After you log in, you will see the sun-e-hr Home page. Choose Login. Introduction 6

7 Fig.2 Features of the sun-e-hr Home Page When you log in to Oracle Applications your sun-e-hr Home is displayed. From here you can: View and respond to notifications Access sun-e-hr Applications Navigate to other frequently used functions or Web pages Set personal user preferences Worklist (Notifications) The Worklist portlet lists your five highest priority notifications, ordered by priority and then by date. For each notification, the list displays the role, subject, and sent date. Select the From, Subject, or Sent column heading to sort the list by that column. To view and respond to a notification, select the notification subject link in the Subject column. To view the complete list of all your notifications in the Advanced Worklist, select the Full List button. Worklist is discussed in detail later in the training manual Menu From the Menu portlet you can access sun-e-hr functions grouped by responsibility. A responsibility is a level of authority in Oracle Applications that lets you access only those functions and data appropriate to fulfill your role in Stellenbosch University. Favorites Click on the responsibility link to view its menu of functions on the adjacent pane. Click on the function to launch it e.g. SUN Employee Self Service. This portlet contains a customized list of frequently used functions and Web sites. To add or remove options from this list, select Edit Favorites to access the Customize Favorites Portlet page. Introduction 7

8 Fig. 3 Customize Favorites Portlet Page Use this window to add functions and Web sites to your Favorites portlet. Select individual functions from your Responsibility menus. To add a Web site, click the Add URL button to access the Add a Favorite Web Site page. You can also rename the selected functions in your Favorites portlet, or change the URL for a Web site. This can be done by changing the name under the Favorite column once the URL or Function has been added as a Favorite. General Using Search Functionality in Self-Service In the SUN Employee Self-Service functionality the system lets you search for values on specific fields. The search functionality normally occur where a potential long list of values relate to a specific field e.g. list of languages. To select a value from the search functionality for a specific field, follow the steps below: Fig. 4 Click on the button next to the field where you need to find a value (Fig. 4), to open the search form (Fig. 5). Introduction 8

9 Fig. 5 If a value already existed in the field you are editing, the search results will be displayed based on the value in the field when the Search and Select form opens. The Search section contains Search By options. The first field displays the name of the field for which you are searching a value. The second field, adjacent to the first field, allows you to enter the full or partial value that you are searching for. With partial values the system allows you to use a wild card % if you are not sure with what the word or letter the value starts, e.g. If you are looking for the value South Africa in a field named Country, you can enter %Africa. The system will interpret this as search for any value with the word Africa in it and not necessarily start with that word. If the wild card was not at the beginning but at the end of the word (Africa%), the system interprets it as search for any value that starts with the word Africa but not necessarily ends with that word. Alternatively if you want to retrieve all values related to the field, ensure that you leave the search criteria field (the second field, adjacent to the first field in the search section) blank. Click on the button to search for values relating to your search criteria. Note The system consists of two types of value sets. One only displays the actual value that will be entered in the field. The second type displays both a code and a description in the search results. Only the code will be entered in the field. When searching for values in the second type of value set, you must search on the code and not the description to get the correct search results. The system will display your search results in the Results section. To select a value, click on the radio button adjacent to the value. Click on the button. The system will return to the original form and insert the value into the field. Drop Down Lists In the SUN Employee Self-Service functionality the system also lets you select specific values on fields where only a certain amount of values are appropriate. The drop down lists normally occur where a short list of values relates to a specific field e.g. Marital Status. To select a value from a drop down list, follow the steps below: Fig. 6 Introduction 9

10 Click on the button next to the field where you need to enter a value (Fig. 6), to open the drop down list of values (Fig. 7) Fig. 7 Select the correct value for the field by clicking on that value. Field Properties All fields marked with All fields marked with field. are required fields. indicate changes that have been made to the contents of the specific Date Format The system is set to accept a specific date format. All date fields must be entered in this format for the system to interpret the date correctly: Format: dd-mmm-ccyy Examples: 01-Jan Oct-2005 Case Sensitivity The system accepts the values that you enter in free text fields as is. To maintain a standard it is recommended to capture values with Title Case for example, Kotze. Do not use All Uppercase e.g. KOTZE or All Lowercase e.g. kotze. Worklist The worklist function can be accessed through the sun-e-hr home page. As the notifications/worklist is of vital importance to your function as an employee, it is discussed in more detail below. How to Access My Workflow Notifications To access your workflow notifications, you must first logon to the sun-e-hr system. You can learn to logon by accessing the How to Logon training lesson on the sun-e-hr training web page. Introduction 10

11 Once you have logged on, the sun-e-hr Home page will open. The first section on this page is named Worklist (Fig. 95). This is the area where you can access your workflow notifications. Fig. 95 The system will automatically show your 5 highest priority notifications, when opening the sune-hr Home page. To view the full list of your notifications, click on the button. To open a notification, click on the link in the subject column. Fig. 96 You can exercise three different options with your notifications once it has opened. To close the notification you click on the button. The system interprets the action as confirmation that you have read the notification and no further action is required. You will notice that the system will automatically remove the notification from your list of open notifications. You can also reassign your notification to another person, if required. Click on the button. In the reassign field (Fig. 96) enter the person s full name or a partial value and click on the search button adjacent to the field. If you are not sure of the persons name, you can leave the field blank and click on the search button. Introduction 11

12 Fig. 97 To learn more on how to use the search functionality, refer to the sun-e-hr Self Service training manual. The second step is to either Delegate authority or Transfer ownership of the notification. By delegating authority to another person, you will be notified of any action taken by the selected person. Transferring ownership will move the responsibility of the notification completely towards the selected person where you will take no further part in the action of the notification. You can also add a comment to the person selected. This filed is a free text area. Once you are done, click on the button. The system will remove the notification from your list of open notifications. Fig. 98 The third option you can take on a notification is to request further information regarding the selected notification by clicking on the button (Fig. 96). You have an option of either requesting information from a workflow participant which means someone that took part in the action of the notifications like your manager or you can select any user from a list. Use the search functionality if you want to select a user. You can enter detail of your request in the information requested field. Once you have completed, click on the button. The system will automatically remove the notification from your list of open notifications. Introduction 12

13 Overview The Employee Self-Service menu (Fig. 1) contains the functions (right hand column) that employees can perform on their own records, for example the Personal Information function. In order to access the functions, you must have the Employee Self Service responsibility (Fig. 1 - left hand column) allocated to you. Fig.1 The following provides a brief description of each function in Employee Self-Service: SUN Employee Self-Service Personal Information Special Information Types Payslip Manage Payroll Payments Leave of Absence The Personal Information function enables users to update and maintain their personal records. The Personal Information function cover the following areas: o Basic Details o Phone Numbers o Main Address o Other Address o Contacts and Dependants The following functionality is grouped under the heading Special Information: o Grievance Procedure (Raising a Grievance) o Professional Registration Details (Membership of Professional Organisations). o Training Detail (Details of Training done outside the University of Stellenbosch). This function offers the user access to view his/her current month s as well as history of payslips. This function enables employee s to view or update the bank details of the bank account into which his/her salary is deposited. Leave Management on Self Service covers all processes to capture and maintain all different types of leave by the users via the Self 13

14 My Information Package Structuring (External Link) Professional Details Curriculum Vitae Service module. This function offers the user access to specific information, for example, salary, performance, absence and job applications. Users can view their own personal records when accessing this functionality. This function offers the user to model his/her package structure. Using this functionality, the user can create his/her resume. 14

15 Changing Your Personal Information (Addresses, Phone Numbers, etc) This function consists of the following actions that can be performed by an employee: o o o o o Enter or Change Basic Details Enter or Change Phone Numbers Enter or Change Main Address Enter or Change Other Addresses Enter or Change Contacts and Dependants Each of the above actions is described in detail below. Enter or Change your Basic Details To enter or change Basic Detail, click on the Personal Information function under the SUN Employee Self-Service menu and follow the steps below: Step 1 Fig. 2 Click on the button next to the Basic Details information (Fig. 2). An option form will open (Fig. 3) where you must decide whether the change is a correction or an update. By selecting the Correct or complete the current details option the system will only update the current record without saving history. By selecting the Enter new information because of a real change to the current details option, the system will create a new record with the changes and therefore maintain history on the system. It is recommended that the Enter new information because of a real change to the current details option is always selected to ensure that history on the system is maintained. Select an option and click on the button. Fig. 3 15

16 Step 2 The Basic Details Screen is divided into two sections. The first section is called Name and the second section is called Other. Under the Name Section (Fig. 4), enter the following information: Fig. 4 Enter the following information: Title First Name Middle Name(s) *Surname Preferred Name Maiden Name Using the Drop Down list, select an appropriate title. Enter your First Name. This would normally be the name of your first initial Enter your Middle Name/s. This would normally be the names of all other initials separated by a comma, except for the name entered in the First Name field. Enter your Surname. The * indicates that this field must be filled in. Enter your Nickname ( Noemnaam ) If relevant, enter your Maiden Name 16

17 Fig. 5 Under the Other Section (Fig. 5), enter the following information: *Gender Marital Status Home Language Correspondence Language Town of Birth Region of Birth Country of Birth Using the Drop Down list button, select an appropriate gender. The * indicates that this field must be filled in. Using the Drop Down list button, select a marital status. If this field changes, it requires approval from the supervisor via Workflow before it will be saved on the system Click on the search button to select your home language. This field indicates which language you speak at home. Refer to the Introduction chapter on how to use the search functionality. Click on the search button to select your correspondence language. Refer to the Introduction chapter on how to use the search functionality. Stellenbosch University uses three (3) official correspondence languages namely: Afrikaans English Xhosa Enter your town of birth. This field is free text. Enter your region of birth. This field is free text Using the Drop Down list button, select a 17

18 Nationality Student Status Disability Status Office Address Mail To Income Tax Number *Race Religion country of birth. Using the Drop Down list button, select a nationality. Using the Drop Down list, select a student status. This field indicates whether you are a fulltime or part time student Using the Drop Down list, select a disability status. If this field changes, it requires approval from the supervisor via Workflow before it will be saved on the system Enter an Office Address. This field is not applicable for Stellenbosch University. Your official mail will be sent to your office address. Enter your Income Tax Number. Using the Drop Down list button, select a race. The * indicates that this field must be filled in for legislative reports expected by Government. Using the Drop Down list, select a religion. After the updates have been done, click on the screen. button on the bottom right of your Step 3 In this step the system allows you to review your changes before you submit it to be saved or depending on what information changed, forwarded to your supervisor (Fig. 6). Review your changes and confirm that the correct changes have been applied. Enter comments to the approver in the Comments to Approver section of the form. This is a free text area and will form part of the authorisation message to your supervisor. On the Review form, you can add approvers and recipients as part of the approval process. To Add Approvers and Recipients, refer to the chapter: Adding Approvers and Recipients in this manual. You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. 18

19 Fig. 6 Click on the button in the bottom right corner of your screen. Step 4 Once your changes have been captured, reviewed and submitted, you will receive a confirmation of your changes. Depending on what changes were made on the Basic Details form, one of the following confirmation messages will be displayed: 19

20 If changes were made to your marital status and/or to your disability status, your changes must first go to your supervisor for approval (Fig. 7). Fig. 7 If changes were not made to your marital status and/or to your disability status, the system will automatically save the changes on the system (Fig. 8). Fig. 8 Step 5 Click on the button to return to the Personal Information form. Step 6 Click on the button to return to the Main Menu. 20

21 Enter or Change your Phone Numbers To enter or change Phone Numbers, click on the Personal Information function under the SUN Employee Self-Service menu and follow the steps below: Step 1 Fig. 9 Click on the button (or button if no detail exist) next to the Phone Numbers information (Fig. 9) in the Personal Information form. An update form will open where you can create or change your phone numbers (Fig. 10). Fig. 10 Step 2 Fig. 11 Click on button in the update form (Fig. 11) and enter the new phone number information as follow: Type Number Using the Drop Down list, select a phone number type e.g. Cell Phone, Home, Work, etc. Enter your phone number that corresponds with the phone number type selected. Existing phone numbers can also be changed by simply editing the above fields. Click on the button once you have completed your changes. Note It is important to keep with the Stellenbosch University standard by using brackets () around the area codes of your phone numbers. 21

22 Step 3 In this step the system allows you to review your changes before you submit it to be saved (Fig. 12). Fig. 12 You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 4 Once you have reviewed your changes and added attachments if required, click on the button in the bottom right corner of your screen. The system will confirm that your changes have been saved (Fig. 13). Fig. 13 Step 5 Click on the button to return to the Personal Information form. Step 6 Click on the button to return to the Main Menu. 22

23 Enter or Change your Main Address For internal mail, the organisation (i.e. department/section) where you work is an automatic address. In Addition to that, the Receiver of Revenue requires an address for each employee. The Main Address will be used as an employee s official address. Normally, your main address will also be your postal address. To enter or change Main Address, click on the Personal Information function under the SUN Employee Self-Service menu and follow the steps below: Step 1 Fig 14 Click on the button (or button if no detail exist) next to the Main Address information (Fig. 14) in the Personal Information form. Step 2 An update form will open where you can create or change your main address detail (Fig. 15). Fig. 15 Enter the following information: *Effective Date Type Country Using the Calendar Icon, select an Effective Date. Alternatively you can type the date in the field. Ensure that when you type the date, that it is in the correct format (dd-mmm-ccyy, e.g. 01- Oct-2005). The effective date is a required field. Using the Drop Down list button, select an address type e.g. Postal, Street, etc. Note: The system will not allow you to create an address with type Remittance Advice. Using the Drop Down box, select a country. 23

24 *Address Line 1 Address Line 2 Address Line 3 *Town/City *Postal Code Province The address fields will change depending on which country is selected. This training manual only explain how a South African address should be completed Enter line 1 of your address. This field is a required field Enter line 2 of your address. Enter line 3 of your address. Enter a Town or City. This field is a required field Enter a Postal Code. This field is a required field. Click on the search button to select a province. Refer to the Introduction chapter on how to use the search functionality. Click on the button in bottom right corner once you have completed your changes. Step 3 In this step the system allows you to review your changes before you submit it to be saved (Fig. 16). Fig. 16 You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 4 Once you have reviewed your changes and added comments and attachments if required, click on the button in the bottom right corner of your screen. If you created or changed a remittance advice type address, your changes will be submitted for approval by the Human Resources Department (Fig. 17). 24

25 Fig. 17 If changes were made to any other type of address except remittance advice type, the system will automatically save the changes on the system (Fig. 18). Fig. 18 Step 5 Click on the button to return to the Personal Information form. Step 6 Click on the button to return to the Main Menu. 25

26 Enter or Change your Other Addresses You can enter additional addresses to your main address on the system, e.g. if you created your postal address as your main address and your street address is different to your postal address, you can create your street address under the Other Address section. To enter or change Other Address, click on the Personal Information function under the SUN Employee Self-Service menu and follow the steps below: Step 1 Fig. 19 Click on the button next to the Other Address information (Fig. 19). Fig. 20 An option form will open (Fig. 20) where you must decide whether the change is a correction or an update. By selecting the Correct or complete the current details option the system will only update the current record without saving history. By selecting the Enter new information because of a real change to the current details option, the system will create a new record with the changes and therefore maintain history on the system. It is recommended that the Enter new information because of a real change to the current details option is always selected to ensure that history on the system is maintained. Select an option and click on the button. Step 2 The Other Address update form will open (Fig. 21). 26

27 Fig. 21 Enter the following information: Type *Address Line 1 Address Line 2 Address Line 3 *Town/City *Postal Code Province Using the Drop Down list button, select an address type e.g. Postal, Street, etc. Note: The system will not allow you to create an address with type Remittance Advice. Enter line 1 of your address. This field is a required field Enter line 2 of your address. Enter line 3 of your address. Enter a Town or City. This field is a required field Enter a Postal Code. This field is a required field. Click on the search button to select a province. Refer to the Introduction chapter on how to use the search functionality. Click on the changes. button in bottom right corner of the screen once you have completed your Step 3 In this step the system allows you to review your changes before you submit it to be saved (Fig. 22). 27

28 Fig. 22 You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 4 Once you have reviewed your changes and added comments and attachments if required, click on the button in the bottom right corner of your screen. If you created or changed a remittance advice type address, your changes will be submitted for approval by the Human Resources Department (Fig. 23). Fig. 23 If changes were made to any other type of address except remittance advice type, the system will automatically save the changes on the system (Fig. 24). Fig. 24 Step 5 Click on the button to return to the Personal Information form. 28

29 Step 6 Click on the button to return to the Main Menu. Enter or Change your Contacts and Dependants You can enter details of your dependants whether they belong to your Medical Aid or not, as well as any contacts that you want to store on the system. Changes on the Contacts and Dependants section will be forwarded to the Human Resources Department to determine any action with regards to your Medical Aid. To enter or change Contacts and Dependants, click on the Personal Information function under the SUN Employee Self-Service menu and follow the steps below: Step 1 Fig. 25 Click on the button next to the Contacts and Dependants information (Fig. 25) in the Personal Information form. Alternatively select an existing contact by clicking on the radio button next to the contact s name and click on the button. Step 2 An update form will open where you can create or change your contacts or dependant detail (Fig. 26). 29

30 Fig. 26 Enter the following information: General Information Title First Name Middle Name(s) *Surname Address *Relationship *Relationship Start Date SUN MA Dependant Using the Drop Down button, select a title. Enter the contact s First Name. This would normally be the name of represented by the contact s first initial Enter the contact s Middle Name. This would normally be the names of all other initials, separated by a comma, except for the first initial of the contact Enter the contact s Surname. The * indicates that this field must be filled in. Enter an address for the contact. Using the Drop Down button, select a relationship option. This relationship relates to the relationship between the contact and yourself. Using the Calendar Icon Start Date., select an Effective Click on the search button to select whether the contact belongs to your Medical Aid and you 30

31 Reason: Dependent Older 21 Date of Birth Address My own address is this dependant or beneficiary s primary residence Type Country *Address Line 1 Address Line 2 Address Line 3 *Town/City *Postal Code Province Phone Numbers Type Number are on the Stellenbosch University s Medical Aid. Refer to the Introduction chapter on how to use the search functionality. For medical purposes, click on the search button to select the reason why the dependant is still on your Medical Aid but older than 21. Refer to the Introduction chapter on how to use the search functionality. Using the Calendar Icon Date of Birth., select the contact s Click the check box if the contact has the same address as you. Note: You will not have the option to update the address fields on this screen if this check box has been marked. Using the Drop Down list button, select an address type e.g. Postal, Street, etc. Note: The system will not allow you to create an address with type Remittance Advice. Using the Drop Down box, select a country. The address fields will change depending on which country is selected. This training manual only explain how a South African address should be completed Enter line 1 of your address. This field is a required field Enter line 2 of your address. Enter line 3 of your address. Enter a Town or City. This field is a required field Enter a Postal Code. This field is a required field. Click on the search button to select a province. Refer to the Introduction chapter on how to use the search functionality. Using the Drop Down button, select the phone number type. Enter a phone number that corresponds with the phone number type. Click on the changes. button in bottom right corner of the screen once you have completed your Step 3 In this step the system allows you to review your changes before you submit it to be saved (Fig. 27). 31

32 Fig. 27 Review your changes and confirm the correct changes have been applied. Enter comments to the approver in the Comments to Approver section of the form. This is a free text area and will form part of the authorisation message to your supervisor. On the Review form, you can add approvers and recipients as part of the approval process. To Add Approvers and Recipients, refer to the chapter: Adding Approvers and Recipients in this manual. You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 4 Once you have reviewed your changes and added comments and attachments if required, click on the button in the bottom right corner of your screen. 32

33 The system will confirm that the changes have been submitted for authorisation (Fig. 28). Fig. 28 Step 5 Click on the button to return to the Personal Information form. Step 6 Click on the button to return to the Main Menu. 33

34 How to Change your Bank Details (Manage Payroll Payments) This function displays the bank details used in the Payroll for depositing your salary into your bank account. You can change your bank details using this functionality. Adding or Updating Payroll Payments To enter or change any of the above detail, click on the Manage Payroll Payments function under the SUN Employee Self-Service menu and follow the steps below: Step 1 The Payments Information form will open (Fig. 29). Fig. 29 For the University of Stellenbosch the Employee Payments form (Fig 29) will always show as one record as employees are only allowed to have one bank account per assignment. Click on the Update button to change your bank details. The Edit Deposit Account Details form will open (Fig. 30) Fig. 30 Enter the following information: *Bank Branch Code *Account Type Click on the search functionality, to select a branch code (Refer to the introduction in this manual on how to search). Click on the search functionality, to select an 34

35 *Account Number Account Holders Name account type (Refer to the introduction in this manual on how to search). Enter an account number. Enter the account holder s name. Click on the button to close the Edit Deposit Account Details form and return to the Payments Information form. Click on the button in the Payments Information form. Step 2 In this step the system allows you to review your changes before you submit it to be saved (Fig. 31). Fig. 31 You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the changes that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 3 Once you have reviewed your changes and added attachments if required, click on the button in the bottom right corner of your screen. The system will confirm that your changes have been saved (Fig. 32). 35

36 Fig. 32 Step 5 Click on the button to return to the Main menu of Employee Self-Service. Adding or Updating Payroll Payments for Multiple Assignments To enter or change your banking details for more than one Assignment, click on the Manage Payroll Payments function under the SUN Employee Self-Service menu and follow the steps below: Step 1 The Select an Assignment form will open (Fig. 33). Fig. 33 Click on the radio button to select the Assignment for which you want to change the banking details (Fig. 33). Step 2 Click on the button and follow the process as described above in the Adding and Updating Payroll Payments process. Note Every time changes are made to your banking details a notification will appear the next day to inform you of the changes. 36

37 Request Leave of Absence Leave Management on Self Service covers the processes to capture and maintain the different types of leave by the users via the Self Service module. This document comprises of three aspects, namely the following: The various leave types and their descriptions. The various leave rules. The leave application process. Leave Type Transactions and their Descriptions SUN Accumulated Annual Leave Take Accumulated Leave. (Ophoopbare) SUN Accumulated Leave Com JV Pay out Accumulated Leave. (Ophoopbare) SUN Accumulated Leave Com OG Pay out Old Accumulated Leave (before 01/06/1999). SUN Accumulated Leave Com OH - Pay out Old Long Leave. SUN Annual Leave OG: - Take Old Accumulated Leave (before 01/06/1999). SUN Annual Leave OH: Take Old Long Leave. SUN Annual Leave Take Annual Leave. SUN Sick Leave Sick Leave Full Paid (Old and New Leave Package). SUN Sick Leave Half Paid When the 120 days Sick Leave Full Paid is used. (Old and New Leave Package). SUN Sick Leave Unpaid When there is no more Sick Leave or Sick Leave Half Paid days left. (Old and New Leave Package). SUN Sick Leave Temporary Sick Leave for Temporary personnel. SUN Unpaid Leave Leave without any Pay. SUN Study Opportunity Leave Study Opportunity. SUN Leave of Absence For a Conference (VTA). SUN Injury on Duty Leave When a person had an injury on duty. SUN Continuation of Work Elsewhere When someone is seconded. Absence Rules SUN Accumulated Annual Leave Permanent Full Time and Permanent Part Time employees can accumulate a number of leave days per year according to their grade and the leave package that is linked to his/her appointment. Grade Days per Max Days Accumulate per year year The days that are accumulated can be taken as leave or can be paid out. Note You are allowed to accumulate the maximum number of days annually, but the accumulated number of days may not exceed 250 days in total. 37

38 SUN Accumulated Leave Com JV- (Encashment) The transaction for leave days to be paid out must be done in the month in which you want the payment (The Start and End Date must be in the month can not be backdated). The transaction must be approved by your Supervisor on or before the 15th of the month or else it will not be paid out. If you want 16 days to be paid out you must type in 16 days e.g. 01-JUL-2005 to 22-Jul-2005 or click on the calendar icon at the Start and End date (Fig. 40) and click on Calculate Duration to make sure you typed in the correct amount of days to be paid out. The amount of days that will be paid out will appear in the Days field (Fig. 40). Click on Next to send the request through for approval. Note A Maximum of 20 days for people on a Working day Leave package and 30 days for people on Calendar day Leave package (Security Personnel) can be paid out at a time. If you want more than 20 or 30 days to be paid out the request must be sent to the HR department for processing. SUN Annual Leave OG Accumulated before 01 June 1999 Permanent Full Time employees that have accrued annual leave before 01 June 1999 are allowed to apply for the accumulated leave or request for the accumulated leave to be encashed. SUN Accumulated Leave Com OG (Encashment) The transaction for leave days to be paid out must be done in the month in which you want the payment. The transaction must be approved by your Supervisor on or before the 15th of the month or else it will not be paid out. If you want 6 days to be paid out you must type in 6 days e.g. 01-DEC-2005 to 08-DEC-2005 or click on the calendar icon at the Start and End Date (Fig. 40) and click on Calculate Duration to make sure you typed in the correct amount of days to be paid out. The amount of days that will be paid out will appear in the Days field (Fig. 40). Click on Next to send the request through for approval. Note A Maximum of 20 days for people on a Working day Leave package and 30 days for people on Calendar day Leave package (Security Personnel) can be paid out at a time. If you want more than 20 or 30 days to be paid out the request must be sent to the HR department for processing. SUN Accumulated Leave Com OH Old Long Leave Permanent Full Time employees that have accrued a number of leave days before 01 June 1999 have the option to apply for the accumulated leave or request for the accumulated leave to be encashed. SUN Accumulated Leave COM OH (Encashment) The transaction for leave days to be paid out must be done in the month in which you want the payment. The transaction must be approved by your Supervisor on or before the 15th of the month or else it will not be paid out. 38

39 If you want 6 days to be paid out you must type in 6 days e.g. 01-DEC-2005 to 08-DEC-2005 or click on the calendar icon at the Start and End Date (Fig. 40) and click on Calculate Duration to make sure you typed in the correct amount of days to be paid out. The amount of days that will be paid out will appear in the Days field (Fig. 40). Click on Next to send the request through for approval. Note A Maximum of 20 days for people on a Working day Leave package and 30 days for people on Calendar day Leave package (Security Personnel) can be paid out at a time. If you want more than 20 or 30 days to be paid out the request must be sent to the HR department for processing. SUN Annual Leave Employees of the University of Stellenbosch are allocated annual leave according to their grades. Leave Packages are linked to Grades which are linked to Jobs. Annual Leave can be taken in advance. 50% of a years leave can be taken in advance e.g. if you earn 38 days per year you can take 19 days in advance. If you take any leave in advance your leave balance will be negative. The system will give you a warning when your leave balance goes into the negative (Fig. 34). Fig. 34 The Annual leave cycle runs from January till December. If you are appointed during the year your leave will be pro rated. If you take more than 50% of your Annual leave in advance you will get an ERROR message and will not be able to continue (Fig. 35). You will have to amend your application and capture Unpaid Leave. Fig. 35 If you qualify for 38 days per year and at the end of the year (31-Dec) you have 25 days left the system will automatically Accumulate 16 days and 9 (nine) days will be carried over to the next year. If you start taking leave the next year the system will first take the 9 (nine) days into account (use the nine days) before it starts using the new years leave. The 16 days Accumulated can be paid out, taken as leave or kept till retirement (see the section on Accumulated Annual Leave). Permanent Employees Grade Days per Year

40 Temporary Employees that qualify for leave Grade Days per Year 11.2 and higher Note If a Permanent Part Time Employee applies for one leave day it will go of as one full day. For example if a Part Time Employee is appointed for half of a day and he/she applies for one leave day the leave transaction will go of as one leave day. SUN Sick Leave Permanent personnel qualify for 120 days Sick Leave (fully paid) for a cycle of 3 (three years) and 120 days (half paid) for a cycle of 3 (three) years. The cycle runs from Appointment date for 3 (three) years, before a new cycle starts. Temporary personnel qualify for 14 days Sick Leave for a cycle of 1 (one) year. The cycle runs from Appointment date for 1 (one) year. Sick Leave balance can not be negative. If you apply for Sick leave and the balance goes into a negative you will get an ERROR message (Fig. 36) and will not be able to continue. Fig. 36 When you receive this message, decrease your Sick leave application until your balance is 0 (zero). If there are still days left apply for Sick Leave Half Paid. Consult your leave administrator for your leave balances. SUN Sick Leave Half Paid When you apply for Sick Leave Half Paid and it extends over more than one month it must be captured per month. For example, Sick Leave Half Paid from 15-Jul-2005 till 12-Aug-2005 must be captured as follows: 15-Jul-2005 till 31-Jul-2005 and a new transaction 01-Aug-2005 till 12-Aug This is to certify that the payment for every month goes through correctly. If it is not captured per month you will get an ERROR message (Fig. 37). Fig. 37 Sick Leave Half Paid balance can not be negative. If you apply for Sick Leave Half Paid and the balance goes into a negative you will get an ERROR message. When you receive this message, amend your Sick Leave Half Paid application until your balance is 0 (zero). If there are still additional days leave required, apply for Sick Leave Unpaid SUN Sick Leave Unpaid When you apply for Sick Leave Unpaid and it extends over more than one month it must be captured per month. For example, Sick Leave Unpaid from 15-Jul-2005 till 12-Aug-2005, it must be captured as follows: 15-Jul-2005 till 31-Jul-2005 and a new transaction 01-Aug

41 till 12-Aug This is to certify that the payment for every month goes through correctly. If it is not captured per month you will get an ERROR message (Fig. 38). Fig. 38 An employee forfeits 1 twelfth of his/her annual leave for every 14 consecutive calendar days per month absent with unpaid sick leave. If 28 days 2 twelfth etc. SUN Sick Leave Temporary Personnel Temporary personnel qualify for 14 days Sick Leave for a cycle of 1 (one) year. The cycle runs from Appointment date for 1 (one) year. Sick Leave balance can not be negative. If you apply for Sick Leave Temporary leave and the balance goes into a negative you will get an ERROR message. When you receive this message, amend your Sick leave application until the balance is 0 (zero). If there are still days left apply for Sick Leave Unpaid. SUN Unpaid Leave When you apply for Unpaid Leave and it extend over more than one month it must be captured per month e.g. Unpaid Leave is from 15-Jul-2005 till 12-Aug-2005, it must be captured as follows: 15-Jul-2005 till 31-Jul-2005 and a new transaction 01-Aug-2005 till 12-Aug This is to certify that the payment for every month goes through correctly. If it is not captured per month you will get an ERROR message. An employee forfeits 1 twelfth of his/her annual leave for every 14 consecutive calendar days per month absent with unpaid sick leave. If 28 days 2 twelfth etc. SUN Study Opportunity Permanent personnel gets 24 days Study Opportunity per year. If you exceed 24 days per year you will get an ERROR message. When you receive this message, decrease your Study Opportunity application. If there are still Study Opportunity days you want to take, apply for Annual Leave. SUN Leave of Absence Personnel can take a Maximum of 15 working days per Occasion (Occasion is attending a Congress, meeting in Pretoria, overseas trip etc.) If you exceed the 15 working days per occasion you will get an ERROR message. When you receive this message, decrease your Leave of Absence application. If there are still Leave of Absence days you want to take, apply for Annual Leave. SUN Injury on Duty Leave This absence type is used when an employee is injured during working hours. SUN Continuation of Work Elsewhere This absence type is used when an employee is requested to work at a location different to his/her appointed location. 41

42 To enter or change any of the above details, click on the Leave of Absence function under the SUN Employee Self-Service menu and follow the steps below: Applying for Leave The Applying for Leave steps in this manual are followed for all leave applications. Step 1 The Leave of Absence form will open (Fig. 39). Fig. 39 Click on the Request form will open (Fig. 40) button to apply for leave. The Create an Absence Fig

43 Enter the following information: *Absence Type Absence Reason *Start Date End Date Comments and Supporting Information * Indicates required field Using the Drop Down box, select the relevant absence type. For further information see leave types. Click on the Drop Down button to enter a reason for taking the leave, e.g. Sick Leave must have a reason such as Pneumonia. Note: Certain types of leave such as Annual Leave do not have Absence Reasons. Click on the calendar and enter a Start Date. Click on the calendar and enter an End Date. Enter a comment or supporting information where applicable. This field is free text. Step 2 Click on button to calculate the amount of days that you want to take leave. The system will automatically calculate the amount of days by using the Start and End dates you provided on your leave request. Important If your absence request is for a half day, the amount of days calculated in the Days field (Fig7) must be manually overwritten e.g. when a person takes a half day, the system will calculate it as 1 day. It must be manually changed to 0.5 days. The 24 th of December is always a half day. Remember to change the Days field e.g. your absence request is for December of a specific year. The system will calculate the amount of days as 3 days when click on the Calculate Duration button. You need to manually change the amount of days to 2.5 days in the Days field. If you exceed the number of days accrued, the system will not allow you to proceed (Fig. 41). You have to amend the details in your absence request. To learn more about specific types of absence and their governing rules, please refer to Absence Rules in this training manual. Fig. 41 Click on the button in the Create an Absence Request form (Fig. 40). Step 3 43

44 In this step the system allows you to review your changes before you submit it to be saved (Fig. 42). Fig. 42 Review your changes and confirm the correct changes have been applied. Enter comments to the approver in the Comments to Approver section of the form. This is a free text area and will form part of the authorisation message to your supervisor. On the Review form, you can Add Approvers and Recipients as part of the approval process. To Add Approvers and Recipients, refer to the chapter: Adding Approvers and Recipients in this manual. You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document, a scanned doctor s certificate or flight details for a business trip, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 4 Once you have reviewed your changes and added comments and attachments if required, click on the button in the bottom right corner of your screen. The system will confirm that the changes have been submitted to your supervisor for authorisation (Fig. 43). 44

45 Fig. 43 Note If no scanners are available to include supporting documentation (for example a doctor s certificate) the supporting documentation must be forwarded to the Manager or the Leave Administrator. Step 5 Click on the button to return to the Main Menu. Corrections to Existing Absence Records (Transactions) Corrections can take place on two types of absence records. 1. A change on an absence record that has been approved but must still be taken. 2. A change on an absence record that has been approved and has been taken. Corrections on absence records are dealt with in two specific ways: Changes to a future dated absence record that was already approved: The initial absence request record must be amended. This could be as a result of your manager returning your online request for correction or you can identify a change yourself. The following process must be followed: Step 1 Click on the Leave of Absence function under the SUN Employee Self-Service menu. The Summary of Absences form will open (Fig. 44). Or, Select the notification that was returned from your manager in your Worklist section in the sun-e-hr Home page. When the notification opens, click on the View Details link to open the Update an Absence Record form (Fig. 45) Note: Absence records that are rejected by a manager will only generate an information notification informing you of the action taken. The system will automatically remove the record. 45

46 Fig. 44 Ensure that you select the correct record and click on the relevant Update button. Step 2 The Create an Absence Request form will open (Fig. 45) with the record detail that you selected. Change the Start and End Dates to reflect your new absence detail. Fig. 45 Important If your absence request is for a half day, the amount of days calculated in the Days field (Fig. 12) must be manually overwritten e.g. when a person takes a half day, the system will calculate it as 1 day. It must be manually changed to 0.5 days. The 24 th of December is always a half day. Remember to change the Days field e.g. your absence request is for December of a specific year. The system will calculate the amount of days as 3 days when click on the Calculate Duration 46

47 button. You need to manually change the amount of days to 2.5 days in the Days field. Click on the button in bottom right corner of your screen and complete the review steps as per Applying for Leave in this training manual. Changes to historic absence records: (For example the dates occur in the past) Contact your Leave Administrator to process corrections on leave approved and taken or for some reason not taken, but the dates occur in the past. Note For any leave balances please contact your leave administrator. 47

48 View My Information Under this function, you can view your own history and current information under the following headings: Employment Salary Absence Job Applications The function only provides you with your information. No detail can be updated using this function. Should you require that any of the information displayed below be changed, please contact the HR Helpdesk at To view any of the above detail, click on the My Information function under the SUN Employee Self-Service menu. The information form will open (Fig. 46) Fig. 46 The information form displays two sections namely: A summary of your information as of today s date (current information) (Top part of screen). Effective Date Assignment Start Date Job The date from when the current details became effective. The latest start date of the assignment (appointment). The job reflects the current job the employee holds. The system stores all the job attributes as one field. The attributes are separated by the pipe character in the field, e.g. the first attribute is the Job Code field, the second attribute is the English Job Name field and the third attribute is the Afrikaans 48

49 Location Address Performance Rating Years of Service Total Training Days Assignment Number Assignment End Date Department Manager Salary Performance Review Date Total Number of Absences Applications Exist Job Name. The rest of the attributes are used for statutory reporting and internal use. This field indicates the physical address of the Organisation Unit where the employee is situated in Stellenbosch University. This field indicates the employee s work address. The Performance Rating field reflects the employee s latest performance rating achieved (to be rolled out at a later stage). The Years of Service field displays the employee s number of years of employments at Stellenbosch University to date. This field is not utilized by Stellenbosch University. This field reflects a specific number that is allocated to an employee s assignment. The Assignment End Date will only be displayed when you are viewing history records for a specific assignment. This field indicates the employee s current department. This field indicates the employee s current manager. This Salary field displays the employee s latest salary (cost to company). The Performance Review Date field indicates the next performance review date for the employee (to be rolled out at a later stage). This indicates the number of absence records that exists for a specific employee. This field displays whether the employee has applied for vacancies within the University of Stellenbosch. Detailed historical information through today s date (Historical and Future Information) (Bottom part of screen). To view the historical data, you need to decide which information you want to see. Click one of the tabs, Employment, Salary, Absence, or Job Applications Follow the steps below to access information under each tab 49

50 Employment View Fig. 47 On the Employment Tab, your employment history records will be displayed. The following describes the fields displayed for each record: Assignment Number Assignment Start Date Assignment End Date Primary Assignment Job Grade This field reflects a specific number that is allocated to an employee s assignment. The latest start date of the assignment (appointment). The Assignment End Date will only be displayed when you are viewing history records for a specific assignment. The field indicates whether the assignment record you are viewing was a primary assignment for the stipulated period. The job reflects the current job the employee holds. The system stores all the job attributes as one field. The attributes are separated by the pipe character in the field, e.g. the first attribute is the Job Code field, the second attribute is the English Job Name field and the third attribute is the Afrikaans Job Name. The rest of the attributes are used for statutory reporting and internal use. The field shows which grade the person was/is on for the stipulated period. The sun-e-hr system stores the grade attributes as one field. The attributes are separated by the pipe character in the field, e.g. the attribute indicates the peromnes level and the second attribute shows the Scale Code of the employee. The rest of the attributes are for internal usage. 50

51 Department This field indicates the employee s current department. Location This field indicates the physical address of the organisation unit where the employee is situated in Stellenbosch University. Assignment Category The Assignment Category field indicates what category of employment you fell under for the stipulated period (Fulltime Permanent, Part Time Permanent, Fulltime Temporary, etc.) Address This field indicates the employee s work e- mail address. Click on the Show icon next to a specific record to view detailed information for a specific period in time (Fig. 47). Fig. 48 The fields displayed in the detailed information (Fig. 48) are described as follow: Assignment Status Manager Position People Group The field displays the status of the assignment for the stipulated period The Manager field displays your manager for the stipulated period The field shows which position was/is held for the stipulated period. The sun-e-hr system stores the position attributes as one field. The attributes are separated by the pipe character in the field. The first attribute indicates the Position Number, the second attribute displays the English Position Name and the third attribute indicates the Afrikaans Position Name. The rest of the attributes are used for statutory reporting and internal use. The field shows specific information related to Stellenbosch University e.g. Pension Basis, Medical Aid Details, etc. The sun-e- HR system stores the People Group 51

52 Latest Hire Date Work Hours Status Change Reason Business Group Derived Locale Hire Date Payroll Frequency attributes as one field. The attributes are separated by the pipe character in the field. The attributes in the People Group field are mostly used for Package Structuring and internal use. This field displays your latest hire date for continuous service The Work Hours field displays your Work Hours based on your employment contract for the stipulated period The Status Change Reason displays the reason why your assignment changed for a specific period. The Business Group field displays the company information This field indicates the area where you work, derived from the location that is link to your organisation unit (department). This field displays the earliest hire date irrespective of continuous service The Payroll field displays under which payroll your payment was/is processed for the stipulated period The Frequency field relates to the Work Hours and indicates whether the hours are weekly, daily, monthly, etc. To close the detailed information for a specific record click on the Hide icon. 52

53 Salary View Fig. 49 On the Salary Tab, your salary history records will be displayed (Fig. 49). The following describes the fields displayed for each record: Assignment Number Change Date Proposal Reason Annualized Salary Currency Primary Assignment Grade Salary Rate This field reflects a specific number that is allocated to an employee s assignment. This field shows the date from which the record started The Proposal Reason indicates the reason why the record was created e.g. New Appointment, Promotion, etc. This field shows your annual cost to company amount. This field indicates the currency in which your cost to company amount is paid The field indicates whether the assignment record to which the salary detail is attached was/is a primary assignment for the stipulated period. The field shows which grade the person was/is on for the stipulated period. The sun-e-hr system stores the grade attributes as one field. The attributes are separated by the pipe character in the field, e.g. the attribute indicates the peromnes level and the second attribute shows the Scale Code of the employee. The rest of the attributes are for internal usage. This field shows your annual cost to company amount. Depending on the design of the system, this field can also display the monthly cost to company. The Stellenbosch University only displays annual cost to company amount in this field because of specific requirements. The amount is therefore equal to the annualized salary 53

54 Salary Basis Increase Amount Next Review Date Component field The Salary Basis field is utilised for specific functionality (Salary Scales, etc) in the Human Resources Department. All Stellenbosch University employees will have the same value for this field. This field indicates the amount with which your cost to company amount increased for the stipulated period The Next Review Date field indicates the next performance review date for the employee. Click on the button in the field to view the breakdown of the increase if more than one change occurred for the stipulated period, e.g. you are promoted in the same month that you got an increase. Click on the Show icon next to a specific record to view detailed information for a specific period in time (Fig. 49). Fig. 50 The fields displayed in the detailed information (Fig. 50) are described as follow: Payroll Increase Percentage Salary Review Frequency Grade Mid Comparatio Salary Frequency Salary Review Period Grade Minimum Grade Maximum The Payroll field displays under which payroll your payment was/is processed for the stipulated period This field indicates the percentage with which your cost to company amount increased for the stipulated period This field indicates the frequency at which salary reviews should take place This field shows the mid point amount of the scale that is linked to your grade A comparison of the amount of compensation an employee receives with the mid point of the valid values defined for your grade Indicates the frequency at which your cost to company amount is calculated. This field relates to the Salary Review Frequency This field shows the minimum amount of the scale that is linked to your grade This field shows the maximum amount of 54

55 the scale that is linked to your grade To close the detailed information for a specific record click on the Hide icon. 55

56 Absence View Fig. 51 On the Absence Tab, your absence history records will be displayed (Fig. 51). The following describes the fields displayed for each record: Type Reason Actual Start Date Actual Start Time Actual End Date Number of Days Notified Date This field indicates the type of leave taken for the specific record This field shows the reason for the leave taken, if a reason was provided This field shows the actual start date of the leave taken for the specific record This field shows the actual start time of your leave taken for the record, if this was a requirement This field shows the actual end date of the leave taken for the specific record This field shows the number of days taken as leave for the record This field shows the date on which you requested the leave. Click on the Show icon next to a specific record to view detailed information for a specific period in time (Fig. 51). 56

57 Fig. 52 The fields displayed in the detailed information (Fig. 52) are described as follow: Category Projected Start Time Projected End Time Authorizing Person Projected Start Date Projected End Date Number of Hours Replacement Person This field shows the category of the type of leave for the specific record The field indicates the projected start time if your leave for this record was planned in advanced The field indicates the projected end time if your leave for this record was planned in advanced This field shows the person that authorised the specific leave record The field indicates the projected start time if your leave for this record was planned in advanced The field indicates the projected end time if your leave for this record was planned in advanced This field indicates the number of hours if the leave was broken down in hours This field indicates who would have taken over your duties while you were on leave for the specific leave record. The field is for information purpose only. This field can not be updated via Self-Service. Contact your Leave Administrator to enter a Replacement Person on a specific leave record To close the detailed information for a specific record click on the Hide icon. 57

58 Job Applications View Fig. 53 On the Job Applications Tab, your job application history records will be displayed (Fig. 53). The following describes the fields displayed for each record: Application Date Start Date End Date Application Status Job Applied For Department Applied For Vacancy Name Recruiter The date when the employee applied for the job. Start date of the application End date of the application The status of the employee s application, e.g. Active Application, Terminated, etc. The job for which the employee has applied for. The system stores all the job attributes as one field. The attributes are separated by the pipe character in the field, e.g. the first attribute is the Job Code field, the second attribute is the English Job Name field and the third attribute is the Afrikaans Job Name. The rest of the attributes are used for statutory reporting and internal use. Department in which the vacancy exist Name of the vacancy for which the employee applied for The name of the recruiting manager Click on the Show icon next to a specific record to view detailed information for a specific period in time (Fig. 53). 58

59 Fig. 54 The fields displayed in the detailed information (Fig. 54) are described as follow: Position Applied For Location Applied For Business Group Applied For Grade Applied For Derived Locale Applied For Requisition The vacant position the employee applied for. The sun-e-hr system stores the position attributes as one field. The attributes are separated by the pipe character in the field. The first attribute indicates the Position Number, the second attribute displays the English Position Name and the third attribute indicates the Afrikaans Position Name. The rest of the attributes are used for statutory reporting and internal use. This field shows the location of the vacant position for which the employee applied for. The Business Group Applied For field displays the company information at which the employee applied for the vacancy. Most will be Stellenbosch University. The field shows which grade the person applied for. The sun-e-hr system stores the grade attributes as one field. The attributes are separated by the pipe character in the field, e.g. the attribute indicates the peromnes level and the second attribute shows the Scale Code of the employee. The rest of the attributes are for internal usage. This field indicates the area where you applied for the vacancy, e.g. Tygerberg This field shows the requisition in which the vacancy is listed. This field is normally utilised for internal office use. To close the detailed information for a specific record click on the Hide icon. 59

60 Create or Change Special Information Special Information consists of groups of information specific to Stellenbosch University. Special Information required by Stellenbosch University is: Grievance Procedure The grievance procedure enables you to report a grievance against another employee or practice. The system automatically notifies the Human Resource Department to manage the grievance procedure once reported. Professional Registration Detail You can capture your registration detail regarding professional councils or other professional bodies such as Occupational Councils e.g. registration at the Medical Council, Industrial Psychologist Council etc. Training Detail Enter detail on Courses you have attended both inside Stellenbosch University and outside, for statutory requirements e.g. employment skills development reporting. To enter or change any of the above detail, click on the Special Information function under the SUN Employee Self-Service menu and follow the steps below: The special information type form will open (Fig. 56). Fig. 56 Log a Grievance Menu Path SUN Employee Self Service =>> Special Information =>> Grievance 60

61 Fig. 57 Step 1 Click on button to create a new record or alternatively click the button if you are changing an existing record (Fig. 57). Step 2 The Grievance Procedure form will open (Fig. 58). If you are updating an existing record, the detail of the selected record will be displayed. Fig. 58 If you are creating a new record, enter the following information: Date Initiated Reason Meeting Date Meeting Number Manager in Meeting Using the Calendar Icon Initiated., select a Date Click on the search functionality, to select a reason. Refer to the Introduction chapter on how to use the search functionality. Using the Calendar Icon, select a Meeting Date. You can enter a proposed date for when you want the meeting to take place, or once the meeting has taken place, enter the actual date. Click on the search functionality, to select a meeting number, e.g. First, Second or Third. Refer to the Introduction chapter on how to use the search functionality. Click on the search functionality, to select the manager that you would like to attend to your grievance. Refer to the Introduction chapter on how to use the search functionality. 61

62 Outcome of Grievance Start Date End Date Once a meeting has taken place, click on the search functionality to select an appropriate option for the outcome of the meeting. Refer to the Introduction chapter on how to use the search functionality. Using the Calendar Icon of the grievance. Using the Calendar Icon for the grievance., select a Start Date, select an End Date Click on the Information form. Click on the button in the bottom right corner of the screen to return to the Special button. Step 3 In this step the system allows you to review your changes before you submit it to be approved (Fig. 59). Fig

63 On the Review form, you can as part of the approval process. To Add Approvers and Recipients, refer to the chapter: Adding Approvers and Recipients in this manual. Review your changes and confirm that the correct changes have been applied. Enter comments to the approver in the Comments to Approver section of the form. This is a free text area and will form part of the supporting and authorisation message to your approver. You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 4 Once you have reviewed your changes and added comments and attachments if required, click on the button in the bottom right corner of your screen. The system will confirm that the changes have been submitted to your nominated Manager in Meeting for authorisation (Fig. 60). Fig. 60 Step 5 Click on the button to return to the Main Menu. Note Each grievance that is raised should be applied for individually. The grievance can only be viewed or updated once the nominated manager has approved the grievance application. Enter your Professional Registration Details Fig. 70 Step 1 Click on button to create a new record or alternatively click the button if you are changing an existing record. 63

64 Step 2 The Professional Reg. Details form will open (Fig. 71). If you are updating an existing record, the detail of the selected record will be displayed. Fig. 71 If you are creating a new record, enter the following information: Professional Reg. Details Start Date End Date Enter the details of the Professional Registration. Using the Calendar Icon, and select a Start Date. Using the Calendar Icon, and select an End Date if applicable. Click on the Information form. Click on the button in the bottom right corner of the screen to return to the Special button. Step 3 In this step the system allows you to review your changes before you submit it to be saved (Fig. 72). 64

65 Fig. 72 On the Review form, you can Add Approvers and Recipients as part of the approval process. To Add Approvers and Recipients, refer to the chapter: Adding Approvers and Recipients in this manual. Review your changes and confirm that the correct changes have been applied. Enter comments to the approver in the Comments to Approver section of the form. This is a free text area and will form part of the supporting and authorisation message to your approver. You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 4 Once you have reviewed your changes and added comments and attachments if required, click on the button in the bottom right corner of your screen. The system will confirm that the changes have been saved (Fig. 73). 65

66 Fig. 73 Step 5 Click on the button to return to the Main Menu. Create or Change Training Courses Attended Fig. 74 Step 1 Click on button to create a new record or alternatively click the button if you are changing an existing record. Step 2 The Training Detail form will open (Fig. 74). If you are updating an existing record, the detail of the selected record will be displayed. 66

67 Fig. 74 If you are creating a new record, enter the following: Training Year Enter the year in which the training was done. Internal Training (Stellenbosch University) Click on the search function and select an option if the training was internal or not. Refer to the Introduction chapter on how to use the search functionality. Type of Training Click on the search function and select an option if the training type. Refer to the Introduction chapter on how to use the search functionality. Course Title or Training Provided Enter the course title or the name of the training provided. Other Training Done Enter the name of other training that was done. Internal Cost of Training Enter a value for the internal cost of training. Internal Instructor Click on the search function and select an internal instructor. Refer to the Introduction chapter on how to use the search functionality. External Cost of Training Enter the value for the external cost of the training. Name of External Provider Enter the name of the external training provider. Lead to Formal Qualifications Click on the search function and select an option if the training lead to formal qualification. Refer to the Introduction chapter on how to use the search functionality. Training Status Click on the search function and select an option for the training status. Refer to the Introduction chapter on how to use the search functionality. Start Date Using the Calendar Icon, and select a Start Date for the training. End Date Using the Calendar Icon, and select an End 67

68 Date for when the training was completed. Step 3 Click on the on the button. button. The Special Information Type (Fig. 75) screen will appear, click Fig. 75 Step 4 In this step the system allows you to review your changes before you submit it to be saved (Fig. 76). 68

69 Fig. 76 On the Review form, you can Add Approvers and Recipients as part of the approval process. To Add Approvers and Recipients, refer to the chapter: Adding Approvers and Recipients in this manual. Review your changes and confirm that the correct changes have been applied. Enter comments to the approver in the Comments to Approver section of the form. This is a free text area and will form part of the supporting and authorisation message to your approver. You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a 69

70 scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 5 Once you have reviewed your changes and added comments, approvers and recipients, and attachments if required, click on the button in the bottom right corner of your screen. The system will confirm that the changes have been saved (Fig. 77). Fig. 77 Step 6 Click on the button to return to the Main Menu. Deleting your Special Information For the purpose of this training manual, a grievance record will be deleted. All Special information records are deleted in the same manner. Menu Path SUN Employee Self Service =>> Special Information =>> Grievance Fig. 78 Step 1 Select the grievance that you wish to delete and click on the part of special information in this case Grievance Procedure (Fig. 78). button, relevant to the Step 2 The Special Information Type screen will open indicating a Deleted status (Fig. 79). Click on the button on the bottom right corner of your screen. 70

71 Fig. 79 Step 3 In this step the system allows you to review your changes before you submit it to be approved. (Fig. 80) Fig. 80 On the Review form, you can as part of the approval process. To Add Approvers and Recipients, refer to the chapter: Adding Approvers and Recipients in this manual. Review your changes and confirm that the correct changes have been applied. Enter comments to the approver in the Comments to Approver section of the form. This is a free text area and will form part of the supporting and authorisation message to your approver. 71

72 You can add attachments in the Additional Information section of the form as part of supporting documents, for example, an message, Microsoft Office document or a scanned document, confirming the change that you are making on the system. To add an attachment, refer to the chapter: Adding Attachments in this manual. Step 4 Once you have reviewed your changes and added comments and attachments if required, click on the button in the bottom right corner of your screen. The system will confirm that the changes have been submitted to your nominated Manager in Meeting for authorisation (Fig. 81). Fig. 81 Step 5 Click on the button to return to the Main Menu. 72

73 View your Payslip The system allows you to view your payslips on Self-Service. New payslips will become available each month after the Payroll process is complete. Note The system will hold payslips for payrolls run on Oracle. This means that history will only be available from March If you need to view your payslips before this date, please refer to the sun-e-hr FAQ s homepage. To view the payslips click on the Payslip function under the SUN Employee Self-Service menu. The system will display your latest payslip details on the screen (Fig. 82). Fig

74 To view previous payslips after March 2005, click on the drop down box under the Choose a Payslip field (Fig. 83). Select the payslip you want to view and click on the button Fig. 83 Note: The system will hold payslips for employees with multiple assignments on Oracle. This means that you will be able to view your payslip per assignment, but the printed payslips will be per payroll. 74

75 Enter Professional Details Create or Change your Curriculum Vitae The system allows you to store your Curriculum Vitae on the system for easy access when applying for a job on the Oracle HRMS. To enter or change the above detail, click on the Curriculum Vitae function under the SUN Employee Self-Service menu and follow the steps below: Step 1 The Resume form will open (Fig. 84). Fig. 84 You can capture your resume or copy and paste text from another document. You can not insert any pictures in your resume. Text will be plain i.e. not formatted, not bold nor different fonts etc. Once you have completed your resume, click the OK button to return to the Home Page 75

76 Manage your Package Structuring Package Structuring is a current process that exists within Stellenbosch University. Although, package structuring will be accessed via the sun-e-hr application, the process remains as an external component. The Package Structuring process allows you to model your total cost to company at various periods such as: Medical Aid change option annually. New Appointments. Annual Package Increase. Promotion Structuring your Package The following options are available when structuring your package: View Only - This option is used by all Permanent employees that have an active assignment. - In this option you can change you re amounts to see how it will affect you re take home salary, but you won t be able to save any changes on the system. - This is only a View Only option. Choose Package Options - This option is used for new employees that are required to structure their package on appointment. - When you are promoted, you are required to use this option to structure your package for the first time after your promotion. - When annual package increase takes place, you are required to access this option to structure your package for the first time after your annual package increase has been allocated. - If any of the abovementioned scenarios are applicable to you and you have completed and saved the package structuring via Choose Package Options and wish to make additional changes, you can restructure your package via Choose Package Options. Should for any reason, you wish to revert to the original package structure before any changes were done via Choose Package Options, you can to this by clicking on Choose again, start from scratch and accept the original structure. Choose again, start from scratch - This option is used if you wish to make changes to the original structure made via Choose Package Options. - This option can be accessed as many times before the closing date for package structuring. To structure your package, follow the process below: Menu Path SUN Employee Self Service =>> Package Structure (External Link) If you are accessing Package structuring for the first time, all of you re active Permanent assignments will show. Choose the assignment you want to structure and click on the button to make changes to you re package. If you want to make 76

77 changes to your previous package structure, click on the button. The package structure window will open (Fig. 85 This figure stretches over several pages) 77

78 78

79 Fig. 85 Structure your package and click on the button to continue. 79

80 Adding Attachments on Transactions The functionality to add attachments to your transactions occur throughout Employee Self- Service. When you want to add attachments follow the steps below. Step 1 Click on the link under Attachments in the Additional Information section. The attachment form will open (Fig. 86). Fig. 86 Click on the button to add a new attachment. Step 2 The Add Attachment form will open (Fig. 87) Fig. 87 Enter the following information: Description Enter a description of the attachment e.g. 80

81 Category Name Marriage Certificate Scanned Copy Select Miscellaneous from the drop down list. Currently this is the only value that you can select from the list. Under the Attachment Type section select the type of attachment by select one of the following: File You can add any file that is stored on your desktop computer or on servers connected to your desktop computer. To add a file, click on the button. The Choose file window will open (Fig. 88) which will enable you to select a file. Fig. 88 Click on the button once you have selected the file you want to attach. The system will automatically store the address of the file in the File field under the Attachment Type section. Note Please note that the University of Stellenbosch has standardized on the Microsoft Windows operating system and Microsoft Office suite. JPG and PDF files are also widely used. If you attach any other file types, the chances are that it cannot be read by the recipient. URL You can enter any web page address (URL) in the URL field Text You can enter any text as an attachment. The system provides an optional Text Name field to add a name for the text you add. The name 81

82 Once you have confirmed that the correct file has been selected, click on the to close the Add Attachment form. button Step 3 The Attachments form will open with your added attachment (Fig. 89) Fig. 89 Click on Note button to continue your process. Please note that it is critical to click on the button or else your attachment will not be linked to your specific transaction and your transaction/change will not be submitted for approval or saved. 82

83 Adding Approvers and Recipients on Approval Notifications To add Approvers and Recipients, follow the steps below: Fig. 90 Step 1 Click on the Add Approvers and Recipients button to add approvers and recipients. Step 2 Click on the search button to add an approver (Fig. 91). Click on the drop down box and select the Add Approver After. This means that the approver that has been added will be the next approver after the Add Approver After that was selected. Click on the button. Follow the same procedure to add a recipient. Fig

84 Click on the button. Step 3 Click on the button on the bottom right corner of your screen. Fig. 92 Step 4 Once you click on the Apply (Fig. 92) button, the Review screen will open. This form allows you to review your changes before you forward your changes for approval (Fig. 93). 84

85 Fig. 93 Step 5 Once you have reviewed your changes and added comments, approvers and recipients, and attachments if required, click on the button in the bottom right corner of your screen. The system will confirm that the changes have been saved (Fig. 94). Fig. 94 Step 6 Click on the button to return to the Main Menu. 85

86 Reports Leave Balance Report In the SUN Employee Self-Service functionality the system lets you view your Annual Leave Balance. To view your Annual Leave balance, click on the Leave Balance Report function under the Reports menu and follow the steps below: Fig. 95 The Submit window will open. You will submit your balance report from this window once you have entered an effective date in the DATE field. The date format is always in the following format: DD-MON-YYYY (e.g. 01-JAN-2005 where the month is always the first three letters of the month in English). Once you have entered the date field click on the button. Note: All leave days and accruals are calculated up until the effective date that you provide. Any leave that has been approved on the system after this date will not be taken into consideration. 86

87 Fig. 96 Your annual leave balance will be displayed once the report has run. Each of the items as in Fig. 96 is explained in the report under the Notes section. 87

88 Documents of Record The Documents of Record function allows you to view documents that are attached to a specific person based on specific Documents Types. Managers will be allowed to manage documents for direct reports. In order to manage Documents of Record, follow the steps below: Select the Documents of Record function from the SUN Employee Self-Service responsibility in sun-e-hr. The Documents of Record: People in Hierarchy form will open (Fig. 97). Fig. 97 Select the person on whose record you want to affect a change or view documents and click on the Action icon. The Documents of Record for Person form will open (Fig. 98). Fig. 98 Click on the Show Search Options link to view the options with which you can conduct searches on the different Document Types that are linked to a person. Searches would normally be required where a person have many different Document Types attached to his record that spans across many different periods. The search options will appear (Fig. 99). 88

89 Fig. 99 Enter specific search criteria to view only specific Document Types and click on the button. Click on the View button (Fig. 99) next to the Document Type to view the attached documents. The View Document of Record form will open (Fig. 100) Fig. 100 To open a document, click on the File Name of the document that you want to open. The document will open. The following Documents Types are available under the Document of Record function: Document Type Description 2006 Feedback on Lecturer Used for student feedback only 2006 Feedback on Modules Used for student feedback only 2006 Feedback on Programs Used for student feedback only 2007 Feedback on Lecturer Used for student feedback only 2007 Feedback on Modules Used for student feedback only 2007 Feedback on Programs Used for student feedback only Job Description Generic Document Type for employees with regard to Performance Management Performance Contract Generic Document Type for employees with 89

90 Training Needs regard to Performance Management Generic Document Type for employees with regard to Performance Management 90

91 91