Transcript Employee Self Service (ESS) Leave Request

Employee Process
Approved absence
posted directly to SAP
Employee logs into
ESS account
Submits a request via
“Create Leave
Request”
SAP Workflow routes
request to their
Supervisor
Employee clicks link
in e-mail to add
appointment to their
Lotus Notes calendar
SAP Workflow routes email confirmation back
to employee
Supervisor approves,
rejects or delegates
the request
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Supervisor Process
Supervisor receives
Lotus Notes E-mail
Supervisor approves,
rejects or delegates the
request.
Approved absence
posted directly to SAP
SAP Workflow routes
e-mail confirmation
back to employee
Supervisor adds
reminder to their Lotus
Notes calendar to
document employee’s
planned absence
2
ESS Leave Request Process
• Absences must be recorded
– Submit in advance
– Planned absences
– Retro absences (I was sick yesterday)
– Corrections - cancel request
3
Creating a Leave Request
• Log into your ESS Account
ess.nebraska.edu
• Click “Create Leave Request”
4
Leave Request Form
Help Resource
New Request
Section
Available Balance
Section
Family Medical
Leave Section
5
Available 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
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The Form Section
Completing Form Steps:
Manager Name
Supervisor
Error Message
Error message
•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
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ESS Leave Request Types
• Acceptable ESS Leave Types
 Sick
 Comp Time Used
 Funeral
 Banked Holiday
 Vacation
 Floating Holiday
 Military *
 Crisis Leave *
* Requires Prior paper Approval
• Paper – Not Through ESS
 Civil Leave
 Administrative Leave
 Leave that results in a negative balance
8
ESS Leave Request Process
• Full / Partial Day Requests
– Partial Days must be requested separately
– Consecutive full days are allowed
9
ESS Leave Request
• Floating Holiday
– President’s, Arbor, Columbus & Veteran’s Day
– Excess of 32 hours (FLH) or FTE%
------ must be used prior to vacation
• Banked Holiday
– Martin Luther King, Memorial Day, Independence,
Labor, Thanksgiving (plus Friday), Christmas & New
Year’s Day
-------- Must be used prior to vacation
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Supervisor receives e-mail
Supervisor will:
• Select Approve,
Reject* or Delegate*
*Comments are required
• Add “reminder” to
their Lotus Notes
calendar
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E-Mail Confirmation to Employee
Approved
Rejected
Employee should:
Add “appointment” to their
Lotus Notes calendar
12
ESS Leave Request Approval
• Add to Lotus Notes calendar
– Your Calendar  Reminder or Appointment
– Cancellations do not interact with Lotus Notes
13
Cancel Request = Request Overview
Change in approved hours submitted
Complete list of all requests
Defaults to one month back
Click
trash
can to
cancel
request
1. Cancel Request (Trash Can)
Cancellations do not interact with Lotus Notes
2. Submit new request (Create Leave Request)
14
Employee canceling a non-approved request
(Scenario: employee submit request  E-mail sent to
Supervisor  employee cancels the request )
15
Leave Information
•
Used
Planned
•
Avail. Balance
•
Leave Activity Report
16
• Leave Activity Report
17
ESS Leave Request Process
Time sheet recording change
• On time sheet under Wage type enter –
Leave type/ESS
(Vac/ESS)
18
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Help Resources
• Help Button within the ESS Screen
• ESS Help on ess.nebraska.edu
– Documentation
– FAQ
• ESS Leave Request Help Contacts:
NRBC:
– Jolene Foster 472-7788
– Sandy Cook 472-0833
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Supervisor Reminders
• Supervisor Accountability
Add “reminders” to Lotus Notes Calendar
– Create folder in Lotus Notes
– Cross Reference time sheet to leave requests
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When do I start using
the new system?
Bi-Weekly April 27,2007
Monthly
May 1,2007
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