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
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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
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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
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.
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:
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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.
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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.
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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).
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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.
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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:
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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:
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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: