Employee Process

1
Employee Process
Approved absence posted directly to SAP
Employee logs into ESS account
Employee clicks link in e-mail to add appointment
to their Lotus Notes calendar
Submits a request via Create Leave Request
SAP Workflow routes e-mail confirmation back to
employee
SAP Workflow routes request to their Supervisor
Supervisor approves, rejects or delegates the
request
2
Supervisor Process
Supervisor receives Lotus Notes E-mail
SAP Workflow routes e-mail confirmation back to
employee
Supervisor approves, rejects or delegates the
request.
Supervisor adds reminder to their Lotus Notes
calendar to document employees planned absence
Approved absence posted directly to SAP
3
ESS Leave Request Process

• Absences must be recorded
• Submit in advance
• Planned absences
• Retro absences (I was sick yesterday)
• Corrections - cancel request

4
Creating a Leave Request

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

• Click Create Leave Request

5
Leave Request Form
Help Resource
New Request Section
Available Balance Section
Family Medical Leave Section
6
Available 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
7
The Form Section

• Completing 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
Supervisor
Error Message
Error message
8
ESS Leave Request Types

• Acceptable ESS Leave Types

Sick Comp Time Used Vacation Floating Holiday
Funeral Banked Holiday Military Crisis Leave Requires Prior paper Approval

• Paper Not Through ESS

Civil Leave Administrative Leave Leave that results in a negative balance
9
ESS Leave Request Process

• Full / Partial Day Requests
• Partial Days must be requested separately
• Consecutive full days are allowed

10
ESS Leave Request

• Floating Holiday
• Presidents, Arbor, Columbus Veterans Day
• Excess of 32 hours (FLH) or FTE
• ------ must be used
  prior to vacation
• Banked Holiday
• Martin Luther King, Memorial Day, Independence,
  Labor, Thanksgiving (plus Friday), Christmas
  New Years Day -------- Must be used prior
  to vacation

11
Supervisor receives e-mail

• Supervisor will
• Select Approve, Reject or Delegate
• Comments are required
• Add reminder to their Lotus Notes calendar

12
E-Mail Confirmation to Employee

• Approved

Rejected
Employee should Add appointment to their
Lotus Notes calendar
13
ESS Leave Request Approval

• Add to Lotus Notes calendar
• Your Calendar ? Reminder or Appointment

• Cancellations do not interact with Lotus Notes

14
Cancel Request Request Overview
Change in approved hours submitted
Complete list of all requests
Click trash can to cancel request
Defaults to one month back

• Cancel Request (Trash Can)
• Cancellations do not interact
  with Lotus Notes

2. Submit new request (Create Leave Request)
15
Employee canceling a non-approved
request (Scenario employee submit request ?
E-mail sent to Supervisor ? employee cancels the
request )
16
Leave Information

• Used
• Planned
• Avail. Balance
• Leave Activity Report

17

• Leave Activity Report

18
ESS Leave Request Process

• Time sheet recording change
• On time sheet under Wage type enter
• Leave type/ESS (Vac/ESS)

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(No Transcript)
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Help Resources

• Help Button within the ESS Screen
• ESS Help on ess.nebraska.edu
• Documentation
• FAQ
• ESS Leave Request Help Contacts
• NRBC
• Jolene Foster 472-7788
• Sandy Cook 472-0833

21
Supervisor Reminders

• Supervisor Accountability
• Add reminders to Lotus Notes Calendar
• Create folder in Lotus Notes
• Cross Reference time sheet to leave requests

22
When do I start using the new system?
Bi-Weekly April 27,2007Monthly May 1,2007