sap hcm user manual employee self service 2

7/26/2019 Sap Hcm User Manual Employee Self Service 2

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HUMAN CAPITAL MANAGEMENT

Employee Self Service User Manual

FOR

Druk Green Power Corporation

Wipro Ltd.

Version 1.0


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TABLE OF CONTENTS

1. Employee Self Service ..................................................................................................................................... 3

9.1 Getting Started for Employee Self Service ................................................................................................. 4

9.2 Employee Self-Service- Home Page ............................................................................................................ 6

9.2.1 Employee Search .................................................................................................................................... 6

9.2.1.1 Whos who .............................................................................................................................................. 7

9.2.2 Personnel Information .......................................................................................................................... 10

9.2.2.1 Personal Data ....................................................................................................................................... 11

9.2.2.2 Addresses ............................................................................................................................................. 12

9.2.2.3 Bank Information .................................................................................................................................. 13

9.2.2.4 Family Members/Dependents .............................................................................................................. 14

9.2.3 Leave Request....................................................................................................................................... 15

9.2.3.1 Leave Request....................................................................................................................................... 15

9.2.3.2 Quota Overview .................................................................................................................................... 17

9.2.3.3 Leave Encashment ................................................................................................................................ 18

9.2.4 Payroll ................................................................................................................................................... 20

9.2.5 Forms .................................................................................................................................................... 21

9.2.6 Travel and Expenses ............................................................................................................................. 22

9.2.6.1 Travel Request Creation ....................................................................................................................... 23

9.2.6.2 Travel Expenses .................................................................................................................................... 25


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1. Employee Self Service

Employee Self Service (ESS) is a SAP Web based portal application for the employee. With the help of this

online internet based application. Employee can view his/her Human Resources related data and use other

applications, from any place and at any point of time.

Employee Self Service application will aid in improving efficiency to serve internal customer and reduce thedependency on the paper files.


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9.1 Getting Started for Employee Self Service

Employee Self-Service applications provide you with easy access to information and services for

employees. This page gives you an overview of the entire offering.

Open Internet Explorer

Click on Favorites


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From the Internet Explorer Favorites, select Employee Self Service Portal. As and when you will

select the ESS portal link, following screen will appear in the browser screen

Enter your Unique User ID and Password and press Log In button.

Click on

Favorites

Type User

ID

Password


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9.2Employee Self-Service- Home Page

Following services are available on Employee Self Service Home Page screen:

Employee Search

Personnel Information

Leave Request

Payroll

Forms

Travel & Expenses

Asset Details

9.2.1 Employee Search

This service helps an employee to search his/her colleagues in the company. This is a company

directory service.

Click on Employee

search


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9.2.1.1 Whos who

Search for employees by name or other search options and find basic information about colleagues in the

company.

Whos Who offers two types of search options:

Simple Search

Advanced Search

1. Simple SearchSearch employees in the company using first name and last name.

Follow the below mentioned steps to search an employee usingSimple Search

Click on whos who

Enter the last name

Click onsearch to

proceed

Enter the first name


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Following Whos Who Result screen will appear using Simple Search:

By clicking on Last Name, system will display the employees complete profile. For e.g Profile of Mr. Sonam

Click on last name


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Dendup is shown in the below screen.

2. Advanced SearchSearch employee in the company using various criteria like employee number,

name, position, department etc.

Details of Mr. Sonam

Dendup

Click on Advanced

Search button


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Following screen will appear after pressing Advanced Search

9.2.2 Personnel Information

The Personal Data service enables the employees to display their own personal data. Personnel

Information provides the services to view information such as bank details, address, family details

and personal information

After pressing on Personal Information Service link following screen will appears

Fill in available fields

by which you want

to search the person

Click on SEARCH

Click Personnel

InformationEven one can

click that icon


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9.2.2.1Personal Data

Following is the Personal Data Overview Screen. Press Display button to view your Personal data.

Click on Display to

view the details

Click on Personal Data


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In the personal data screen, employee cannot change any information; all fields will be available in Display

mode.

9.2.2.2Addresses

From this service employee can view different types of address information.

Click on Addresses


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Following is the Address Overview Screen. Press Display button to view your address data.

9.2.2.3Bank Information

ESS enables the employees to display the bank details which are stored in the HR master data.

Click Display button

Click on Bank Information


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View and exit to go back to home page

9.2.2.4Family Members/Dependents

The family members/related person service enables employees to display data about their own family

members and related persons.

From the overview screen employee can view the existing family member details.

Click on Family

Members/Dependents


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9.2.3 Leave Request

This functionality enables employee to apply for different types of leaves, view the available up to date leave

balances for different leave types, and track the status of leave application. This will reduce the paper work and

the time lines in between the leave application, approval by the reporting officer and final updating in the

records.

In the Leave Request functionality following services are available:

Leave request

Quota Overview

Leave Encashment

9.2.3.1 Leave Request

Following hyper link shows the Leave Request form in ADOBE Interactive format to create or cancel the

existing leave request in the system with up to date leave quota information and the status of the already

applied leave.

Click on Leave request

Click on leave

re uest


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Leave Request.pdf

Fill all the required data and press SUBMIT button. After pressing Submit button, system will check all the

entered data and validate the same with the company policy. If the entered values are correct then system

will show the confirmation message on screen and request will be submitted for the approval from immediate

supervisor.

Click this to see

overall uota of leave

Select type of leave

Select Leave

Start & End date

Write Remarks if any

Press SUBMIT

Select Request type


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Leave Approval by Supervisor:

The leave request has been sent for approval. The immediate supervisor can see the request as an E-mail in

his/her official e-mail Id. Leave request data will go as an attachment in ADOBE format. Leave request will

come with the subordinate name and type of request as e-mail subject.

To open the leave request, click on the Subject line of the request. As and when supervisor will click on the

subject line, e-mail will open with an attachment in ADOBE format. Open the attachment from e-mail which

contains all the required leave request details including the present absence quota details of the leave

requester. The Supervisor/ Controlling officer will either reject or approve the request.

If approver will approve the leave request then the leave quota of the requester will be automatically reduced

by the number of leave days which are approved. To see the leave balance, requester employee needs to

open the Leave request and click the quota overview to see the leave balance.

9.2.3.2 Quota OverviewThis service will be available to only those employees who will have the Employee self Service license. For

employees who dont have the ESS license, they can view the Leave Quota from there ADOBE Form.

With the help of this service employee can view the updated absence quota of different leave types.

Click on Quota

Overview


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Click exit to go back to ESS home page.

9.2.3.3 Leave Encashment

Following hyper link shows the Leave Encashment Request form in ADOBE Interactive format. With the help of

this form an employee can apply for the 20 days Earned Leave encashment.

LeaveEncashment.pdf

Click on Leave

Encashment


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Fill all the required data and press SUBMIT button. After pressing Submit button system will check all the

entered data and validate the same with the company policy. If the entered values are correct then system

will show the confirmation message on screen and requite will be submitted for the approval from immediatesupervisor.

Leave Encashment Approval by Supervisor:

The leave encashment request has been sent for approval. The immediate supervisor can see the request as

an E-mail in his/her official e-mail Id. Leave Encashment request form will go as an attachment in ADOBE

format.

In the supervisor inbox, leave encashment request will come with the subordinate name and type of request

as e-mail subject. To open the leave request, click on the Subject line of the request. As and when supervisorwill click on the subject line, e-mail will open with an attachment in ADOBE format. Open the attachment from

e-mail which contains all the required leave encashment request details including the present absence quota

details of the requester.

The Supervisor/ Controlling officer will either reject or approve the request. After the supervisor approval

automatically the backend system will be updated and payment will be given to employee from off cycle

payroll.


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9.2.4 Payroll

Employee can view the Salary Statement for the current month as well as previous months. This service

provides employees with a detailed list of payments and deductions information for a selected period.

Salary Statement is integrated with adobe PDF based output which can be saved on the local PC by the user

and can be printed if required.

As and when employee will click on Salary Statement then the current month salary statement will open in the

PDF format if current month payroll executed in the system.

Click on Payslip

Click on Payslip


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9.2.5 Forms

All the required forms which are used outside/inside DGPC are placed under one link to facilitate the

employees.

Click on Forms


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9.2.6 Travel and Expenses

This process is an integrated management of all processes involved in a business trip and travel for training

including expense reports. The process includes the entire procedure of creating a trip, accounting the travel

expenses and the posting of travel expenses in Finance and Controlling (FICO).

Click on DGPC Forms


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9.2.6.1Travel Request Creation

Employee creates a travel request mentioning all the essential details, like Start and End dates of trip, Place of

visit, any Additional destinations, cost assignment etc.

A travel request is subject to relevant approval-cycle before it reaches the travel desk for ticket-booking.

While travel request initiation, employee needs to destination country of travel from the ESS Travelmanagement screen. After selection of the destination country, employee needs to enter different types ofrequired details.

Click on Travel & Expenses


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As and when employee will click on Create Travel Request service link following screen will come. Enter orSelect your employee number from the search help and press CREATE REQUEST button.

Enter all the fields on the screen. After entering the entire details press REVIEW button to review the details

of the request. On review screen employee cannot change any data and if all the entered data is OK then press

SUBMIT button to submit the request for approval. As and when employee will press Submit button, then

system will check the complete entered data and check the same with the company policy, if the entered data

Click on Travel Request


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is as per the company policy then system will submit the request for the supervisor approval and show the

travel request numberfor future references.

The immediate supervisor can see the request as an E-mail in his/her official e-mail Id. Travel Request form

will go as an attachment in ADOBE format.

Employee Reporting manager approval :

In the supervisor inbox, Travel Request will come with the subordinate name and type of request as e-mail

subject. To open the Travel Request, click on the Subject line of the request. As and when supervisor will click

on the subject line, e-mail will open with an attachment in ADOBE format. Open the attachment from e-mail

which contains all the required Travel Request details.


request will go to Finance for the Advance payment release and information will be sent to HR for the ticket

booking. After finance approval automatically the backend system will be updated and payment will be given

to employee from off cycle payroll.

9.2.6.2Travel Expenses

Travel Expensesfunction allows the employee to settle the travel expenses incurred during the trips. Employee

needs to enter the Employee number on the Travel Expense screen, and system will show all the approved

travel requests of the employee with travel request details.

After the trip has been completed, the traveler completes his or her travel expense report, including allnecessary data and documents.

The travel expense report is sent to the superior for approval, after which the same reaches theexpenses (finance) department for settlement with financial accounting.

Click on Travel Expense


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The expenses department then checks the travel expense report, the original documents and receipts.The trip is then settled.

Travel expense results are then posted and amount is transferred to financial accounting for finalpayment.

Reimbursements to employee can take place through off cycle payroll.

As the daily allowance is meant for meeting all personal expenses of an employee, no items of personalnature shall be allowed while settling hotel bills.

Advance amount provided to the employee while going on tour will be adjusted first in settlement.

Settlement is totally depending on the allowance type selected by the employee during the travelrequest initiation.

As and when employee will click on Travel Expense & Settlement link, following screen will come. From the

screen employee needs to select or enter the Employee number and pressGET TRAVEL DETAILS

Enter the Employee Number and press Get Travel details button. As and when employee will press the button

then system will show the last approved Travel Request details. Select the Approved travel request Row and

press CREATE button.


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Select the Approved travel request Row and press CREATE button. As and when employee will press CREATE

button then system will show all the details of the approved request on the next screen.

On the Travel Expense form system will automatically fill all the required details, if require fill the Incidental

charges, mileage etc and press CALCULATE button to get the exact amount on screen.

Enter all the fields on the screen. After entering the entire details press REVIEW button to review the details

of the request. On review screen employee cannot change any data and if all the entered data is OK then press

SUBMIT button to submit the request for approval. As and when employee will press Submit button, then

system will check the complete entered data and check the same with the company policy, if the entered data

is as per the company policy then system will submit the request for the supervisor approval and show the

confirmation message on screen.

The immediate supervisor can see the request as an E-mail in his/her official e-mail Id. Travel Expense form

will go as an attachment in ADOBE format.

Employee Reporting manager approval :


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In the supervisor inbox, Travel Expense will come with the subordinate name and type of request as e-mail

subject. To open the Travel Request, click on the Subject line of the request. As and when supervisor will click

on the subject line, e-mail will open with an attachment in ADOBE format. Open the attachment from e-mail

which contains all the required Travel Request details.


request will go to Finance for the settlement. After finance approval automatically the backend system will be

updated and payment will be given to employee from off cycle payroll.

sap hcm user manual employee self service 2

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