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EmployeeSelfService(ESS)
QuickReferenceGuide
ESS User
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Contents
EmployeeSelfService(ESS)UserQuickReferenceGuide
5
IntroductiontoESS
5
GettingStarted
6
Prerequisites
6
AccountActivation
7
HowtoactivateyouESS UserAccount(FormsAuthentication)
7
HowtoactivateyouESS UserAccount(WindowsAuthentication)
8
Login
9
HowtoLogin(FormsAuthentication)
9
HowtoLogin(WindowsAuthentication)
9
SummaryScreen
10
NavigationOptions
10
SummarySection
11
AccessingInformationandSubmittingRequests
12
PersonalDetails
12
FamilyDetails
12
Payslips
13
IRP5s
13
Leave
14
ApplyforLeave
14
LeaveCalendar
15
Example-TypicalESSLeaveRequestWorkflow
15
LeaveinProgress
15
LeaveCalendar
16
LeaveBalances
17
LeaveReport
17
CancelPostedLeave
17
OvertimeMenu
18
©CopyrightSageVIP2013
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ApplyforOvertime
18
AddinganOvertimeItem
18
Submittingarequest
19
Savingarequest
19
Updatingarequest
19
Deletingarequest
19
Overtime RequestsInProgressPage
19
EmployeeOvertimeReport
20
Criteria
20
Options
20
ViewReport
20
Claims
20
ApplyforClaims
21
AddingaClaimsItem
21
Submittingarequest
21
Savingarequest
21
Updatingarequest
22
Deletingarequest
22
Claims RequestsInProgressPage
22
EmployeeClaimsReport
22
Criteria
22
Options
23
ViewReport
23
DocumentAttachments
24
HowtoAttachDocuments
24
Passwords(FormsAuthenticationOnly)
25
ForgottenPassword
25
ChangingyourPassword
25
ManagementTasks
26
©CopyrightSageVIP2013
RequestApproval
26
LeaveReports
26
'OutofOffice'Feature
27
HowtoActivatethe‘OutofOffice’Feature
27
©CopyrightSageVIP2013
EmployeeSelfService(ESS)UserQuickReferenceGuide
Thepurposeofthisquickreferenceguideistoprovideyouwithbasictoolsandguidelinesonhowtostartusingthe
ESSApplicationforthefirsttime,howtoaccessinformationandhowtosubmitrequestsusingESS.
ThisguideoffersastepbystepexplanationofallaspectsnecessaryforthesuccessfuluseoftheESSApplication.
TodownloadaPDFversionofthisESS UserQuickReferenceGuide,click
here.
IntroductiontoESS
TheEmployeeSelfService(ESS)Applicationisawebbasedapplicationthatgivesyouaccesstoinformationfrom
youremployeerecordinthepayroll.
Dependingonthemodulesthathavebeenimplementedbyyourcompany,youwillhaveaccesstosomeorallofthe
followinginformation:
l
Viewingandeditingofpersonalinformationsuchas:
l
Personaldetails
l
Emergencycontactdetails
l
Bankingdetails
l
Residentialandpostaladdresses
l
Viewing,editingandaddingdetailsoffamilymembers
l
Leaveinformation
l
Applyingforleave
l
Viewingstatusofcurrentleaverequests
l
Viewingleavebalances
l
Viewingagraphicalleavecalendar
l
Viewingleavetransactionhistory
l
Cancellingleavetransactions
l
Payslipinformation
l
Viewingofcurrentandhistoricalpayslips
l
Printingofpayslips
l
ExportingpayslipsPDF
l
IRP5information
l
ViewingofcurrentandhistoricalIRP5s
l
PrintingofIRP5s
l
ExportingIRP5stoPDF
l
Claims
l
Submittingvariousclaims
l
Viewingclaimhistory
l
Overtime
l
Submittingovertime
l
Viewingovertimehistory
l
PerformanceReviews
l
CompletingPerformancereviewsforyourself
l
CompletingPerformancereviewsforcolleagues
Page5of27
GettingStarted
Thissectiondescribesthefollowingprocesses:
l
PrerequisitesnecessarytosuccessfullyuseESS
l
ESS Accountactivation
l
ESS Loginprocess
l
TheESS UserSummaryscreen
Prerequisites
InordertouseEmployeeSelfService(ESS),youwillneedthefollowing:
l
AccesstoaPCwitharecommendedscreenresolutionof1024x768pixels.
l
AccesstothenetworkonwhichtheESSApplicationishosted.
l
Amodernwebbrowser.Mostwebbrowsersaresupportedatthecurrentversionsavailable.
l
Anemailaccount
l
YouwillreceiveanaccountactivationemailtoactivateyourESSuseraccount
l
Youwillreceivenotificationsofrequestsubmissionandsubsequentactionsviaemail
l
AdobeReader8.0orhigher
l
ThisisrequiredinordertoviewpayslipsandIRP5s
Page6of27
AccountActivation
BeforeyoucanusetheESSApplication,youneedtoactivateyourESSUserAccount.Aspartoftherolloutofthe
ESSApplication,youwillreceiveanactivatione-mail.
VeryImportant:DoNOTforwardthise-mailtoanyoneelse,asitcontainsauniquelinktoyouremployeerecordinthe
payroll.
Thee-mailhasanactivationlinkaswellasdetailsoftheinformationthatyouwillberequiredtoentertocompletethe
activationprocess.
HowtoactivateyouESS UserAccount(FormsAuthentication)
ThissectiondescribeshowtoactivateyourESS UserAccountifyourcompanywillbemakinguseofseparateuser-
name\passwordcredentialsforESS thatarenotlinkedtoyourcorporateuseraccount.
1. Clickonthelinkcontainedinthee-mail.
2. Thiswillopenyourdefaultwebbrowser,takeyoutotheESS websiteandopentheAccountActivationwin-
dow.
3. DependingontheoptionselectedbyyourESS administrator,theUsernamefieldmayhaveoneofthefol-
lowingproperties.
Usernamefieldhasadefaultusernameandiseditable
Iftheusernamefieldcontainsadefaultusernameandiseditable,i.e.hasawhitebackground,thenyoucan
eitheracceptthedefaultusername(makeanoteofthisusername)orchangetheusernametoonethatyoucan
easilyremember.
Usernamefieldisblankandiseditable
Iftheusernamefielddoesnotcontainausername,enteryourpreferredusername.
TIP:Usethesameusernamethatyouuseforothercorporatesystemstomakeiteasiertorememberyour
username.
Usernamefieldhasadefaultusernameandisnoteditable
Iftheusernamefieldcontainsadefaultusernameandisnoteditable,i.e.hasagreybackground,thenyoucan-
notchangetheusername.Makeanoteoftheassignedusername.
4. EnteryourpreferredPassword.
5. ConfirmyourPassword.
6. Confirmyouremailaddressiscorrect.
ThisistheemailaddressthatESSwilluseforallrelevantESS Correspondence.Changingthisemailaddress
willnotupdateanyothersystems.
7. ClickontheActivateAccountbutton.
YouhavenowactivatedyourESSUserAccountandcannowusetheEmployeeSelfServiceApplication.
Page7of27
HowtoactivateyouESS UserAccount(WindowsAuthentication)
ThissectiondescribeshowtoactivateyourESS UserAccountifyourcompanywillbemakinguseofActiveDir-
ectoryAuthentication(SingleSignOn)thatislinkedtoyourcorporateuserprofile.
1. Clickonthelinkcontainedinthee-mail.
2. Thiswillopenyourdefaultwebbrowser,takeyoutotheESS websiteandopentheAccountActivationwin-
dow.
Youmaybepromptedbyyourwebbrowserforyourusernameandpassword.Ifso,enteryourcorporate
domain\usernameandpassword.
3. TheUsernamefieldwilldisplayyourcorporateusername,asdetectedbythebrowser.Thiscannotbe
changed.
4. Confirmyouremailaddressiscorrect.
ThisistheemailaddressthatESSwilluseforallrelevantESS Correspondence.Changingthisemailaddress
willnotupdateanyothersystems.
5. ClickontheActivateAccountbutton.
YouhavenowactivatedyourESSUserAccountandcannowusetheEmployeeSelfServiceApplication.
Page8of27
Login
OnceyouhaveactivatedyourESSUserAccount,youcanbeginusingtheESS Application.
ToaccesstheESS Application,clickonthelinkthatwasprovidedinyouroriginalactivationemail.
TIP:AddtheESS websitetoyourwebbrowserbookmarksorfavourites.
HowtoLogin(FormsAuthentication)
WhenusingFormsAuthentication(i.e.usernamenotlinkedtocorporateprofile)youcanusetheLoginlinksonthewel-
comepagetologintotheESSApplication.
TherearethreeLoginlinks:
l
Inthetopribbonmenu
l
Ontheleftsideofthescreeninthemenu
l
Loginbuttoninthecentreofthepage
ClickononeoftheLoginlinksandtheLogindialoguewillopen.
EnteryourUsernameandPasswordandclickonOKtologintotheESSapplication.
Iftheincorrectpasswordisenteredfivetimes,youruseraccountwillbelockedandtheESS Administratorwillneedto
unlocktheaccount.
YouwillthenbetakentotheSummaryScreen.
HowtoLogin(WindowsAuthentication)
WhenusingWindowsAuthenticationthereisnoneedforadditionallogin.SimplyopentheESS websitelink(froman
email,browserbookmarkoryourintranet).
Youmaybepromptedbyyourwebbrowserforyourusernameandpassword.Ifso,enteryourcorporatedomain\user-
nameandpassword.
TheESS websitewillopenandyouwillbetakentotheSummaryScreen.
Page9of27
SummaryScreen
WhenyouhaveloggedintotheESSapplication,youwillbedirectedtotheEmployeeSummaryScreen,whichcon-
sistsof3mainsections:
l
Navigationbar
l
Menu
l
ContentArea(SummarySection)
NavigationOptions
YouhavetheoptionofeitherusingtheMenu(ontheleft-handsideofthewebpage)ortheNavigationBar(abovethe
contentarea)toaccessthevariousfeaturesofESS.
TheavailablenavigationoptionswilldependontheESSfeatureswhichyourpayroll/HRdepartmenthaveactivated.
Page10of27
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