Employee Self Service An Introduction to Premier ESS

ESS allows the employee access to a range of information stored within the payroll. Some of the information you may have access to includes : Viewing and editing of personal information Viewing, editing and adding details of family members Viewing of leave balance and applying for leave Viewing of payslips and exporting to various formats e.g. PDF Viewing of IRP5 and exporting to various formats e.g. PDF

What is required to get started on ESS Access to a PC A web browser e.g. Internet Explorer 8 or Mozilla Firefox 3. An e-mail account You will receive an email with instructions on how to activate your account

Activating your ESS account Before you can use the ESS application, you need to activate your ESS user account. The payroll / HR department will send you an activation e-mail, similar to that shown on the next slide. The e-mail has an activation link as well as details of the information that you will be required to enter to complete the activation process. Very Important: Do NOT forward this e-mail to your colleagues, as it contains a unique link to your employee record in the payroll system.

It is best to use your normal network username e.g. john.s Activating your ESS account To complete the activation process, click on the link contained in the e-mail. This will direct you to the account activation screen: It is best to use your normal network username e.g. john.s Complete the required information and click on the Activate Account Button Congratulations, you have activated your ESS your ESS user account and can now login to use Employee Self Service

Logging In Once you registration has been activated, you can use the Login links on the welcome page to login to the ESS Application

Logging In TIP: Bookmark this screen in your web browser for future reference. Enter your Username and Password and click on OK to login to the ESS application

Employee Summary screen When you login to ESS, you will be directed to the Employee Summary screen. There are 3 main sections: Navigator bar Menu Content area (Summary)

Employee Summary screen Navigator bar Menu The user has the option of either using the menu (on the left-hand side of the webpage) or those in the Navigation Bar (above the content area). The available options will depend on the features which your payroll / HR department have selected to activate for you.

Employee Summary Screen: Summary Section The Summary area consists of various sections: Requests in Progress Payslips IRP5’s The Requests in Progress section displays a summary of all your requests that are currently in progress (i.e. that have been submitted but have not been approved by your final approver yet). The Payslips section displays a summary of all your payslips (current and archived) that are available to be viewed. The IRP5’s section displays a summary of all your IRP5’s (current and archived) that are available to be viewed.

Personal Details Personal Details Emergency Contact Details Banking Details Residential Address (required by the Receiver of Revenue in RSA) Postal Address (required by the Receiver of Revenue in RSA) Other details These types of requests are directed to your HR or Payroll department for approval.

Leave From the Leave options on the menu, there are three items available: Apply for Leave Leave In Progress Leave Balances

Apply for leave To apply for leave, select the Apply for Leave option Apply for leave To apply for leave, select the Apply for Leave option. This will open the Leave Request screen. This is a summary of the leave balance

Leave in progress You can view the status of leave request by clicking on the Leave in Progress link on the menu. This will open the Requests In Progress screen which will list all current requests. Details of the request are displayed including details of the request and to whom it is assigned.

Leave balances Details of each leave type are given, including the following detail: Cycle Entitlement Leave Due at start of the current leave period Leave entitlement for the current period Leave taken in the current period Transactions pending approval in workflow Transaction cancellations pending approval in workflow Total leave due There is also a link on each leave line to access the detail of all historical transactions for the particular leave type. This will display a list of transaction for the particular leave type, with the detail of each transaction, as shown on the next slide.

Leave balances When you click on cancel, you can cancel the selected transaction, this follows the same process as leave applications and needs to be approved by the manager.

Your username and/or password is not valid. Passwords & Usernames If the ESS user enters the incorrect username and/or password, they will receive a message on the login screen: Your username and/or password is not valid. If the wrong password is entered incorrectly more than 3 times then the user’s account will be locked out. The account can only be unlocked by the administrator Should a user have forgotten their username then they must query the administrator to provide them with their username.

Forgotten your password

Forgotten your password This will open the Forgot Your Password screen Enter your username and email address (as held in the ESS database). The system will validate that the username and email address as the same as those held in the ESS database. If these validate, then a new password will be automatically emailed to the user. TIP: Once you’ve received your password, please change it back to something you will remember

Forgotten your password If these validate, then a new password will be automatically emailed to the user. TIP: Once you’ve received your password, please change it back to something you will remember

Changing your password Should you wish to change your password or need to change the system generated password after resetting your password. This can be done after logging into the application. Click on the Change Password link on the menu, which will open the Change ESS Password screen

Changing your password You will be prompted for your current password, your new password and a confirmation of your new password. You can then click on the Change Password button to change your password. You will then receive a confirmation that the password has been successfully changed.