1 employee process employee logs into ess account submits a request via “create leave request”...
TRANSCRIPT
11
Employee ProcessEmployee Process
Employee logs into Employee logs into ESS accountESS account
Submits a request via Submits a request via “Create Leave “Create Leave Request”Request”
SAP Workflow routes SAP Workflow routes request to their request to their SupervisorSupervisor SupervisorSupervisor
approves, rejects or approves, rejects or delegates the requestdelegates the request
SAP Workflow routes e-SAP Workflow routes e-mail confirmation back mail confirmation back to employeeto employee
Employee clicks link Employee clicks link in e-mail to add in e-mail to add appointment to their appointment to their Lotus Notes calendarLotus Notes calendar
Approved absence Approved absence posted directly to SAPposted directly to SAP
22
SupervisorSupervisor Process Process
SupervisorSupervisor receives receives Lotus Notes E-mailLotus Notes E-mail
SupervisorSupervisor approves, approves, rejects or delegates the rejects or delegates the request. request. SupervisorSupervisor adds adds
reminder to their Lotus reminder to their Lotus Notes calendar to Notes calendar to document employee’s document employee’s planned absenceplanned absence
SAP Workflow routes SAP Workflow routes e-mail confirmation e-mail confirmation back to employeeback to employee
Approved absence Approved absence posted directly to SAPposted directly to SAP
33
ESS Leave Request ProcessESS Leave Request Process
• Absences Absences mustmust be recorded be recorded– Submit in advanceSubmit in advance– Planned absencesPlanned absences– Retro absences (I Retro absences (I waswas sick yesterday) sick yesterday)
– CorrectionsCorrections - - cancel requestcancel request
44
Creating a Leave RequestCreating a Leave Request
• Log into your ESS AccountLog into your ESS Account ess.nebraska.eduess.nebraska.edu
• Click “Create Leave Request”Click “Create Leave Request”
55
Leave Request FormLeave Request Form
Family Medical Leave Section
Available Balance Section
Help Resource
New Request Section
66
Available Balance SectionAvailable Balance Section
Entitlement
•BW: Balance changes daily on both sick / vacation
•MO: Vacation balance changes after the first payroll run•MO: Sick balance is given at the beginning of calendar year
Used (historical)
Planned (future) • Added at the time the Supervisor has approved the request
Entitlement – Used – Planned = Available Balance
77
The Form SectionThe Form SectionCompleting Form Steps:
•Select Leave Type •Date(s)•Time (military time)•Total hours to be absence •Comments (optional)
Select Refresh
Watch for error messages
Select Submit to Approver
Manager Name
Error Message
Supervisor
Error message
88
ESS Leave Request TypesESS Leave Request Types• Acceptable ESS Leave TypesAcceptable ESS Leave Types
SickSick Comp Time UsedComp Time Used
Vacation Vacation Floating HolidayFloating Holiday
Funeral Funeral Banked HolidayBanked Holiday
Military * Military * Crisis Leave * Crisis Leave * * * RequiresRequires Prior paper Prior paper ApprovalApproval
• Paper – Not Through ESSPaper – Not Through ESS Civil LeaveCivil Leave Administrative LeaveAdministrative Leave Leave that results in a negative balanceLeave that results in a negative balance
99
ESS Leave Request ProcessESS Leave Request Process
•Full / Partial Day RequestsFull / Partial Day Requests
– Partial Days must be requested separatelyPartial Days must be requested separately
– Consecutive full days are allowedConsecutive full days are allowed
1010
ESS Leave RequestESS Leave Request
•Floating Holiday Floating Holiday – President’s, Arbor, Columbus & Veteran’s DayPresident’s, Arbor, Columbus & Veteran’s Day– Excess of 32 hours (FLH) or FTE%Excess of 32 hours (FLH) or FTE% ------ must be used prior to vacation------ must be used prior to vacation
•Banked Holiday Banked Holiday – Martin Luther King, Memorial Day, Independence, Martin Luther King, Memorial Day, Independence,
Labor, Thanksgiving (plus Friday), Christmas & New Labor, Thanksgiving (plus Friday), Christmas & New Year’s Day -------- Must be used prior to vacationYear’s Day -------- Must be used prior to vacation
1111
Supervisor receives e-mailSupervisor receives e-mail
Supervisor will:• Select Approve,
Reject* or Delegate*
*Comments are required
• Add “reminder” to their Lotus Notes calendar
1212
E-Mail Confirmation to E-Mail Confirmation to EmployeeEmployee
ApprovedApproved
Employee should:Add “appointment” to their Lotus Notes calendar
RejectedRejected
1313
ESS Leave Request ESS Leave Request ApprovalApproval
– Cancellations do not interact with Lotus NotesCancellations do not interact with Lotus Notes
• Add to Lotus Notes calendarAdd to Lotus Notes calendar– Your Calendar Your Calendar Reminder or Appointment Reminder or Appointment
1414
Cancel Request = Request OverviewCancel Request = Request Overview
1.1. Cancel Request (Trash Can)Cancel Request (Trash Can) Cancellations do not interact with Lotus NotesCancellations do not interact with Lotus Notes
Defaults to one month back
Click trash can to cancel request
Change in approved hours Change in approved hours submittedsubmitted
2.2. Submit new request (Submit new request (Create Leave Create Leave Request)Request)
Complete list of all Complete list of all requestsrequests
1515
Employee canceling a non-approved requestEmployee canceling a non-approved request
(Scenario: employee submit request (Scenario: employee submit request E-mail sent E-mail sent to Supervisor to Supervisor employee cancels the request ) employee cancels the request )
1616
Leave Leave InformationInformation
• UsedUsed
• PlannedPlanned
• Avail. BalanceAvail. Balance
Leave Activity ReportLeave Activity Report
1717
• Leave Activity ReportLeave Activity Report
1818
ESS Leave Request ProcessESS Leave Request Process
Time sheet recording change Time sheet recording change
• On time sheet under Wage type On time sheet under Wage type enter –enter –
Leave type/ESS Leave type/ESS (Vac/ESS)(Vac/ESS)
1919
2020
Help ResourcesHelp Resources
• Help Button within the ESS ScreenHelp Button within the ESS Screen
• ESS Help on ess.nebraska.eduESS Help on ess.nebraska.edu – DocumentationDocumentation– FAQFAQ
• ESS Leave Request Help Contacts:ESS Leave Request Help Contacts:
NRBC:NRBC:– Jolene Foster 472-7788Jolene Foster 472-7788– Sandy Cook 472-0833Sandy Cook 472-0833
2121
Supervisor RemindersSupervisor Reminders
•Supervisor AccountabilitySupervisor Accountability
Add “reminders” to Lotus Notes Add “reminders” to Lotus Notes CalendarCalendar– Create folder in Lotus NotesCreate folder in Lotus Notes– Cross Reference time sheet to leave Cross Reference time sheet to leave
requestsrequests
2222
When do I start using When do I start using the new system?the new system?Bi-Weekly April Bi-Weekly April
27,200727,2007
Monthly May Monthly May 1,20071,2007