SummarySection
TheSummaryareaconsistsofvarioussections:
l
PerformanceReviews
l
RequestsinProgress
l
Payslips
l
IRP5s
l
RequestHistory
ThePerformanceReviewssectiondisplaysoflistofPerformanceReviewsthatneedtobecompletedforyourself
and/orcolleagues.
TheRequestsinProgresssectiondisplaysasummaryofallyourrequeststhatarecurrentlyinprogress(i.e.that
havebeensubmittedbuthavenotbeenapprovedbyyourfinalapproveryet).
ThePayslipssectiondisplaysasummaryofallyourpayslips(currentandarchived)thatareavailabletobeviewed.
TheIRP5ssectiondisplaysasummaryofallyourIRP5s(currentandarchived)thatareavailabletobeviewed.
TheRequestHistorysectiondisplaysasummaryofallpastrequeststhathavebeenprocessedviathe
ESS Application.
IncludedintheESSApplicationisanelectronichelpfile.Thisfileprovidesdetailedinformationabouteverythingyou
needtoknowaboutusingtheapplication.ThisfilemaybeaccessedfromtheSummaryPage:ClickonHelp,then
clickonUserHelp.
Page11of27
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AccessingInformationandSubmittingRequests
PersonalDetails
Youcanviewyourpersonaldetailsastheyarerecordedinthepayroll,byselectingthePersonalDetailoptionunder
theEmployeesectionofthemenuornavigationbar.
ThiswilldisplaythePersonalDetailsScreen.Thisscreenissplitintothefollowingsections:
o
PersonalDetails
o
EmergencyContactDetails
o
BankingDetails
o
ReportingAddress
o
ResidentialAddress(requiredbySARSinRSA)
o
PostalAddress(requiredbytheSARSinRSA)
o
Otherdetails
Ensurethatalloftherelevantinformationhasbeencompleted.Fieldsthathavenotbeencompleteorrequireupdating
canbeupdatedandthensubmittedforapprovalandupdatingofthepayroll.
Onceyouhavecompletedthenecessaryfieldsthatneedupdating,clickontheSubmitRequestbuttontosubmitthe
changestoworkflowforapproval.
ThesetypesofrequestsareusuallydirectedtoyourHRorPayrolldepartmentforapprovalandsubsequentupdating
ofyourpayrollrecord.
FamilyDetails
Youcanadd,vieworeditdetailsoffamilymembersastheyarerecordedinthepayroll,byselectingtheFamilyDetail
optionundertheEmployeesectionofthemenuornavigationbar.
Thisfeatureallowsforthefollowingfunctionality:
o
Viewdetailsoffamilymembersthathavebeenlinkedtoyouremployeerecord
o
Editdetailsofexistingfamilymemberrecords
o
Deleteexistingfamilymemberrecords
o
Addnewfamilymembers
Thefamilymemberrecordallowsforthefollowinginformationtobecaptured:
o
Relationship
o
MedicalAiddependency
o
FullName
o
DateofBirth
o
ID Number
o
Cellphonenumber
o
Workphonenumber
o
Homephonenumber
o
Emailaddress
o
Addressdetails
Page12of27
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o
ContactPriority
o
Detailsoffundbeneficiarystatus
Payslips
YoucanviewyourcurrentandhistoricalpayslipsbyselectingthePayslipsoptionundertheEmployeesectionofthe
menuornavigationbar.
HistorypayslipsareonlystoredfromthedatethattheESS Applicationwasimplemented.
Alistofavailablepayslipswillbedisplayed.Toviewanindividualpayslip,clickontherelevantViewlink.Theselec-
tedpayslipwillbedisplayedonthescreen.
Thereisamenubarjustabovethepayslipthatallowsforthefollowingactions:
o
Printcurrentpage
o
Printallpages
o
ExporttoPDF
o
ExporttoPDFandopeninanewwindow
ThereisalsoanoptiononthePayslipspagetoExporttoPDFwithouthavingtofirstviewthepayslipinthebrowser.
IRP5s
YoucanviewyourcurrentandhistoricalIRP5taxcertificatesbyselectingtheIRP5soptionundertheEmployeesec-
tionofthemenuornavigationbar.
HistoryIRP5sareonlystoredfromthedatethattheESS Applicationwasimplemented.
AlistofavailableIRP5swillbedisplayed.ToviewanindividualIRP5clickontherelevantViewlink.Theselected
IRP5willbedisplayedonthescreen.
ThereisamenubarjustabovetheIRP5thatallowsforthefollowingactions:
o
Printcurrentpage
o
Printallpages
o
ExporttoPDF
o
ExporttoPDFandopeninanewwindow
ThereisalsoanoptionontheIRP5spagetoExporttoPDFwithouthavingtofirstviewtheIRP5inthebrowser.
IRP5saretheIncomeTaxcertificatesissuedtoemployeeintheRepublicofSouthAfrica.Taxcertificates
forothercountriesarenotsupportintheESSapplicationatthistime.
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Leave
FromtheLeavemenu,thefollowingoptionsareavailable:
o
ApplyforLeave
o
LeaveInProgress
o
LeaveBalances
o
LeaveCalendar
o
LeaveReport
o
CancelPostedLeave
ApplyforLeave
Toapplyforleave,selecttheApplyforLeaveoptionfromthemenu.ThiswillopentheLeaveRequestScreen.
Tocompletealeaverequest,thefollowingfieldsneedtobecompleted:
o
LeaveType
o
FromDate
o
ToDate
o
Reason
o
Comments(optional)
AdditionalfieldsmayneedtobecompletedforSickLeave:
o
Doctor'sName
o
PracticeNumber
o
ConfirmationofSicknote(ifrequired)
Thesystemwillautomaticallycalculatethenumberofdaysrequestedbasedonthedatesselected,andwillexclude
publicholidaysandothernon-workingdaysasdefinedonthepayroll.
Shoulditbenecessary,theDaysRequestedcanbeoverwritten.
E.g.whentakingahalfdayofleave,thiscanbechangedtoa0.5
OnceallofthefieldshavebeencompletedclickontheSubmitRequestbuttontosubmittheleaverequesttowork-
flow.
Youwillreceiveanemailconfirmingthattherequesthasbeensubmittedtoworkflow.
Astherequestprogressesthroughtheworkflowandisapprovedordeclinedbytherelevantapprover(s),emailnoti-
ficationswillbesenttoyouandtherelevantapprovers.
TheESS ApplicationwillreflectyourcompaniesleavepolicyasithasbeenconfiguredintheLeaveManagementmod-
ule.
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LeaveCalendar
Aleavecalendarwillbedisplayedjustbelowtheleaverequestfields.Thecalendarwillautomaticallycentreitselfon
themonthcorrespondingtothemonthoftheLeaveStartDateselected,andwilldisplayinformationfortwomonths
priortothatdateaswellastwomonthafterthatdate,givingdetailforatotalof5months.
Thecalendarwillincludethefollowinginformation:
o
Theemployeesnon-workingdays(usuallyweekends)
o
PublicHolidays
o
Approvedleave
o
Leaverequestsstillinworkflow
Example-TypicalESSLeaveRequestWorkflow
1. Youapplyforleave.
2. Theleaveapproverwillbenotifiedoftheleaverequestviae-mail.
3. Theleaveapprovermayselecttoapproveordeclinetherequest.
4. Oncetheapproverhasapprovedtherequest,itwillbeforwardedtothenextlevelforapproval.
5. Youwillreceiveaconfirmatione-mailaftertheleaverequesthasbeenapprovedbyeachleaveapprover.
6. HR/Payrollisusuallythefinalapproverintheprocess.
7. OnceHR/Payrollhasapprovedtherequest,ane-mailwillbeforwardedtoyou,detailingallleaveandapproval
information.
8. TheEmployeeLeaveRecordinthePremierPayrollApplicationwillbeupdatedaccordingly.
LeaveinProgress
YoucanviewthestatusofanyleaverequeststhatareinprogressbyclickingontheLeaveinProgresslinkonthe
menu.
ThiswillopentheRequestsInProgresspagewhichwilllistallcurrentrequests.
Thefollowinginformationwillbedisplayedforeachrequest:
o
LeaveRequestType
o
Status
o
Description
o
ParkingExpiration
o
Approver
Toviewmoreinformationregardingaparticularrequest,clickontheViewlinknexttotherelevantrequest.
ThiswillopentheLeaveRequest(InProgress)page.Thiswilldisplaytheinformationthatwascapturedwhenthe
leaverequestwassubmitted.
Iftheleaverequesthasnotyetbeenapprovedbyanyoftheassignedapprovers,therequestmaybeeditedorcan-
celled.
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LeaveCalendar
TheLeaveCalendarlinkopenstheLeaveCalendarreport,whichdisplaysagraphicalviewofyourleavefora13
monthperiodcentredonthecurrentmonth.
Thecalendarwillincludethefollowinginformation:
o
Theemployeesnon-workingdays(usuallyweekends)
o
PublicHolidays
o
Approvedleave
o
Leaverequestsstillinworkflow
Alegendisprovidedatthebottomofthescreenthatdescribesthevariouscolourcodesandleavetypeabbreviations
usedonthecalendar.
Thecalendarcanbeexportedtothefollowingtypesofoutput:
o
CSV
o
XLS
o
PDF
o
RTF
Thedetailofeachtransactiondisplayedonthecalendarcanbeviewedusingoneofthefollowingmethods:
o
Hoverthemousepointeroveroneofthehighlightedfieldstogetdetailoftherequest.
o
ClickontheTransactionDetailTababovethecalendartogetdetailofallthetransactionsdisplayedonthe
report.
Page16of27
LeaveBalances
YoucanviewyourleavebalancesforallleavetypesbyclickingontheLeaveBalanceslinkonthemenu.
ThiswillopentheLeaveBalancesPage.
Detailsofeachleavetypearegiven,includingthefollowingdetail:
o
CycleEntitlement
o
LeaveDueatstartofthecurrentleaveperiod
o
Leaveentitlementforthecurrentperiod
o
Leavetakeninthecurrentperiod
o
Transactionspendingapprovalinworkflow
o
Transactioncancellationspendingapprovalinworkflow
o
Totalleavedue
o
PlannedLeave
Thereisalsoalinkoneachleavelinetoaccessthedetailofallhistoricaltransactionsfortheparticularleavetype.
Thiswilldisplayalistoftransactionsfortheparticularleavetype,withthedetailofeachtransaction.
LeaveReport
TheLeaveReportlinkopenstheLeavereportcriteriascreen.
Thefollowingcriteriacanbeselectedbeforegeneratingthereport:
o
LeaveType-Thereportcanbegeneratedforspecificleavetypesorforallleavetypes.
o
FromDateandToDate-Thedaterangeforwhichleavetransactionsmustbeincluded.
o
Showapprovercomments-Whenthisoptionisselected,anycommentsthatwereaddedtoatransactionat
thetimeofapprovalwillbeincludedinthereport.
Oncetherelevantselectionshavebeenmade,thereportcanbeviewedbyclickingontheViewReportbutton.
ThereisalsoanoptiontoemailthereportdirectlytoyourselfbyclickingontheSendReportbyEmailbutton.
CancelPostedLeave
Itisoccasionallynecessarytocancelaleavetransactionthathasalreadybeenapprovedandhasupdatedyourleave
recordinthePayroll.
Tocancelaleavetransaction,clickontheLeaveMenuheading,thenclickontheCancelPostedLeaveitem.
ThePostedLeaveTransactionspagewillopen,displayingalistofallleavetransactionscurrentlylinkedtoyourleave
recordinthePayroll.
Thispagecanbefilteredbyaspecificleavetypeifnecessary.
FindtherelevantleavetransactionthatyouwanttocancelandthenclickontheCancellink.ThiswillopentheCancel
LeaveRequestpage,whereacancellationcommentcanbeenteredandthecancellationrequestsubmittedtowork-
flow.
Page17of27
OvertimeMenu
WhentheESS ApplicationislicensedforOvertimerequests,theOvertimeMenuoptionwilldisplayforallESSUsers.
Thefollowingoptionsareavailableonthemenuforemployees:
l
Apply
for
Overtime
l
Overtime
in
Progress
l
Saved
Overtime
Requests
l
Copy
Overtime
Request
l
Overtime
Report
ApplyforOvertime
TosubmitanOvertimeRequest,selecttheApplyforOvertimeoptionfromtheOvertimemenu.Thiswillopenthe
OvertimeRequestpage.
Therearethreetabsonthisscreen:
o
OvertimeRequest-Thisshowsthesummaryofthecurrentrequest.
o
RequestStatusInfo-Thisdisplaysalistofapproversassignedtothisrequesttypefortheemployee,aswell
asanyactionsthatmayhavebeenperformedbytheseapprovers.
o
Attachments-Thistaballowsemployeesand/orapproverstoattachdocumentstotherequestandtoviewor
removedocumentsthathavealreadybeenattached.
AddinganOvertimeItem
ToaddanitemtotheOvertimeRequest,clickonthe"Add"button,whichwillopentheAdd
Overtime
Item
pop-up,
wheretherelevantovertimedetailcanbecaptured.
ThebottomhalfoftheOvertimeRequestscreendisplaysasummaryofovertimeitemsthathavebeenaddedtothe
currentOvertimeRequest.
Thevariousfieldsinthisgridare:
FieldName
Description
Edit
ClickingontheEditbuttonwillopentheAdd
Over-
time
Item
pop-upwhichwillallowtheemployeeto
editthedetailoftheovertimeitem.
Type
Thiswilldisplaytheovertimeitemdescription.
UnitsDescription
Thiswilldisplaythedescriptionoftheunitsthat
weresupplied.e.g.Hours
UnitsRequested
Thiswilldisplaytheactualunitsrequested.
RemoveItem
Thiswillremovetheovertimeitemfromthisover-
timerequest.
Page18of27
Submittingarequest
OncethevariousovertimeitemshavebeenaddedtotheOvertimeRequestandtheoptionalfieldshavebeencom-
pleted,thentheOvertimeRequestcanbesubmittedtoworkflowbyclickingontheSubmitRequestbutton.
Savingarequest
Employeescanalsocapturedataforanovertimerequestsandthensavethisrequestforfutureeditingandsub-
sequentsubmission.
WhencapturinganOvertimeRequest,thereisnowaSaveRequestbuttononthescreeninadditiontotheSubmit
Requestbutton.
IftheemployeeclicksontheSaveRequestbutton,therequestwillbesavedforfutureeditingandsubmission.The
requestwillonlybesubmittedtoworkflowforapprovaliftheSubmitRequestbuttonisclicked.
Aftersavingarequest,theSummaryPageofESS willnowhaveasectionshowingSavedRequests.
Savedrequestscanlaterbeeditedfurtherandsubmittedtoworkflow.SeetheSaved
Requests
topicformoreinform-
ation.
Updatingarequest
Ifanexistingrequestisbeingedited,theSubmitRequestbuttonwillbereplacedbyanUpdateRequestbutton.
Deletingarequest
AnexistingrequestcanbedeletedfromworkflowbyopeningtherequestandthenclickingontheDeleteRequestbut-
ton.Thiswillremovetherequestfromworkflow.
Overtime RequestsInProgressPage
YoucanviewthestatusofanyOvertimerequeststhatareinprogressbyclickingontheOvertimeinProgresslink
onthemenu.
ThiswillopentheOvertimeRequestsInProgresspagewhichwilllistallcurrentrequests.
Thefollowinginformationwillbedisplayedforeachrequest:
o
OvertimeRequestType
o
Status
o
Description
o
ParkingExpiration
o
Approver
Toviewmoreinformationregardingaparticularrequest,clickontheViewlinknexttotherelevantrequest.
ThiswillopentheOvertimeRequest(InProgress)page.Thiswilldisplaytheinformationthatwascapturedwhen
theOvertimerequestwassubmitted.
Page19of27
IftheOvertimerequesthasnotyetbeenapprovedbyanyoftheassignedapprovers,therequestmaybeedited.
Overtimerequeststhathavebeenapproverbyoneormoreapproverscannotbeedited,howevertherequestcanbe
deletedusingtheDeleteRequestbutton.Allrelevantapproverswillreceiveanemailnotificationthattherequesthas
beendeleted.
EmployeeOvertimeReport
TheOvertimeReportcanbeusedbyemployeestogenerateareportfortheirvariousovertimerequests.Thisreport
canonlybeprintedforoneovertimetypeatatime.
BeginbyselectingtheOvertimeTypeforwhichyouwanttogenerateareport,thenclickontheShowCriteriabutton.
Additionalreportcriteriarelevanttotheovertimetypeselectedwillthendisplay.
Criteria
Therearethreecriteriafields:
FieldName
Description
OvertimeSubmittedFrom
Usethisdatedrop-downtospecifytheovertimesub-
missiondaterangethatshouldbeincludedinthe
report.
OvertimeSubmittedTo
Usethisdatedrop-downtospecifytheovertimesub-
missiondaterangethatshouldbeincludedinthe
report.
SelectCustomFields
Thereportislimitedtoamaximumof10custom
fields.Selectthe"All"tickboxtoselectallavailable
fields.Iftherearemorethan10customfields,only
thefirst10willdisplayonthereport.
Ifyouwanttoselectspecificfields,clickonthe
dropdownarrow,whichwillthendisplayalistof
availablefields.Selecttherequiredfieldsandthen
clickontheclosebutton.
Options
TherearethreeOptionsfieldsthatcontrolthegroupingandsortingoftheinformationonthereport.
ViewReport
ClickontheViewReportbuttontogeneratethereport.
TheOvertimeReportwilldisplay.Therearevariousexportoptionsavailable.
Claims
FromtheClaimsmenuthefollowingoptionsareavailable:
l
ApplyforClaims
l
ClaimsinProgress
l
ClaimsReport
Page20of27
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