Employee Self-Service Overview

The Employee Self-Service module provides an online portal for employees to access pay, contact, & leave information, for approvers to handle leave requests, and for administrators to setup ESS users & approval processes and upload documents to be available by employees.

The Payroll Administrator sets four configuration values that determine how leave is entered and validated. See About leave request validation.

The Employee Self-Service module provides a way for employees to:

• Request changes to address & emergency contact information

• View paychecks, year-to-date totals, W-2 Consent Elections, W-2s, and other documents uploaded by the administrator

• Print summary information displayed in the various windows

• Perform leave functions

• • Current leave system: request leave, view leave balances, view leave requests, & withdraw leave requests

  • New leave module: request leave, view leave balances, view leave requests, withdraw leave requests, & delete leave requests

Approvers can:

Administrators have the following functions:

• Manage documents.

• • Create categories by which to designate features that will apply to a whole group of documents, including whether the documents will require employee acknowledgment.

  • Upload documents.

  • Delete documents

  • Edit document information

  • Edit screen instructions

  • Track employee document acknowledgments

• Set up the leave approval process.

• • Assign users to be approvers.

  • Create approval levels (often job titles) & assign approvers to the levels.

  • Create at least one approval process — assign at least one approval level, and if more than one level, determine the order in which the levels process the leave requests.

  • Link an approval process to each leave type.

• Assign permissions so employees will be able to see and access ESS.

• • Assign the ESS Employee security template to a group of employees.

  • Add & edit user permissions for individual employees.

• Add & edit ESS user accounts.

• Enable & disable user accounts.

• Add & edit user permissions.

• Invite users to register for ESS.

• Send emails to users who have forgotten their passwords.

• Schedule system emails to invite employees to register, to notify approvers there are requests awaiting their action, and to notify employees when action has been taken on their leave requests.

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