Employee Self-Service (ESS) - Le

www.le.ac.uk/its

www.le.ac.uk/itservices

Employee Self-Service (ESS)

Sickness Absence Technical Guide

This guide details how to view and record sickness absences

on the University’s Employee Self Service system.

Version 0.1 (01/01/2018)

https://www2.le.ac.uk/offices/hr

of 20 UNIVERSITY OF LEICESTER HR/IT

Contents

1 Logging in to Employee Self Service ......................................................................................................... 3

1.1 Important Security Advice .............................................................................................................. 4

2 System Warning Messages ....................................................................................................................... 6

3 Process Overview ..................................................................................................................................... 7

3.1 System Process Overview for Employees ....................................................................................... 7

4 Check and Update a Sickness Absence Request ...................................................................................... 8

4.1 Email Notifications ........................................................................................................................ 11

5 Create a New Sickness Absence Request ............................................................................................... 13

6 Delete a Sickness Absence Request ....................................................................................................... 19


1 Logging in to Employee Self Service

The Self Service Portal system uses the same University network username and password that you would

use to log onto your PC at work. There are no additional username and passwords required.

To access the system enter the following URL into the address bar in your Internet Explorer browser:

http://workspace.le.ac.uk/ess

Alternatively, go the HR Employee Self-Service (ESS) website www.le.ac.uk/hr-ess and click on the

Employee Self-Service button:

Enter your standard University username and password and click on Log On. The following ESS Overview

screen will appear:

http://workspace.le.ac.uk/ess

http://www.le.ac.uk/hr-ess


PLEASE NOTE: If you already use the SAP NetWeaver Business Client installed on your PC or Laptop as part

of your job, then you can also access Employee Self-Service from the index page.

1.1 Important Security Advice

1.1.1 Logging Out

When you have completed your session on ESS, it is important to log out using the Log off button near

the top right corner of the window.

You will then be prompted ‘Do you want to log off’. Click OK to confirm.

Once you have logged off, close down the browser window completely by clicking in the top right

corner. This is to ensure that all your personal details are protected.

1.1.2 Browser Password Storage

Your browser may offer to remember your password for the Self Service website when you log in for the first

time, it is strongly recommended that you do NOT accept this.

1.1.3 Pop-Up Blocker Message

You may experience a pop-up blocker message when you try to access the screens on ESS. Make sure that

under your browser internet settings for Pop-Up Blocker ‘*.le.ac.uk ‘is an allowed site.

To check this for Internet Explorer:

1. Go into Tools > Internet Options > Select the Privacy Tab:


2. Under the Pop-up Blocker section, click on the Settings button.

Ensure ‘*.le.ac.uk’ is an allowed site and the blocking level is set to Medium.


1.1.4 Data Protection

Everyone at the University has a clear obligation to process personal information in a manner that is

compliant not only with the provisions but also the spirit of the Data Protection Act 1998.

The below link provides basic guidance on how you should handle personal data. It applies to both

personal data processed on computer (including emails) and to personal data held in manual files.

https://www2.le.ac.uk/offices/ias/dp/data-protection

In addition, you should also refer to the Guidance document for Handling Sensitive Sickness Absence Data

which forms part of the Toolkit for staff on Maximising Attendance.

1.1.5 Help & Advice

From 1st January 2018, the University will be phasing in a new Maximising Attendance Policy and

Procedure. Departments will receive communication before implementation but, in the meantime you can

access the new Policy and Procedure from the below link:

https://www2.le.ac.uk/offices/hr/policies/abs/sick

Please contact HR at [email protected] for any queries you have on the new policy and procedure.

If you are unable to access the Employee Self-Service system, please contact HR in the first instance at

[email protected] or on (0116) 252 2439.

If you are able to access the Employee Self-Service system, but are still experiencing technical issues, please

contact the IT Service Desk at [email protected] or on (0116) 252 2253.

2 System Warning Messages

You may get the following warning messages appear when you try to create a new absence request:

This means that there already exists a request for the dates you have selected. You will need to change the existing record or select new dates.

This means that the SAP system is not open for corrections due to Payroll activities, therefore you cannot make changes to employee data during this time.

https://www2.le.ac.uk/offices/ias/dp/data-protection



mailto:[email protected]




3 Process Overview

The below is an outline of the process to follow for recording sickness on SAP.

1. Employee reports in sick following the locally agreed reporting arrangements.

2. Managers (or substitute) will record the absence on SAP Manager Self-Service (MSS) on the employee’s

behalf. An end date must be completed.

3. Managers must maintain contact during the sickness absence and keep the sickness record on MSS up

to date.

4. On the first day back, the employee must check the sickness absence record on SAP Employee Self-

Service (ESS) and if appropriate amend the record. This replaces the need for a hard copy Self-

Certification form.

5. If the absence has been for 8 calendar days or more than a scanned copy of the doctor’s fit note must

also be attached to the sickness record on SAP. The original must be retained.

6. The adjusted record with the required fit note will be sent to the line managers MSS work overview list

for approval. Managers will only approve if the required fit note is present. The approved absence

record is than submitted to payroll. For long-term sickness, managers should approve during the

absence to ensure that the information feeds through to payroll.

7. The manager then arranges a Return to Work discussion (RTWD), to take place within 2 working days of

the return to work.

8. The RTWD form is completed and saved on MSS and a copy is emailed to the employee.

9. Managers are responsible for ensuring that this process is completed.

3.1 System Process Overview for Employees

SAP ESS SAP ESS SAP MSS EMAIL

On first day back employee must

check and update sickness

record

Employee sends sickness record to manager for

approval

Manager approves

request and this is submitted to

Payroll

Notification email sent to

employee


4 Check and Update a Sickness Absence Request

When you have returned to work you need to check that the sickness absence recorded by your line

manager is correct. Follow the below steps to check and update your sickness record:

1. Within Employee Self-Service choose Leave Requests > Leave Overview

From the list presented on the right hand side of the screen, find the current absence from which you are

returning.

Next to each leave request you’ll see the icons allowing you to Edit or Delete the request. Click on the Edit

icon and the Leave Request screen will be displayed:


2. In the Leave Details section, check the following fields are correct and if necessary change them:

a) Type of Leave – Check that the correct sickness absence type has been selected by your line manager. If

you have been sick one and a half days, you will need to create two separate leave requests, one for the

full day(s) and another for the half day.

b) Start Date – Check that the correct start date has been entered. If it needs to changes you can type the

date directly or use the calendar icon to select the correct first working day off sick.

c) End Date - Amend the end date to reflect the day that you returned to work.

d) Absence Hours - If you have selected Sickness (Half Day AM) or Sickness (Half Day PM) as the leave

type, then you will also need to enter the total hours that you were absent for that half day, i.e. if you

work 7 hours per day, the total hours for the half day will be 3.5 hours.

This is not a mandatory field but you will need to enter the hours before sending this for approval,

otherwise you will receive the below error message:


e) Sickness Type and Reason - Check that the correct sickness reason has been entered by your line

manager. If this needs to be changed, click on the search icon in the Sickness Type field and select

the sickness reason from the list that appears. This will then populate the Sickness Reason field (which

is a read only field).

f) Processor:

This will display your line manager who the absence request will go to for approval. If this information is

incorrect please contact HR. This field will not appear if the absence request does not require approval.

g) New Note:

You can enter any useful, factual notes in this section:

h) Attachments:

If you need to attach a doctor's fit note or any other documents, use the Attachment button

to browse to the location where any scanned fit notes or documents have been stored and attach them

with an appropriate description. Only PDF files can be attached to MSS.

Guidance on how to create a scanned PDF can be found in the below link:

https://www2.le.ac.uk/offices/itservices/ithelp/my-computer/print-copy-scan/scan

3. Having completed the details of the sickness, click on the Check button located at the top of

the Leave Details section, to validate the entries.

The following message will appear if the check was successful:

You may see the following warning message instead if you have selected a date that either falls on a non-

working day or holiday:

You can decide to ignore this warning message or change the start and/or end dates accordingly.

You may see the following error message if you have selected a date that already has an existing absence

recorded:



In this instance, you will have to change the start and/or end dates before you can send the request for

approval.

4. After having validated the sickness entries click on the Send button to send the request for

approval.

The Send and New button will send the current recording for approval and then open a

new absence request. Select this if you have to create a new request for your sickness absence i.e. if you

have been sick for one day and half.

5. Details of the sickness absence are displayed for confirmation:

Click the OK button to confirm. You should then see the following confirmation message:

6. Your request will be sent to your manager for approval.

PLEASE NOTE: You can change a leave request before or after it’s been approved by your line manager.

4.1 Email Notifications

When your manager has approved your leave request you will receive an email:


You can also check the status of a request in the Leave Overview option within the Absence & Leave

section.

You manager my reject the leave request if the required doctor’s fit note has not been attached. If that is

the case, you will receive the notification from the SAP system that your leave request has been rejected

with the following text:

You will need then Edit the rejected absence and attach a scanned PDF copy of the fit note. Follow the

instructions above to carry this out.


5 Create a New Sickness Absence Request

Follow the below steps to record a new sickness absence request. You may need to do this after you return

to work and your line manager has not been able to record this sickness on your behalf.

1. In the ESS Overview screen select Create Leave Request within the Absence & Leave section:

7. The Leave Request screen will be displayed. In the top window you will see a calendar showing the days

you have already had off sick. In the Team Calendar tab, you can view your team members’ absence

dates.


8. In the lower window Leave Details section you can create a leave request for your sickness absence.

9. In the above Leave Request screen, the blue asterisk (*) indicates a mandatory field. Complete the

screen using the guidance below:

i) Type of Leave:

Currently the following leave types are available on ESS:

Select one the above Sickness absence types. If you have been sick one and a half days, you will need to

create two separate leave requests, one for the full day and another for the half day.

PLEASE NOTE: The annual leave types are only available for those departments who have gone live with

this functionality (currently this is Finance and IT Services within Corporate Services).


j) Entering Leave Dates:

Leave dates can be entered in three ways:

(i) Type the date directly into the relevant field. Enter the first working day into the ‘Start Date’ field and the last working day into the ‘End Date’ field.

The following formats can be used: - 25.06.2018

- 25062018

- 25.06.18

- 250618

- 25.6.18

(ii) Use the calendar by clicking on the icon to the right of the ‘Start Date’ and ‘End Date’ fields:

(iii) Click into the Personal Calendar at the top of the screen. If requesting more than one day, click on the first day and then whilst holding down the [Shift] key, click onto the last working day. The date range requested will now be populated in the leave request screen:

Click here to move

forward 12 months

Click here to move

to the next month

Click here to move

back 12 months

Click here to move to

the previous month

Once you have located the

appropriate month, simply click with

your mouse on the required date.


k) Absence Hours:

If you have selected Sickness (Half Day AM) or Sickness (Half Day PM) as the leave type, then you will also

need to enter the total hours that you were absent for that half day, i.e. if you work 7 hours per day, the

total hours for the half day will be 3.5 hours.

This is not a mandatory field but you will need to enter the hours before sending this for approval,

otherwise you will receive the below error message:


l) Sickness Type and Reason:

Click on the search icon in the Sickness Type field and select the sickness reason from the list that

appears. This will then populate the Sickness Reason field (which is a read only field).

m) Processor:

This indicates who the absence request will go to for approval. This is most likely to be your line manager. If

this information is incorrect please contact HR. This field will not appear if the absence request does not

require approval.

n) New Note:

You can enter any useful, factual notes in this section:


o) Attachments:

If required, use the Attachment button to browse to the location where any scanned

sickness certificates have been stored and attach them with an appropriate description. Only PDF files can

be attached to MSS.

Guidance on how to create a scanned PDF can be found in the below link:


10. Having completed the details of the sickness, click on the Check button located at the top of

the Leave Details section, to validate the entries.

The following message will appear if the check was successful:

You may see the following warning message instead if you have selected a date that either falls on a non-

working day or holiday:

You can decide to ignore this warning message or change the start and/or end dates accordingly.

You may see the following error message if you have selected a date that already has an existing absence

recorded:

In this instance, you will have to change the start and/or end dates before you can send the recording for

approval.

11. After having validated the sickness entries click on the Send button to send the recording for

approval.

The Send and New button will send the current recording for approval and then open a

new absence request.

12. Details of the sickness absence are displayed for confirmation:



Click the OK button to confirm. You should then see the following confirmation message:

13. Your request will be sent to your manager for approval. You will then receive an email notifying you if

your leave request has been approved or rejected.

6 Delete a Sickness Absence Request

In certain circumstances you may need to delete a sickness absence request, for example, if this has been

entered incorrectly. You can delete a leave request before or after it’s been approved by your line manager.

1. Within Employee Self-Service choose Leave Requests > Leave Overview


2. From the list presented on the right hand side of the screen, find the absence that you need to cancel.

3. Click on the Delete icon

4. The Cancel Leave Request box will open: “Do you really want to cancel…” click Yes.

5. You will receive the following notification:

6. If the status of the request was approved, the deletion request will then be sent to your line manager

for approval. Once approved, the dates can then be re-used for another absence.

7. If the status of request was sent then, the deleted request will be removed from your Leave Overview

screen and from your line manager’s Work Overview list.

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