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EMPLOYEE ACCESS SYSTEM

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Presentation on theme: "EMPLOYEE ACCESS SYSTEM"— Presentation transcript:

1 EMPLOYEE ACCESS SYSTEM
SUBMITTING A LEAVE REQUEST Press the F5 key to see this presentation in full-screen mode Click on this page or press the Enter or Page Down key to continue

2 SUBMITTING A LEAVE REQUEST
To move to the next page during this presentation, click on the page you are viewing or press the Enter or Page Down key on your keyboard To move backwards, press the Page Up key on your keyboard You may exit at any time by pressing the ESC key

3 In the spring of 2009, the Employee Access System was introduced to ECISD employees.  All employees use this software system to access their earnings/pay stub, W2 and leave balance information.  A component of this system is the Employee Leave Request.  For ECISD and its employees, this software Reduces the cost and inefficiency of a paper process Provides employees access to their own up-to-date leave balance from any computer with internet access Ensures that the leave balance that appears on your online pay stub is correct Provides an electronic process for leave requests Archives all leave requests with the actual date the leave was taken This document contains detailed instructions for employees to follow to enter leave requests into this software.

4 Login to Employee Access
Point with your mouse to For Staff from the ECISD website Home page A list of options will drop down from the For Staff tab

5 Login to Employee Access
Click on Employee Access Website

6 Login to Employee Access
If this is your first time to use Employee Access, click on Employee Access Instructions to read the instructions for Creating Your Employee Access Account

7 Login to Employee Access
Once you have an Employee Access account, you may get to the Login screen at a later time by clicking on the Employee Access Website link

8 Login to Employee Access
Main Login Screen Key in your User ID and Password and click the Login button If you have forgotten your User ID or Password, go back to the Employee Access Instructions and follow the instructions for How to Retrieve or Reset Your Login Information (at the end)

9 Login to Employee Access
Main Menu Your name is displayed at the center of the top of the page Point to Leave Request with the mouse JOHN P DOE

10 Submitting a Leave Request
Main Menu The Leave Request options display to the right of the pointer Click on Entry JOHN P DOE

11 Submitting a Leave Request
Leave Request Entry Key in the code for the type of leave you are requesting The cursor automatically advances to the next field if you key in directly See the Leave Balances at the bottom or click on the Leave Code spyglass JOHN P DOE JOHN P DOE

12 Submitting a Leave Request
Leave Request Entry If you click on the spyglass to look up a code, click on the open circle to the left of the code to select it JOHN P DOE JOHN P DOE

13 Submitting a Leave Request
Leave Request Codes 04 – Vacation Accrues September through June May be requested if your balance on the date(s) it will be taken will cover it (current balance is negative) 07 – Old State Leave May be used just like New State Leave 08 – Loss of Pay Used if you need to take leave but have none available when needed Will dock your pay

14 Submitting a Leave Request
Leave Request Codes 18 – Worker’s Comp Not the same as Comp Time Used for time off related to a Worker’s Compensation claim 20 – Comp Time Taken Used to schedule comp time Does not post to Payroll Actual Comp Taken is balanced in Kronos Not necessary to balance a few minutes shortage at the end of a week Check with your Supervisor

15 Submitting a Leave Request
Screen Functionality Click to access Calendar feature System messages appear in red Previous and Next buttons appear when there is additional data on a previous or next screen Click on the red or green buttons to select codes or enter information

16 Submitting a Leave Request
Leave Request Entry Key in the date on which your leave will begin (From Date) and end (To Date) OR click on the calendar to look it up Enter numbers for the month, day, and year Do not include weekends unless your work schedule includes them Enter date ranges that include half and full days on separate lines JOHN P DOE JOHN P DOE

17 Submitting a Leave Request
Leave Request Entry When you use the calendar, click on the date to select it Select the appropriate month with the blue arrows or choose a month, enter the year and click Select JOHN P DOE JOHN P DOE

18 Submitting a Leave Request
Leave Request Entry Key in the time at which your leave will begin (From Time) Enter numbers for hour (01-12) and minute (00-59) JOHN P DOE JOHN P DOE

19 Submitting a Leave Request
Leave Request Entry Key in either an “a” or a “p” to indicate A.M. or P.M. time Noon is 12:00 P.M. and midnight is 12:00 A.M. JOHN P DOE JOHN P DOE

20 Submitting a Leave Request
Leave Request Entry Or select A.M. or P.M. from the drop down list JOHN P DOE JOHN P DOE

21 Submitting a Leave Request
Leave Request Entry Press the Tab key to go to the next field (To Time) or click in the To Time field Key in the time at which your leave will end (To Time) JOHN P DOE JOHN P DOE

22 Submitting a Leave Request
Leave Request Entry Key in the portion of a day you are requesting for each day in the range you entered ( .5 = ½ day, 1 = a full day) You may only use leave in half or full day increments – do not enter leave in hours Additional dates may be requested in the remaining four lines JOHN P DOE JOHN P DOE

23 Submitting a Leave Request
Leave Request Entry The computer will later calculate your Total Days across all the days you have entered between From Date and To Date JOHN P DOE JOHN P DOE

24 Submitting a Leave Request
Leave Request Entry If you are requesting leave for multiple days that are mixed full and half days, enter the half days on separate lines. This will prevent errors from occurring in the total days calculation. When you have entered all you need, click on the Edit button. JOHN P DOE JOHN P DOE

25 Submitting a Leave Request
Leave Request Entry Edit If the values entered are acceptable, Total Days are calculated for each line and the screen is changed Important: Check the Total Days on each line you have entered and make sure they are what you wanted JOHN P DOE JOHN P DOE

26 Submitting a Leave Request
Leave Request Entry Edit Notice the message in red prompting you to enter a reason code You must enter a Reason/Category for each line entered JOHN P DOE JOHN P DOE

27 Submitting a Leave Request
Leave Request Entry Edit If you wish to change any Leave Code or any other information you have entered on this screen up until now, Click on the Change LV Code button to do it before entering any Reason/Category -- you may have to enter all Reason/Category values all over again

28 Submitting a Leave Request
Leave Request Entry Edit The message in red tells you to make any changes needed and click on the Edit button JOHN P DOE JOHN P DOE

29 Submitting a Leave Request
Leave Request Entry Edit Now click on the red button to select a Reason/Category JOHN P DOE JOHN P DOE

30 Submitting a Leave Request
Leave Request Entry Edit Click on the open circle to the left of one Reason Code to select it We are not currently using Category Codes JOHN P DOE JOHN P DOE

31 Submitting a Leave Request
Leave Request Entry Edit Save your selection by clicking on the Close button JOHN P DOE JOHN P DOE

32 Submitting a Leave Request
Leave Request Entry Edit Click on the green button to enter Comments to explain the reason for your leave JOHN P DOE JOHN P DOE

33 Submitting a Leave Request
Leave Request Entry Edit Key a short descriptive comment in the window provided Click on the Close button to save your Comments Repeat this process for each Leave Request line Comments are optional unless required by your supervisor JOHN P DOE JOHN P DOE

34 Submitting a Leave Request
Leave Request Entry Edit Click on the red Notes button to display the note(s) that are attached to some Leave codes; click on the Close button to close it JOHN P DOE JOHN P DOE

35 Submitting a Leave Request
Leave Request Entry Edit When you are satisfied with your entries and have checked that Total Days are correct click on the Submit button JOHN P DOE JOHN P DOE

36 Submitting a Leave Request
Leave Request Entry Edit CONGRATULATIONS! You have completed your task! Notice the message in red and the changes to your Leave Balances JOHN P DOE JOHN P DOE

37 Submitting a Leave Request
Leave Request Entry Edit If you wish to enter more requests, click the Clear button and begin again JOHN P DOE JOHN P DOE

38 Submitting a Leave Request
Other Leave Request Options If you wish to check the status of your requests or make corrections to them, click on the Menu button to go to the Main Menu JOHN P DOE JOHN P DOE

39 Checking Your Leave Requests
Main Menu To check on the status of your leave request, point to Leave Request with the mouse and click on Pending

40 Checking Your Leave Requests
Pending Requests Use the blue arrows to see requests that fill more than one screen

41 Checking Your Leave Requests
Pending Requests The status of each request is in the Pending Approver column Approved leave that has been taken remains in the display until a Payroll is processed

42 Checking Your Leave Requests
Pending Requests Click on the red Detail button to display the Reason/Category

43 Checking Your Leave Requests
Pending Requests Click on the green Comments button to display your comments

44 Checking Your Leave Requests
Corrections If you wish to make corrections to a pending request click on the Menu button to go to the Main Menu

45 Correcting Leave Requests
Main Menu Point to Leave Request with the mouse and click on Correction

46 Correcting Leave Requests
Request Corrections Click the open circle at the left of the line you wish to change

47 Correcting Leave Requests
Request Corrections The Make Correction and Delete buttons appear

48 Correcting Leave Requests
Request Delete If you wish to delete the request, click on the Delete button

49 Correcting Leave Requests
Request Delete Click the OK button if you are sure you want to delete the request Your supervisor will receive an that it has been deleted Click the Cancel button if you wish to keep the request in the system

50 Correcting Leave Requests
Request Correction If you want to make a change to a request, select it and click on the Make Correction button

51 Correcting Leave Requests
Request Correction If you change your mind, click on the Return to Correction button to skip or cancel any changes you started making

52 Correcting Leave Requests
Request Correction Otherwise, make your changes and click on the Edit button

53 Correcting Leave Requests
Request Correction Check your Reason/Category and Comments to make sure they still apply to the change(s) you made

54 Correcting Leave Requests
Request Correction You can still cancel the changes you are making by clicking on the Return to Correction button

55 Correcting Leave Requests
Request Correction Or you can make more changes by clicking on the Change LV Code button

56 Correcting Leave Requests
Request Correction If you have completed all the changes to this leave request Click Submit

57 Correcting Leave Requests
Request Correction Click on the OK button to submit the changed request for approval

58 Correcting Leave Requests
Request Correction Notice the message in red – Return to Correction does not cancel your changes at this point

59 Correcting Leave Requests
Request Correction Click on the Return to Correction button to go back to the full list of requests to make any other corrections

60 Correcting Leave Requests
Request Correction Or click on the Menu button to go back to the Main Menu

61 Correcting Leave Requests
Request Correction If you are finished with Employee Access for now you may click on the Log Off button to exit the system

62 Checking Leave Balances
Main Menu More Leave Balance details are available from the Main Menu JOHN P DOE

63 Checking Leave Balances
Main Menu Click on Leave Balances JOHN P DOE

64 Checking Leave Balances
Outstanding includes requests not yet approved or not processed through Payroll

65 Checking Leave Balances
Available Balance includes requests not yet approved or not processed through Payroll

66 Checking Leave Balances
The NOTE in red does not apply to departments using the Leave Request system

67 Checking Leave Balances
Then you will be able to see up to the last 18 months of leave transactions

68 Checking Leave Balances
Enter a From and a To date (month, day, and year) or leave them blank and click the Retrieve button

69 Checking Leave Balances
Leave you have taken shows as NOT PROCESSED until the Payroll is processed

70 Checking Leave Balances
Leave that does not post to Payroll, for example, Civic Leave, shows as NOT POSTED-PAYROLL

71 Checking Leave Balances
Click on the Menu button for additional Employee Access or click on the Log Off button to exit the system

72 Log Off Employee Access
Sign In The Sign In screen displays when you log off

73 EMPLOYEE ACCESS SYSTEM
SUBMITTING A LEAVE REQUEST Press both mouse buttons at the same time and hold to restart this presentation

74 Questions Click on Employee Access Contact List for information about who to call


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