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
•
Claims and overtime applications
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.
ESS Administrators 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.
http://ariksage02/ess/ - Internal link http://ess.arikair.com/ess/ - External link
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:
1. Your ARA number is used for your username e.g. ARA1000
ARA1000
[email protected]
2. Complete the required information and click on the Activate Account Button 3. Congratulations, you have activated your ESS your ESS user account and can now login to use Employee Self Service
Logging In Once your registration has been activated, you can use the Login links on the welcome page to login to the ESS Application
LOGIN
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)
Navigator Bar
Content Area
Menu Bar
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: o
Inbox
o
Requests in Progress
o
Saved Requests
o
Payslips & IRP5’s – (IRP5’s for South Africa only)
o
Request History
The Inbox section displays mail transactions between you and your approvers.
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 Request History section displays posted, declined and deleted requests.
Personal Details This is found under Employee Menu
Personal Details
Emergency Contact Details
Banking Details
Reporting Address
Residential Address
Postal Address
Other details
These types of requests are usually directed to your HR or Payroll department for approval.
Leave
From the Leave options on the menu, Submenus available are:
Apply for Leave
Leave In Progress
Leave Balances
Applying for leave
• The following fields need to be completed: o Leave Type o From Date o To Date o Comments • 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. • 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 • There is also a comments field that can be completed if additional information needs to be provided. Once all of the fields have been completed click on the Submit Request button to submit the leave request to workflow. • You will receive an email confirming that the request has been submitted to workflow.
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 ARA1000
Annual Maternity Examination Paternity Sick E.t.c
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.
Overtime Claims
Steps to follow when submitting overtime claims: 1. Select the type of overtime e.g. Overtime (weekdays)
2. Select the dates, enter the amount of units and click on add
3. Submit the request for approval
Other Claims and Advances
Other claims and Advances are available as they have been implemented in the payroll system
CLAIMS
Travel Ticket Claim
Visa Fee Processing Claim
Rotation Claim
Simulator Claim
Night Stop Allowance Claim
ADVANCES:
Travel Advance
Work Advance
Salary Advance
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 wrong 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.