and Claimsallow you to attach supporting documentation using the “attachments tab” in each module. • Leave and Overtimeare governed by the related policies. • Divisions/Users who don’t submit Overtime on ESS will still see the overtime tab but will not be able to access the functionality
key terms to keep in mind: • Cycle Entitlement: are the Leave Days due to you for the year. • Due @ Start: These are your Leave Days opening balance as of this month. • Period Entitlement: These are the number of leave days you are entitled to per month. • Taken this Period: This is the number of Leave days you have taken this month. • Trans. Pending: These are your Leave requests that still need to be actioned. • Cancel. Pending: This is Leave that was approved and deducted from your balance which you have since cancelled and waiting action by your manager. • Total Due: These are the Leave days due to you at the end of this month. • Planned: This is future leave submitted for a different month..
staff Britehouse Note: The example above is for Annual leave but there are multiple leave types on the system I need to Apply for leave Apply for leave on the ESS portal Click on “submit” I need to Approve leave Log in to ESS and open leave request Decline leave stating reasons Does leave align to business planning and operational requirements? NO YES Approve leave
staff Britehouse Note: The example above is for Annual leave but there are multiple leave types on the system I need to Apply for leave Get PM/Client/ Temporary manager approval Attach e-‐mail to leave request Apply for leave on the ESS portal This leave has been applied for in line with our leave policy. Complete “comment field” with the following Click on “submit” I need to Approve leave Log in to ESS and open leave request Are there supporting attachments and comments? NO YES Request supporting documents/ comments Supporting documents /comments Received? NO Decline leave stating reasons Approve leave Does leave align to business planning and operational requirements? NO YES
tab Click on the “Upload a file with above comment” tab 1 2 3 Browse to the document you wish to attach/upload Click “open” 4 Document is now uploaded Enter supporting comments here. The comments field accommodates 50 Characters Britehouse Note: Making comments and adding attachments is done in the same way across the ESS portal
select the “Apply for Leave“ option in the leave Menu. This will open the Leave Request screen. Leave balance summary Leave balance calendar These fields are updated with your leave details Click on “submit” when you have captured your leave
Must be completed: o Leave Type o From Date o To Date o Reason • Once all of the fields have been completed click on the “Submit Request button” to submit the leave request to workflow also known as the ESS Elves that will route your request • You will receive an email confirming that the request has been submitted to workflow. NOTE • The system will automatically calculate the number of days requested based on the dates selected, and will exclude public holidays and other non-‐working days as defined on the payroll system. • Should it be necessary, the Days Requested can be overwritten. E.g. when taking a half day of leave, this can be changed to a 0.5 • The comments field MUST be completed in support of leave applications especially if you are project or client based.
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. Parked Requests are requests that are on hold and thus will be approved/declined later
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 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.
of your leave. Calendar window shows leave over a period This key indicates the shading of the various areas. You can also “mouse over” a block to get further details Each block that represents leave will have a code/letter that speaks to the leave type
able to cancel transactions that have already posted to payroll. • Step1: Click on “Cancel Posted Leave” • Step 2: Click on “Cancel” • Step 3: Click on “Submit Cancelation Request”
access own information stored within the payroll as well as perform certain managerial functions. Some of the added functionalities include: • Approving, declining or parking requests. • Impersonating users with limited access to ESS. • Running different leave reports. REMEMBER • To switch on the “Out-‐of-‐Office” function when the manager is unavailable to deal with transactions. • That managers/approvers use their profile for own purposes as well as to perform managerial duties. Each manager will have access to more functions than the normal user.
you as a Manager When a request has been submitted, the approver will receive an email prompting/asking for action . All transactions will appear in the manager’s “inbox”. You can access your Inbox in 2 ways: 1. By logging into ESS. 2. By clicking on the email link.
most transactions you can do the following things: 1. Reassign Requests – if you want to reassign the request to another approver to deal with. 2. Approve Requests – if you are happy with the whole transaction and would like to approve it. 3. Decline Requests – if you are not happy with the transactions and do not want to approve it. 4. Park Requests – if you are unsure about how you want to deal with this transaction.
a request to another approver by clicking on the “Reassign Request” link to the right hand side of the transaction. • This will open a dropdown menu with other approvers. • Select a new approver and write a comment regarding why you’re reassigning the request before clicking on “Update”. • You will be able to view the details of a transactions by clicking on “View” on the left hand side of the transaction.
• Britehouse Tip: You can tick the “Send the leave Event to my Calendar” to update your Outlook calendar IMPORTANT: Make sure that all supporting documentation and comments relating to the leave accompany the request
with the entire transaction or the attachment provided, you can decline the transaction by clicking on the “Decline” button at the bottom of the screen. IMPORTANT: Remember to enter a “Decline Reason” this is COMPULSORY. This reason will also appear on the user’s notification e-‐mail.
the manager to place a future transaction on hold if unsure on how to deal with the transaction. ESS will assign a parking expiration date to the transaction 30 days before the transaction takes place. Britehouse Note: Parking is onlyfor future transactions that takes place 30 days or longer from the submission date
line with the applicable policy • Overtime is done in accordance with the applicable labour legislation • Not all Divisions within Britehouse will use the Overtime functionality • If your division does not use it you will see the Overtime tab but you will not be able to access the functionality
when submitting overtime claims: Select “Overtime” from the Menu 1. Select the “Overtime type” e.g. Overtime (weekdays) 2. Select the dates and enter the amount/units and click on add 3. Submit the request for approval Britehouse Note: The example above is for Annual leave but there are multiple leave types on the system
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