11

Employee ProcessEmployee Process

Employee logs into Employee logs into ESS accountESS account

Submits a request via Submits a request via “Create Leave “Create Leave Request”Request”

SAP Workflow routes SAP Workflow routes request to their request to their SupervisorSupervisor SupervisorSupervisor

approves, rejects or approves, rejects or delegates the requestdelegates the request

SAP Workflow routes e-SAP Workflow routes e-mail confirmation back mail confirmation back to employeeto employee

Employee clicks link Employee clicks link in e-mail to add in e-mail to add appointment to their appointment to their Lotus Notes calendarLotus Notes calendar

Approved absence Approved absence posted directly to SAPposted directly to SAP

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SupervisorSupervisor Process Process

SupervisorSupervisor receives receives Lotus Notes E-mailLotus Notes E-mail

SupervisorSupervisor approves, approves, rejects or delegates the rejects or delegates the request. request. SupervisorSupervisor adds adds

reminder to their Lotus reminder to their Lotus Notes calendar to Notes calendar to document employee’s document employee’s planned absenceplanned absence

SAP Workflow routes SAP Workflow routes e-mail confirmation e-mail confirmation back to employeeback to employee

Approved absence Approved absence posted directly to SAPposted directly to SAP

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ESS Leave Request ProcessESS Leave Request Process

• Absences Absences mustmust be recorded be recorded– Submit in advanceSubmit in advance– Planned absencesPlanned absences– Retro absences (I Retro absences (I waswas sick yesterday) sick yesterday)

– CorrectionsCorrections - - cancel requestcancel request

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Creating a Leave RequestCreating a Leave Request

• Log into your ESS AccountLog into your ESS Account ess.nebraska.eduess.nebraska.edu

• Click “Create Leave Request”Click “Create Leave Request”

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Leave Request FormLeave Request Form

Family Medical Leave Section

Available Balance Section

Help Resource

New Request Section

66

Available Balance SectionAvailable Balance Section

Entitlement

•BW: Balance changes daily on both sick / vacation

•MO: Vacation balance changes after the first payroll run•MO: Sick balance is given at the beginning of calendar year

Used (historical)

Planned (future) • Added at the time the Supervisor has approved the request

Entitlement – Used – Planned = Available Balance

77

The Form SectionThe Form SectionCompleting Form Steps:

•Select Leave Type •Date(s)•Time (military time)•Total hours to be absence •Comments (optional)

Select Refresh

Watch for error messages

Select Submit to Approver

Manager Name

Error Message

Supervisor

Error message

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ESS Leave Request TypesESS Leave Request Types• Acceptable ESS Leave TypesAcceptable ESS Leave Types

SickSick Comp Time UsedComp Time Used

Vacation Vacation Floating HolidayFloating Holiday

Funeral Funeral Banked HolidayBanked Holiday

Military * Military * Crisis Leave * Crisis Leave * * * RequiresRequires Prior paper Prior paper ApprovalApproval

• Paper – Not Through ESSPaper – Not Through ESS Civil LeaveCivil Leave Administrative LeaveAdministrative Leave Leave that results in a negative balanceLeave that results in a negative balance

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ESS Leave Request ProcessESS Leave Request Process

•Full / Partial Day RequestsFull / Partial Day Requests

– Partial Days must be requested separatelyPartial Days must be requested separately

– Consecutive full days are allowedConsecutive full days are allowed

1010

ESS Leave RequestESS Leave Request

•Floating Holiday Floating Holiday – President’s, Arbor, Columbus & Veteran’s DayPresident’s, Arbor, Columbus & Veteran’s Day– Excess of 32 hours (FLH) or FTE%Excess of 32 hours (FLH) or FTE% ------ must be used prior to vacation------ must be used prior to vacation

•Banked Holiday Banked Holiday – Martin Luther King, Memorial Day, Independence, Martin Luther King, Memorial Day, Independence,

Labor, Thanksgiving (plus Friday), Christmas & New Labor, Thanksgiving (plus Friday), Christmas & New Year’s Day -------- Must be used prior to vacationYear’s Day -------- Must be used prior to vacation

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Supervisor receives e-mailSupervisor receives e-mail

Supervisor will:• Select Approve,

Reject* or Delegate*

*Comments are required

• Add “reminder” to their Lotus Notes calendar

1212

E-Mail Confirmation to E-Mail Confirmation to EmployeeEmployee

ApprovedApproved

Employee should:Add “appointment” to their Lotus Notes calendar

RejectedRejected

1313

ESS Leave Request ESS Leave Request ApprovalApproval

– Cancellations do not interact with Lotus NotesCancellations do not interact with Lotus Notes

• Add to Lotus Notes calendarAdd to Lotus Notes calendar– Your Calendar Your Calendar Reminder or Appointment Reminder or Appointment

1414

Cancel Request = Request OverviewCancel Request = Request Overview

1.1. Cancel Request (Trash Can)Cancel Request (Trash Can) Cancellations do not interact with Lotus NotesCancellations do not interact with Lotus Notes

Defaults to one month back

Click trash can to cancel request

Change in approved hours Change in approved hours submittedsubmitted

2.2. Submit new request (Submit new request (Create Leave Create Leave Request)Request)

Complete list of all Complete list of all requestsrequests

1515

Employee canceling a non-approved requestEmployee canceling a non-approved request

(Scenario: employee submit request (Scenario: employee submit request E-mail sent E-mail sent to Supervisor to Supervisor employee cancels the request ) employee cancels the request )

1616

Leave Leave InformationInformation

• UsedUsed

• PlannedPlanned

• Avail. BalanceAvail. Balance

Leave Activity ReportLeave Activity Report

1717

• Leave Activity ReportLeave Activity Report

1818

ESS Leave Request ProcessESS Leave Request Process

Time sheet recording change Time sheet recording change

• On time sheet under Wage type On time sheet under Wage type enter –enter –

Leave type/ESS Leave type/ESS (Vac/ESS)(Vac/ESS)

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2020

Help ResourcesHelp Resources

• Help Button within the ESS ScreenHelp Button within the ESS Screen

• ESS Help on ess.nebraska.eduESS Help on ess.nebraska.edu – DocumentationDocumentation– FAQFAQ

• ESS Leave Request Help Contacts:ESS Leave Request Help Contacts:

NRBC:NRBC:– Jolene Foster 472-7788Jolene Foster 472-7788– Sandy Cook 472-0833Sandy Cook 472-0833

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Supervisor RemindersSupervisor Reminders

•Supervisor AccountabilitySupervisor Accountability

Add “reminders” to Lotus Notes Add “reminders” to Lotus Notes CalendarCalendar– Create folder in Lotus NotesCreate folder in Lotus Notes– Cross Reference time sheet to leave Cross Reference time sheet to leave

requestsrequests

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When do I start using When do I start using the new system?the new system?Bi-Weekly April Bi-Weekly April

27,200727,2007

Monthly May Monthly May 1,20071,2007