Employee Self-Service (for Employee)
Overview
HR Manager's Employee Self-Service (ESS) feature allows employees to update and view certain information in the system.
That's not all.
If you are like most employees, you dread writing emails to send to your supervisor in order to get time-off from the job. With the HR Manager's ESS feature you don't need to go through the hassle of doing that. With a few clicks, the system does the job for you.
If you are a workaholic (like most overachievers), you might prefer to ask for overtime instead of making vacation requests. Again, ESS is here to do the heavy lifting for you.
..but I don't have access to ESS!
An initial setup is required in order for employees to gain access to this feature. This setup is done by the admin/HR manager.
The number of sections that you will see in Self-Service is dependent on the self service sections assigned to your role. This article shows all available self-service sections.
When I log into HR Manager, I see the Self Service module but I don't see all the sections shown in this article.
If you log into the system and do not see certain section(s) that appear in this article, it means the section has not been assigned to your role. Speak with admin/HR and they should be able to give you the access you need.
You will have the opportunity to add, change or delete information in ESS. You can update certain fields by changing the data and pressing the Save button. Please note that some information such as attendance is shown as a reference; these fields will be read-only (they appear greyed-out) and you will not be able to modify them.
Employee Self-Service Features
From the “Home Page” select “EMPLOYEE > Self Service” from the main menu:
Fig 1. Employee self service homepage
Once you are assigned access to Employee Self-Service (ESS) module, the homepage you see when you log into the application will appear as shown in Fig 1 above.
This feature in HR Manager allows you to update personal information. You will also notice that some fields cannot be changed and are only for reference. If information in a greyed-out field seems inaccurate, feel free to reach out to admin or HR department for clarity.
All sections available in ESS are categorized below:
• General
• Pay Stub
Fig 2. Employee self service page
Alert:-
Clicking on the heading text or on the "orange plus" icons next to the heading labels will expand the options shown to you.
1. General Information
As an employee, you have the ability to manage certain data relating to your record, such as address, home phone numbers and drivers license details.
Fig 3. Employee self service - general information
Table 1. Employee self service - general information
2. Immigration
You can manage certain immigration data such as passport information. Other details like immigration category, work permit duration, term limit date and job title fields are in read-only mode so you won't be able to update them on your own.
Fig 4. Employee self service - immigration information
Table 2. Employee self service - immigration information
Also note that Job Title can only be entered by HR/Admin staff.
3. Attendance Information
This section shows a summary of the current year’s attendance and scheduled leave information.
You will see in Fig 5 that it gives you a snapshot of your attendance log details and schedule leave/overtime/hours details you applied for during the year.
As expected, this section is non-editable. We could not think of a reason you would want you to change this information. Can you? : )
Note:-
All information shown in this section is for display purposes only. If you are concerned that information here appears inaccurate, feel free to reach out to HR dept.
Fig 5. Employee self service - attendance information
- Current Period: defaults to the current operating year.
- Vacation Allowed: number of vacation days allowed for this year.
- Vacation Carried: number of days carried forward from previous year.
- Vacation Taken: number of days already taken this year
- Vacation Remaining: balance of vacation allowed + vacation carried – vacation taken
- Scheduled Vacation (not yet taken): number of days not yet taken but requested for Scheduled Leave
- Net Vacation Remaining: balance of vacation remaining – scheduled vacation
- Attendance Details: table of all of the days taken this year, including the scheduled leave
4. Leave Request
This is the section in the ESS module where you get to make all your request for time away from the job. You may even request overtime here, if you are eligible to do so.
You can also make a request for other standard absent reasons. You are not allowed to create your own absent reason; it has to be selected from a list populated by the system. Examples of standard absent reasons are shown in Fig 6 below.
Fig 6. Employee self service - absent reasons for leave requests
I don't see the absent reason that applies to my situation in the list. What should I do?
If you wish to make a request for an absent reason that is not already on the list, speak with your HR dept to find out if it is an acceptable reason. Based on their policies, they may just be able to add it to the list for you.
How do I know for sure that the request is confirmed?
When you make a leave request, you will receive a confirmation email.
Your time manager (usually your supervisor) also receives an email. The time manager will be responsible for accepting or denying the leave request(s).
Hold on! I did not receive any email when I made my request.
Check your spam folder.
How do I know if my request is approved?
Confirmation emails are sent to both you and the approver (time manager/supervisor) upon approval of the request.
Upon approval of the request, a new item is added to your “Scheduled Leave” record.
Once the date for the leave has arrived, the record will be marked as taken. This may be done manually by the time manager who approved the request, the HR department or automatically (if the system is configured to do so). The record may then be converted to your Attendance Log based on the company policy.
Fig 7. Employee self service - leave request
5. Emergency Contacts
Keeping emergency contact information up-to-date is crucial. You never know when you will need it.
ESS helps to make it easier for you to update your information.
Fig 8. Employee self service - emergency contacts
I don't see the option to delete old emergency contacts.
You cannot delete your emergency contacts. We know you would figure it out sooner or later but let us save you some time by telling you now.
An easy work-around to delete an existing emergency contact is to edit that contact with the new information. Yup, it's that easy :)
Don't forget to press the save button at the bottom of the screen to apply the change.
6. Employee Documents
We know that you may need to share important work-related documents with the HR department. This section allows you to upload these documents.
I honestly cannot think of any form that I would want to upload.
Examples of forms that you may upload are application forms, health insurance forms, accident reports, doctor's notes, leave forms, certification, birth certificates, immigration related forms, proof of training forms, tax return form et cetera.
Fig 9. Employee self service - employee documents
Help! I can't upload my document.
Fig 10. Employee self service - unpopulated document category under employee documents
In order for a document to be uploaded, it must be assigned a document category. A few document categories are medical, employment and payroll. If the document category field is not populated (Fig 10 above), you will have to reach out to admin/HR dept for them to set this up for you.
I filled all the fields but I'm still not able to upload my document.
You might be trying to upload a file type that we don't support. This is a rare case, as we try to support a wide range of file types. The file types we currently support for upload are
- pdf
- bmp
- png
- jpg
- jpeg
- gif
- html
- doc
- docx
- xls
- xlsx
- ppt
- pptx
- zip
- rtf
- txt
Whew! That is alot, right?
If the file you are trying to upload does not match with any of the file types listed above, you will have to convert them before attempting to upload via ESS.
7. Payroll Information
This section shows your salary per pay period. The pay period remains consistent unless changed by admin/HR dept.
Hourly, weekly, bi-weekly, monthly and annually are examples of pay periods. Fig 11 shows salary information for two (2) fictitious employees. The one to your left shows the salary per hour in USD while the other shows salary per month in KYD. As expected, you are not allowed to modify this information.
Fig 11. Employee self service - payroll information
If your paystubs are emailed to you when payroll is run, you will need a password to decrypt it. You may be able to change that password in this section (Fig 12).
Fig 12. Employee self service - payroll information
Table 3. Employee self service - payroll information
I don't have the option to change my password.
One condition that might make you unable to change your password is that a recent HRM release allows companies (in line with their company policies) to tie user-defined paystub password to a user's date of birth.
8. Login Details
This section shows your login name (which is non-editable). You can change the password that is used to login to HR Manager. Your password should meet the password complexity and should not be the same as any of your previous passwords as per your company's security policy.
Note:-
On changing your password, you will be alerted with a message to log off the application and to re-login with your newly changed password.
Fig 13. Employee self service - login details
Table 4. Employee self service - login details
9. Paystub
You can view and printing your own paystub based on the desired payroll period within a specific payroll year. Just select it from the drop-down list then press view button. The paystub will show up where you will have the options to view and/or export a pdf copy.
Fig 14. Employee self service - paystub information
Well, that wraps it up for the ESS! Let us know if you have questions, queries or concerns.
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