Employee Self Service. An Introduction to Premier ESS

Transcription

1 Employee Self Service An Introduction to Premier ESS

2 ESS allows the employee access to a range of information stored within the payroll. Some of the information you may have access to includes : Viewing and editing of personal information Viewing, editing and adding details of family members Viewing of leave balance and applying for leave Viewing of payslips and exporting to various formats e.g. PDF Claims and overtime applications

3 What is required to get started on ESS Access to a PC A web browser e.g. Internet Explorer 8 or Mozilla Firefox 3. An account You will receive an with instructions on how to activate your account

4 Activating your ESS account Before you can use the ESS application, you need to activate your ESS user account. ESS Administrators will send you an activation , similar to that shown on the next slide. The has an activation link as well as details of the information that you will be required to enter to complete the activation process. Very Important: Do NOT forward this to your colleagues, as it contains a unique link to your employee record in the payroll system.

5 - Internal link - External link

6 Activating your ESS account To complete the activation process, click on the link contained in the . This will direct you to the account activation screen: 1. Your ARA number is used for your username e.g. ARA1000 ARA Complete the required information and click on the Activate Account Button 3. Congratulations, you have activated your ESS your ESS user account and can now login to use Employee Self Service

7 Logging In Once your registration has been activated, you can use the Login links on the welcome page to login to the ESS Application LOGIN

8 Logging In TIP: Bookmark this screen in your web browser for future reference. Enter your Username and Password and click on OK to login to the ESS application

9 Employee Summary screen When you login to ESS, you will be directed to the Employee Summary screen. There are 3 main sections: Navigator bar Menu Content area (Summary)

10 Navigator Bar Content Area Menu Bar

11 Employee Summary screen Navigator bar Menu The user has the option of either using the menu (on the left-hand side of the webpage) or those in the Navigation Bar (above the content area). The available options will depend on the features which your payroll / HR department have selected to activate for you.

12 Employee Summary Screen: Summary Section The Summary area consists of various sections: o o o o o Inbox Requests in Progress Saved Requests Payslips & IRP5 s (IRP5 s for South Africa only) Request History The Inbox section displays mail transactions between you and your approvers. The Requests in Progress section displays a summary of all your requests that are currently in progress (i.e. that have been submitted but have not been approved by your final approver yet). The Payslips section displays a summary of all your Payslips (current and archived) that are available to be viewed. The Request History section displays posted, declined and deleted requests.

13 Personal Details This is found under Employee Menu Personal Details Emergency Contact Details Banking Details Reporting Address Residential Address Postal Address Other details These types of requests are usually directed to your HR or Payroll department for approval.

14 Leave From the Leave options on the menu, Submenus available are: Apply for Leave Leave In Progress Leave Balances

15 Applying for leave The following fields need to be completed: o Leave Type o From Date o To Date o Comments The system will automatically calculate the number of days requested based on the dates selected, and will exclude public holidays and other non-working days as defined on the payroll. Should it be necessary, the Days Requested can be overwritten. E.g. when taking a half day of leave, this can be changed to a 0.5 There is also a comments field that can be completed if additional information needs to be provided. Once all of the fields have been completed click on the Submit Request button to submit the leave request to workflow. You will receive an confirming that the request has been submitted to workflow.

16 Apply for leave: To apply for leave, select the Apply for Leave option. This will open the Leave Request screen. This is a summary of the leave balance ARA1000 Annual Maternity Examination Paternity Sick E.t.c

17 Leave in progress You can view the status of leave request by clicking on the Leave in Progress link on the menu. This will open the Requests In Progress screen which will list all current requests. Details of the request are displayed including details of the request and to whom it is assigned.

18 Leave balances Details of each leave type are given, including the following detail: Cycle Entitlement Leave Due at start of the current leave period Leave entitlement for the current period Leave taken in the current period Transactions pending approval in workflow Transaction cancellations pending approval in workflow Total leave due There is also a link on each leave line to access the detail of all historical transactions for the particular leave type. This will display a list of transaction for the particular leave type, with the detail of each transaction, as shown on the next slide.

19 Leave balances When you click on cancel, you can cancel the selected transaction, this follows the same process as leave applications and needs to be approved by the manager.

20 Overtime Claims Steps to follow when submitting overtime claims: 1. Select the type of overtime e.g. Overtime (weekdays) 2. Select the dates, enter the amount of units and click on add 3. Submit the request for approval

21 Other Claims and Advances Other claims and Advances are available as they have been implemented in the payroll system CLAIMS Travel Ticket Claim Visa Fee Processing Claim Rotation Claim Simulator Claim Night Stop Allowance Claim ADVANCES: Travel Advance Work Advance Salary Advance

22 Passwords & Usernames If the ESS user enters the incorrect username and/or password, they will receive a message on the login screen: Your username and/or password is not valid. If the wrong password is entered wrong more than 3 times then the user s account will be locked out. The account can only be unlocked by the administrator Should a user have forgotten their username then they must query the administrator to provide them with their username.

23 Forgotten your password

24 Forgotten your password This will open the Forgot Your Password screen Enter your username and address (as held in the ESS database). The system will validate that the username and address as the same as those held in the ESS database. If these validate, then a new password will be automatically ed to the user. TIP: Once you ve received your password, please change it back to something you will remember

25 Forgotten your password If these validate, then a new password will be automatically ed to the user. TIP: Once you ve received your password, please change it back to something you will remember

26 Changing your password Should you wish to change your password or need to change the system generated password after resetting your password. This can be done after logging into the application. Click on the Change Password link on the menu, which will open the Change ESS Password screen

27 Changing your password You will be prompted for your current password, your new password and a confirmation of your new password. You can then click on the Change Password button to change your password. You will then receive a confirmation that the password has been successfully changed.