Employee Self Service

An Introduction to Premier ESS

Managers

Introduction

Manager Self-Service (ESS) is specific functionalities on the VIP Employee Self Service System that allows managers to access a range of information stored within payroll, and to action incoming employee self-service requests.

• The Manager Self-Service (ESS) functionality in VIP ESS will enable managers to perform a number of transactions online. This includes:

– Managing your Inbox

– Assign your managerial responsibilities to someone else, while Out of Office

– Impersonate user without access to ESS

– Managing Leave Requests

– Manage Claim Requests (subsistence and travel allowance)

– Manage Overtime Requests

Introduction The information and functionalities that will be available to you includes:

Managing your Inbox

Inbox/Reassign requests

Out of office function

Impersonate users with limited

access

Manage Leave

Requests

Approve/Decline Leave Request

Park Leave Request

Reassign Leave Request

Obtain Leave Reports

Manage Claims

Requests

Approve/Decline Claims

(Subsistence and travel Allowance)

Claims Report

Manage Overtime Requests

Approve/Decline Overtime

Overtime Report

Accessing your inbox Your inbox and the managerial functionalities can be accessed from any of the links under ‘Leave and Overtime’ or ‘Payslips and Claims’ on the Employee Self Service Portal.

Once you have accessed any of the VIP ESS functionalities, Click on ‘View Inbox’ under the Home tab on the Menu or Navigation bar

Managing your Inbox

When a request has been submitted on ESS, the Manager (Approver) will receive an email informing them that there is a

transaction that is awaiting approval. Transactions awaiting approval can be accessed in one of two ways:

From the “Click here to view this Inbox item” link in the email

By Selecting ‘View Inbox’ from the Menu on the VIP Self-Service home page (All transactions awaiting your

approval will be listed in the Inbox)

Managing your Inbox There are four ways to deal with requests in your Inbox:

Reassign Request

• Reassign to another approver to deal with the request

Approve Request

• If you are happy with the whole transaction and would like to approve

Decline Request

• If you are not happy with the transaction and do not want to approve

Park Request

• If you are not sure how you want to deal with the transaction for now

Reassign Request You may reassign a request to another approver, Clicking on Reassign Request next to the transaction in your Inbox

Reassign Request 1.Select a new approver from the dropdown list - (An Administrator must be contacted)

2. Add a Comment

3. Click on the button

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Out of Office Function Managers can nominate an approver to process transactions in their absence from work.

Select ‘My Settings’ from the Home link on the Menu or Navigation bar

Out of Office Function 1. Select ‘Out of Office From’ date from the dropdown menu

2. Select ‘Out of Office To’ from the dropdown menu

3. Select approver for Leave from the dropdown menu

4. Select approver for Claims from dropdown menu

5. Select approver for Overtime from dropdown menu

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Out of Office Function 6. Click on the button

7. Add the “out of office message”

8. Click on the button

9. Click on the update button

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The system will send all relevant transactions to the nominated

approver for the specified period. You will still receive all of the

notification emails.

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Impersonate Users Managers can impersonate employees with limited ESS access, to perform transactions on their behalf i.e. When a member of staff does not have access to a computer, does not have an email account or are visually impaired.

The function can be accessed from the top left corner of the ESS Home page .

Select the relevant employee from the dropdown menu.

Please note that not all approvers (managers) will have this functionality. If required please contact the

administrator.

Impersonate Users

A note will appear on the top left of the Home screen with the name of the employee being impersonated.

You can now perform transactions on behalf of the employee:

Impersonate Users To end the Impersonation, return to the Impersonate function by clicking on the Dropdown and select your name.

Leave Requests

Leave requests will be displayed in the Summary area of the Home page and can also be accessed by Clicking View Inbox in on the Menu

Approve\Decline Leave Request

Click on View next to the relevant transaction in your Inbox

Approve Leave Requests The Leave Request will open in detail, allowing you to check the dates are suitable:

1. Check the requested dates.

2. Click on the button to approve the request

Decline Leave Requests The Leave Request will open in detail, allowing you to check the dates are suitable:

1. Check the requested dates.

2. Click on the button to Decline the request

Decline Leave Requests When a Leave Request has been declined, a Decline Reason must be given, advising the employee of the reason for your decision.

1. Type in the Decline Reason

2. Click on the button

Park Leave Requests This function allows the manager to defer making a decision on a transaction until a later time.

The system will assign a parking expiration date of 30 days prior to the date of the transaction.

Parking is ONLY for future transactions that take place more than 30 days from the date of submission.

1. Click on the box next to the transaction you would like to park

2. Click on View next to the transaction

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Park Leave Requests The Request to be parked will open with the option to park added.

Click on the button

Leave Reports

Managers can draw the following Leave reports: :

Leave Balance Report

Leave Transaction Report

Manager Leave Calendar

The reports can be accessed from the Reports link on the Menu or Navigation bar

Leave Balance Report The Leave Balance report displays the leave balance per leave type for each employee:

Depending on the chosen report, you can select the

following fields:

• You may select a specific leave line e.g. Accrued Annual

Leave from the Leave line option

• You may select one or more employees to appear on the

report from the Employees option

• You may choose a different filter if you would like to

include terminate or deactivate users from the User Filter

option

• Under Options, you may design the structure of the report

1. Select the Groups 2. Select the Leave Type 3. Click on the button

Leave Balance Report

To print the report Click on the button

To save the report , Select by report format from the drop down menu and

then Click on the button

Leave Transaction Report The Leave Transaction report displays past leave transactions.

1. Select the Groups 2. Select the Leave Type 3. Select From Date and To Date 4. Select the User Filter 5. Click on the button

Leave Transaction Report To print the report Click on the button

To save the report Select by report format from the drop down menu and then

Click on the button

Manage Leave Calendar Report The Manage Leave Calendar report displays an overview of all approved leave in a calendar format.

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1. Select the Groups 2. Select the Leave Type 3. Select the Start Date 4. Select the User Filters 5. Click the checkbox to ‘Include employees with

no leave transactions’ 6. Click the checkbox to ‘Include my own Leave

transactions’ 7. Click on the button

Managing Overtime

Overtime Requests will be displayed in the Summary area of the Home page and can also be accessed

by Clicking View Inbox in on the Menu

Approve\Decline Overtime Requests

Click on View next to the relevant transaction in your Inbox

Approve\Decline Overtime Requests The Overtime Request will open in detail, allowing you to perform a thorough check.

1. To review the detail for the request, Click on the View

2. To view attachments for the request, Click on the ‘Attachment’ link

3. Once you are comfortable you can decide to approve or decline the transaction by clicking on the bu tton or

button

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Declining Overtime Requests

When an Overtime Request has been declined, a Decline Reason must be given, advising the employee of the reason for your decision.

1. Type in the Decline Reason

2. Click on the button

Overtime Report

Managers can access the Overtime Report from a link under Reports on the Menu or Navigation bar.

Manager Overtime Report

1. Complete the relevant fields

2. Click on the button

Manager Overtime Report

To print the report Click on the button

To save the report Select by report format from the drop down menu and then Click on the button

Manage Claim Requests

Claims for approval can be a subsistence or a travel allowance request.

Claims requests will be displayed in the Summary area of the Home page and can also be accessed by

Clicking View Inbox in on the Menu

Approve\Decline Claims Requests

Click on View next to the transaction in the Inbox

Approve\Decline Claim Requests

The Overtime Request will open in detail, allowing you to perform a thorough check.

1. To review the detail for the request, Click on the View

2. To view attachments for the request, Click on the ‘Attachment’ link

3. Once you are comfortable you can decide to approve or decline the transaction by clicking on the button or

button.

Declining Claim Requests When an Overtime Request has been declined, a Decline Reason must be given, advising the employee of the

reason for your decision.

1. Type in the Decline Reason

2. Click on the button

Manager Claims Report

Managers can access the Manager Claims Report from a link under Reports on the Menu or Navigation bar.

Manager Claims Report

1. Complete the relevant fields

2. Click on the button

Manager Overtime Report

To print the report Click on the button

To save the report Select by report format from the drop down menu and then Click on the button

Claim Reports

Managers can access the Claims Report from a link under Reports on the menu or navigation bar.

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1. Select Reports.

A number of selection criteria can be specified:

• Claims Group

• Claims Type

• Date From

• Date To

• Custom Fields

• Filter

2. The report is

displayed.

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