SELF SERVICE (EMPLOYEE HOME)...

Transcription

1 CONTENTS SELF SERVICE (EMPLOYEE HOME)... 3 Personal Information... 4 Personal Information Summary... 4 Home and Mailing Address Change... 4 Phone Number Change Addresses... 8 Emergency Contacts... 8 Name Change Diversity Employee Information My Timesheet (Public Servants) Payroll and Compensation Personal Bank Accounts Pay Distribution Instructions Voluntary Deductions View Payslip Printing Payslips Electronic Payment Summary Updating Tax Details Entering absence on the HRMIS Entering a partial day absence Requesting Recurring Absences Entering a Compact / Expand leave information Amending or Deleting a Previously Entered Leave Request Absence Request History View Absence Entitlement Balances Absence planning tool for Employees Learning and Development My Profile Competencies Licences and Certificates Education Honours and Awards Memberships Professional Learning Professional Learning Transcript External Professional Learning TRAVEL AND MOTOR VEHICLE ALLOWANCE Motor Vehicle Allowance Submit a New Motor Vehicle Claim Example 1 Single Region Claim Example 2 Multiple Regions Claim View / Edit an existing Motor Vehicle Claim Withdraw or Cancel an existing Motor Vehicle Allowance Claim Re-submit a returned Motor Vehicle Allowance Claim Travel Allowance... 82

2 Submit a New Travel Claim Single Destination, Single Item Claim Submit a New Travel Claim Multiple Destinations with Multiple Claims Submit a New Travel Advance View / Edit an existing Travel Claim / Advance Example Re-submitting a Travel Claim that has not yet been approved Example Withdrawing a Travel Claim that has not yet been paid Re-submit a returned Travel Claim / Advance Link a Travel Claim to a Travel Advance SELF SERVICE2-2

3 Self Service (Employee Home) The Self Service menu opens up into six different sections - Personal Information, Payroll and Compensation, View and Request Absences, Learning and Development and two hyperlinks; one to the HRMIS Home page and one to the CBS Home page. The Self Service module provides access to an employee s Personal Information for review or editing details. Information is initially entered during the Recruitment process and may be altered at any point during the individual s employment with the Department. This module also provides access to review and edit Payroll and Compensation, Learning and Development, and the View and Request Absence pages. SELF SERVICE2-3

4 Personal Information Personal Information Summary This page presents a summary of the employee s personal information as it has been recorded in the HRMIS. This page can be expanded and collapsed as required by clicking on the hyperlinks; Expand All and Collapse All Home and Mailing Address Change It is important to ensure that addresses are kept up to date as the Department uses the address for mailing payment summaries, payslips to Casual staff and any correspondence posted out to employees. It is the employee s responsibility to ensure that address details are kept up to date. If a Mailing Address is present, then this is the address that is used for any correspondence sent from the Department to employees. The Mailing Address must be entered if it is different to the Home Address. Navigate to: Personal Information > Home and Mailing Address SELF SERVICE2-4

5 To update the Home Address Type, select the (Edit) button. Enter the Date the Address is to be changed from in the Change As Of field All users are required to first select the function to enter an address. Select and enter the details and select Select the appropriate hyperlink and the address will default. If the Quick Address function does not display the required address, users can select and then use the function. The override button allows the address to be entered manually. Select the button and a Save Confirmation message will display. Select the button to return to the Home and Mailing Address page. SELF SERVICE2-5

6 To record a Mailing address (where one does not exist), select Mail from the drop down list and select the button. Select and enter the details and select. Select the appropriate address when the list defaults, by clicking on the correct hyperlink. If the address you require does not appear in the list, select cancel and then the entry of the address. button. The override button will enable manual The Effective Date will default to today s date. Change the Effective date to the required date of address change. SELF SERVICE2-6

7 Select the button and the HRMIS will confirm that the Save was successful. The address details have been recorded correctly in the HRMIS. The address Status can be listed as Current or Future dependant on what the As of Date is. The status will automatically change on the passing of this date. Phone Number Change Phone numbers may be added, deleted or changed. One phone number should be nominated as the preferred or main contact point. Navigate to: Personal Information > Phone Numbers To add a new number, click on. Select the Phone Type from the drop down list. Then enter the number as required. To amend a phone number, click in the *Telephone text field you wish to change and amend the entry. SELF SERVICE2-7

8 To delete a number, click on the button; you will be asked to confirm that you wish to delete the phone number, select or. Click to save the changes. Addresses addresses may be added, deleted or changed through the same process as telephone numbers. Navigate to: Personal Information > Addresses Business details are entered centrally during the Hire phase, when the employee s account is provisioned by ICT. To add an address, select the button and enter the appropriate details. To amend an address click in the text field you wish to change and amend the entry (Business address cannot be amended by the employee). To delete an address click on the button, you will be asked to confirm that you wish to delete the address, click Click to save the changes.. or Emergency Contacts These pages are used to record the name, address and telephone numbers of the people to be contacted in the event of an employee emergency. Only one person may be nominated as a primary contact. However, additional people may be SELF SERVICE2-8

9 nominated as secondary contacts. To add an Emergency Contact or a second Emergency Contact: Navigate to: Personal Information > Emergency Contacts Click on the button. The Emergency Contact Detail page expands and displays. Enter the name of the Emergency Contact in the Contact Name field and tab out. Click on the drop down list for Relationship to Employee and select the appropriate relationship. If the contact has the same address as the employee, select the Contact has the same address as the employee checkbox. The address details will default from the employee s personal data. If not, select and enter the Emergency Contacts address. If the contact has the same phone number, select the Contact has the same telephone number as the employee checkbox. If not, enter the Emergency Contacts phone number in the Telephone field. It is important to ensure the telephone number listed is the daytime number for the Emergency Contact. To add a second phone number, select and enter the second number. Click the button. Note: The employee s Primary Contact box will be checked for the person the employee wants contacted first in case of an emergency. This can be changed by removing the tick from one and checking the other Primary Contact box. To edit the record, select the button and make the required changes. SELF SERVICE2-9

10 Name Change Employees have access to make a name change through Self Service. When a name change is entered by an employee through Self Service it workflows electronically to the Worksite Administrator for approval. Employees must provide original official documentation to the Worksite Administrator before the workflow can be approved, i.e. marriage certificate. Both the Worksite Administrator and the employee are advised of the transaction entry and subsequent approval / rejection by . Where an employee has more than one job, changes to Name (and Address) details can be made against any one Employee Record Number, as the change automatically flows to all other record numbers held by the employee. Navigate to: Self Service > Personal Information > Name Change The Name Change page displays, with Current Name and a New Name section where the changes can be made. SELF SERVICE2-10

11 Enter the date on which the name change is to take effect. Using the drop down list, select the Name Format (language). Click the button to open the editable fields. Add the new name. Select the button to update the Name fields. Ensure Display Name, Formal Name and Name fields are correct. Once confirmed correct, select which will take you back to the Name Change screen. Select the button to submit for approval through Workflow. SELF SERVICE2-11

12 Diversity Information on diversity within Government is a mandatory reporting requirement. This assists the Government to be responsive to the diverse needs of the community and the employment of people with diverse backgrounds and abilities. Improvements in data will enable the Government to monitor success, identify areas of improvement and provide additional support. To achieve this, all employees are requested to update their Diversity and Disability data through HRMIS. Navigate to: Self Service > Personal Information > Diversity The Diversity page will display with your Name, Date of Birth and Gender already completed. If you do not wish to provide your diversity information, select the check box marked I choose not to disclose. NOTE: If this page is not completed, the HRMIS will ask for the information to be provided by a prompt screen every time logging in to the HRMIS. Complete all the questions within the Diversity tab. SELF SERVICE2-12

13 Select or the Disability tab at the top of the page and complete the information as required. Then select the button. A Save Confirmation message will display. Employee Information Employees are able to access all the above details via the Personal Information Summary page. However employees do not have access to update the Employee Information located at the base of the page. The Worksite Administrator or Central Office can correct the data if there is an error in the information. Documentary proof is required to change these details. My Timesheet (Public Servants) Timesheets are used by Public Servants to track the sign on / off times, and the accrual and clearance of flexitime. This function is only available to Public Servant employees. Navigate to the Homepage and select the My Timesheets hyperlink. SELF SERVICE2-13

14 To begin you will need to Add a New Value. The lookup button can be used to select a date that is at the start of a timesheet time period. Hours are entered for On (start time) and Off (finish time). There are also the following options to add hours: SELF SERVICE2-14

15 At the end of the timesheet, the total hours will be calculated and carried forward to the next timesheet. Payroll and Compensation Employees are able to make enquiries and/or update payroll details in the following components. View Payslip Electronic Payment Summary Voluntary Deductions SELF SERVICE2-15

16 Personal Bank Accounts Payslip Creation Travel Allowance Motor Vehicle Allowance Personal Bank Accounts Personal Bank Accounts and Pay Distribution Instructions are initially populated from an employees Electronic Commencement Advice. The Personal Bank Accounts page is where an employee nominates their bank account details which can be used in the disbursement of their earnings through the Pay Distribution Instructions page. It is recommended that an employee should disperse their pay to a maximum of two bank accounts only. Personal Bank Accounts information is held at ID level therefore is available for use against any job in which the employee works (Record Number). Should a change to bank details occur after the close of pay (the Friday before payday), the pay will be sent to the previous account. It is advisable to keep the previous account open until the change has been implemented. Example: Adding a new Bank Account: The employee in this example is currently using one bank account for pay distribution, i.e. 100% of their money is being paid into the ANZ bank - Perth She now wishes for the first $200 of her pay to be dispersed to a new account with ANZ in Joondalup. All remaining pay should continue to go to the ANZ Perth account. To begin, the employee must go to the Personal Bank Accounts page to add the new ANZ bank account. Navigate to: Self Service > Payroll and Compensation > Personal Bank Accounts Alternatively use the Pagelet Hyperlink located on the Homepage: SELF SERVICE2-16

17 Click on the button. The Select a Branch page will open. If known, enter the BSB of the account that is being added. If not, click on the BSB lookup, this will bring up a list of all available branches. A list of BSBs will be returned. To narrow the search use any of the available fields to find the BSB required: Branch Name, City, etc. Click on the button. SELF SERVICE2-17

18 Select the correct BSB from the search results, this will return back to the Select a Branch page. Click. The Add Account Details page will display. Enter the *Account Nbr: Enter your *Account Name exactly as it is held at the bank. Do not use abbreviations, symbols such as & or punctuation such as full stops. SELF SERVICE2-18

19 Click on the button to save the account details. The Personal Bank Accounts Save Confirmation page will display. Click, and the Personal Bank Accounts page will display with the new account listed. Both accounts are now available to use in the Pay Distribution Instructions for any job in which the employee works. *Note: Users are unable to delete a Personal Bank Account if it is being used in a current Payroll Distribution Instruction in any job. To distribute funds between the two bank accounts - click on the Pay Distribution Instructions Hyperlink. Pay Distribution Instructions This page indicates how an employee's pay is to be distributed into nominated account/s. This can be updated through Self Service. SELF SERVICE2-19

20 It is recommended that employees disperse their pay to a maximum of TWO bank accounts only. Should a change to bank details occur after the close of pay (the Friday before payday) the pay will be sent to the previous account. It is advisable to keep the previous account open until the change has been implemented. Pay Distribution Instructions are held at Empl Rcd Nbr level and not EmplID level as with Personal Bank Accounts. If an employee has more than one job Pay Distribution Instructions must be entered for EACH JOB (record number). Employees can nominate a specific amount to be distributed to a particular account. If doing so, they must also choose an account to hold any remaining pay. The Use for any Remaining Payment Balance checkbox must always be ticked for the account holding the remaining pay. *Note: Users are not able to delete all Payroll Distribution Instructions; at least one instruction must be retained. Example of Pay Distribution change: This employee is currently using one bank account for pay distribution, i.e. 100% of their money is being paid into the ANZ Bank - Perth. This example will show how to nominate a set amount to be disbursed to a new account with ANZ Joondalup. The remaining amount of pay will continue to go to the ANZ Perth account. To begin, the employee should go to the Personal Bank Accounts page and add the new ANZ - Joondalup bank account (as done in the example p. 2-15). Navigate to the Pay Distribution Instructions page to setup the new disbursement details. Navigate to: Self Service > Payroll and Compensation > Personal Bank Accounts Click the Pay Distribution Instructions hyperlink at the bottom of the page Click on the Job Title requiring the Payment instructions (this option will only appear if you have multiple jobs / record numbers). SELF SERVICE2-20

21 NOTE: A separate Pay Distribution Instruction entry is required for each Job/ record number the employee holds. The Pay Distribution Instructions page displays, showing the current distribution instructions. In this example distribution details will be set up for $200 to be sent to the ANZ Joondalup, with the remainder of the pay continuing to the ANZ - Perth account. The ANZ - Perth account is already in the Distribution Instructions, but will need to be edited. Select, Existing Accounts will open, and the account needed to be added is to be selected. SELF SERVICE2-21

22 Both accounts are now listed in the Pay Distribution Instructions. Change the Order Number of the ANZ Joondalup to 1 and the ANZ Perth to 2 The Order Number field indicates which instruction is to be dealt with first. The lowest number is always dealt with before subsequent numbers. It will therefore be necessary to edit the existing account to make it priority 2. Enter the amount of $200 in the Amount field of the ANZ Joondalup account (Order Number 1). (This account will receive the $200 before the remaining funds go to ANZ - Perth, therefore the sequence should be set to the highest). Tick the Partial Allowed checkbox (this should be ticked for both accounts) this enables the direct deposit amount to be less than the amount entered in the $ field, if for some reason the total pay for the fortnight is less than that figure. *The Partial Allowed checkbox should always be checked on for all accounts. It enables the direct deposit amount to be less than the amount entered in the Amount or Percent fields. SELF SERVICE2-22

23 Click on the button. The Pay Distribution instructions now indicate the first instruction is to pay $200 to the employee's ANZ - Joondalup account. The second instruction is to pay 100% of the remaining pay into the employee's ANZ Perth account. These instructions will take effect at the next pay period, provided that they were entered prior to the close of pay. Pay closes on the Friday prior to pay day. Voluntary Deductions Deductions can be divided into Mandatory and Voluntary Deductions. Employees have access to Voluntary Deductions only and it is an employee s responsibility to ensure that voluntary deductions are maintained. Examples of voluntary deductions include: HBF, Life Assurance, National Mutual, and Medibank Private. All Mandatory Deductions are managed by Central Office. Examples of Mandatory Deductions include: GEHA, Tax Orders, Child Support, Centrelink, Court Orders and other garnishments. Example to add a new Voluntary Deductions: An employee wishes to add a new Voluntary Deduction to their record. Navigate to: Self Service > Payroll and Compensation > Voluntary Deductions SELF SERVICE2-23

24 Alternatively you can select the Pagelet Hyperlink located on the Homepage: Click on the button. This displays the Add Voluntary Deduction page. Enter the Type of Deduction. This is the name of where the deduction will be going to, eg Medibank Private. Click on the Look up to display the Look Up box. To narrow down the return search results enter the first letter of your deduction (M) in the Description field. SELF SERVICE2-24

25 *Searches can be made by Element Name or Description. Select the hyperlink for MEDIBANK PRV. Enter Deduction Start Date when the deduction is to commence. This date cannot be prior to the current pay period. Future dated deductions can be added. The Deduction End Date field is the date when the deduction should be ceased. If the payment is ongoing, leave this field empty. Enter the Amount to be Deducted each pay. This field does not require the $ sign, but the decimal point should be used. The Take deduction until I reach this Goal Amount field is used to specify a limit for the total amount of the deduction. When the deduction balance equals this amount the deduction will automatically cease. This field does not require the $ sign. This is not a required field. Click on the button. The Save Confirmation screen will display, click and the Voluntary Deductions page will display. To make changes to a current deduction, click on the button. Voluntary Deductions cannot be deleted. If a deduction needs to be stopped, enter a Deduction End Date. SELF SERVICE2-25

26 View Payslip Employees are able to view and print off their payslips. Employees will receive one payslip for each job in which they are working within the Department. Navigate to: Self Service > Payroll and Compensation > View Payslip The ID will automatically populate. Click on the button. Select the Payment Date you wish to view. Note: Where an employee has two jobs, a payslip for each position for the same payday date will be displayed. The Pay Advice Details are displayed and divided into sections. SELF SERVICE2-26

27 At the top right the Pay Period details will show the From and To Dates of the pay, the Payment Date, Employee ID and Record Number, the Department, Location, Plan/Grade/Step, Pay Rate, Job Description, Company, and ABN. The Pay Summary displays the Gross, Tax and Net figures for the current Pay Period along with the Year to Date (YTD) figures for Gross, Tax and Net. Underneath is the Payment Details. The earnings are displayed with all payment details for the employee in the Pay Date selected. This includes Regular Pay, Leave, Additional Days, Casual Days, Project Payments, Allowances, etc. The total of the payment details is displayed in the Amount field. Any Pre-Tax Deductions are also displayed in the Payment Details group box. These deductions are taken from the gross amount prior to tax being applied. Tax is displayed with tax details for the employee in the Payment Details group box. This includes Marginal Tax, and will also display HECS and DSS Tax if paid by the employee. Details of each Tax Description payment are displayed separately. The Post Tax Deductions group box will display any deductions the employee has, such as HBF, Medibank, Life Assurance, etc. It will display the amount deducted for this pay. The Employer Superannuation values are the amount that the Department has contributed on behalf of the employee. SELF SERVICE2-27

28 All Leave Balances will be displayed, with the current entitlement, any adjustments that have been made and any leave that has been taken. The leave Taken column will accumulate with each pay and be a total of the leave type taken for the service year. The total balance available for each leave type is displayed in the End Balance column. Entitlement Due Dates shows the types of leave to which the employee is entitled ie Teachers will display Sick Leave while non-teachers will display Personal Leave and the Due date of the next rollover. The Disbursement Details box displays the Personal Bank Account details attached to the Net Distribution and the amount paid into each account Printing Payslips Employees are able to print copies of payslips for both current and previous pay periods from the View Payslip screen. Navigate to: Self Service > Payroll and Compensation > View Payslip Click on the button Select the Payment Date you wish to view Click on button A PDF document will be produced which can then be printed by clicking File, then Print from the main toolbar (browser). The two most current Payslips can also be found on My Page: SELF SERVICE2-28

29 Electronic Payment Summary Employees are able to view their Payment Summary details and print off copies for their own records. Navigate to: Self Service > Payroll and Compensation > Electronic Payment Summary Alternatively use the Pagelet Hyperlink located on the Homepage: Select the hyperlink for the Payment Summary you wish to view, for example the Tax Year (ending) To Print, select the Print hyperlink at the bottom of the Payment Summary. SELF SERVICE2-29

30 The payment summary will open in Web format, and able to be printed from the browser. Employees may also change their preference as to how they wish to receive their Payment Summary each financial year, by checking or unchecking the checkbox (e.g. Mail or On-line) Updating Tax Details Employees are able to update their own Tax Details, but are restricted to making PAYG Adjustments only (i.e. paying an Additional Amount or an Additional Percentage) each fortnight. Navigate to: Self Service > Payroll and Compensation > Tax The Tax Details page is effective dated, therefore if a change is required a row must be added under the Tax File Number group box header. Click the Add a new row button and a new row will be inserted, displaying the current System Date (ie today's date) and copying the existing details from the previous row. The Effective Date should be changed to the first day of the next pay period (or a future dated pay period if desired): SELF SERVICE2-30

31 Click the PAYG Adjustment checkbox on. This will open the Additional Pct and Additional Amt fields. Enter the desired Percentage or Amount into the appropriate field (e.g. $10.00) Enter the desired information into the Date Signed field (in this case, the employee's electronic signature would be used for audit purposes, therefore Date Signed is the date that they made the change in HRMIS (i.e. today's date)). Save SELF SERVICE2-31

32 Entering absence on the HRMIS Employees are able to enter their own absence requests. After the absence is entered and submitted, an will automatically be generated to the Worksite Administrator advising an absence request has been submitted. An will also be sent to the employee. The absence will not be processed through the payroll system until the Worksite Manager has approved the leave on the HRMIS. Navigate to: Self Service > View and Request Absences > Absence Request Alternatively you can access the Pagelet Hyperlink located on the Homepage: The Request Absence page will display showing the Absence Detail box Enter the Start Date by typing in the date in DD/MM/YYYY format or clicking on the (calendar) button. The Start Date will default to today s date and will need to be changed accordingly. SELF SERVICE2-32

33 Use the drop down box to select the Filter by Type. This selection narrows down the search results in the Absence Name field. Enter the Absence Name by clicking on drop down box and selecting the required Absence Name. Upon entering the Absence Name the Absence Detail page expands. Enter the End Date of the leave taken Click. This will populate the Duration field. The Partial Days field will allow you to select Half Day Absences, click on drop down box and select the appropriate option. Once partial is chosen, the employee is able to enter a ½ day by checking the checkbox or enter a fraction of a day. SELF SERVICE2-33

34 The Additional Information field is used to record Compact/Expand of leave where applicable and Supporting Evidence if required. Enter a Comment if required, by typing within the Requestor Comment box. Click on Submit Confirmation will be displayed, click OK. Both the employee and employee s line manager will receive an advising of the absence request. The Manager must approve, deny or push back the absence before it is processed through the payroll. This again automatically generates an to the employee advising of the worksite administrator s decision on the absence request. Example of an Employee Absence Request: An employee wishes to apply for one day s leave on 14/08/2015. Navigate to: Self Service > View and Request Absences > Absence Request In the field Start Date enter 14/08/2015. From the Filter by Type list select Personal Leave. Click on the Absence Name button and select Personal Leave Without Evidence. The Absence Detail box will expand. Enter the End Date 14/08/2015 Click the to calculate the Duration. Click on the Sub Category search button and select Planned Leave (PLAN). If relevant, type a comment in the Requestor Comments field. SELF SERVICE2-34

35 Click on the button. SELF SERVICE2-35

36 Entering a partial day absence Absence requests can be entered as partial days. Different rules apply for the minimum fraction of day for which leave can be taken dependent on the Labour Agreement under which the employee works. This information can be checked through the Our Policies webpage. Navigate to: Self Service > View and Request Absences > Absence Request Enter the Start Date of the leave. Select the leave type in the Filter by Type drop down list. Select the Absence Name using the drop down list. In the Absence Detail box, employees are able to nominate a partial day or a whole day by clicking on the Partial Days list and selecting the appropriate entry. This partial day function has the following options: o o o o o All Days partial day absence will be applied to all dates in the absence End Day Only partial day absence will be applied to the End Date of the leave only None no half days apply Start Day Only partial day absence will be applied to the Start Date of the leave only Start and End Days- partial day absence will be allied to the Start and End Date only, if further days are between the start and end date these will be whole days. Employees can either check on the ½ day checkbox or alternately enter the partial amount ie 0.46 SELF SERVICE2-36

37 Click on and the Duration field will populate automatically from the dates entered, the work schedule and information contained in the Partial Day field. Requesting Recurring Absences Users with Annual Leave and Long Service Leave entitlements are able to request Recurring Absences. NOTE: If allowed by your Agreement, partial days (e.g. half a day of leave) or compact/expand (e.g. Long Service leave at half pay) can be processed on a recurring basis. Navigate to: Main Menu>Self Service>View and Request Absences>Absence Request Once either Annual Leave or Long Service Leave is selected in the Filter Type and Absence Name, a Recurring Absence hyperlink will appear next to the start date. Click on the hyperlink Recurring Absence and the page will redirect to the Recurring Absence Pattern page. SELF SERVICE2-37

38 Enter the final date of the recurring leave in the End Date field. Alternatively, the number of occurrences can be specified using field and radio button below. Select the Recurrence pattern (weekly, fortnightly or monthly) using the radio buttons on the left. Select which days of the week are to be booked using the tickboxes. Click OK, and then click on NOTE: The calculation required for recurring absences can take some time, especially for long term bookings and/or if partial days are involved. To avoid any potential issues, it is important to be patient while the system calculates and books the leave at this point. After the system has booked the leave, all requested dates will show in descending order showing as either successful or failed. If the leave has failed to be booked, the cause of the issue will be shown in red text. s for each successfully requested day will be sent to your line manager notifying them that a new Worklist item is awaiting their approval. Entering a Compact / Expand leave information Compaction of Leave Eligible part time employees may elect to take a shorter period of leave on a proportionally higher salary (e.g. a 0.60 FTE employee can be paid up to 1.00 FTE during their leave). Employees can compact leave to the maximum of the full time rate in most instances. Expansion of Leave Eligible employees may elect to take a longer period of leave on a proportionally lower salary (e.g. an employee can be paid 8 leave credits over a 16 day period). Employees can only expand the period of leave if they clear all their entitlement during the leave booking. *** ***Please refer to individual Awards for a full explanation of entitlements*** SELF SERVICE2-38

39 Navigate to: Self Service > View and Request Absences > Absence Balances Prior to entering this type of leave it is best to check the Absence Balances page for the correct balance of the Accrued Entitlement. In the example below the LSL balance is days and the employee wishes to take 65 days leave on partial pay. If the accrued balance is there, navigate back to: Self Service > View and Request Absences > Absence Request Enter the Start Date of the leave request. Using the drop down list at Filter by Type select Long Service Leave. Absence Name: Use the drop down list and select Long Service Leave. If the employee wants to take 65 days LSL but has an entitlement to only days, the Begin and End Date would reflect the 65 days leave and the Compact / Expand field would reflect the LSL Accrued Entitlement balance (61.84). Where leave is compacted the Duration should be less than the Absence Balance data. Where the leave is being expanded the Duration field should be greater than Absence Balance data. Click on the button to calculate the dates entered. Within the Compact/Expand field enter In the Requestor Comments field, the employee should advise that LSL is being expanded and the click the Submit button. SELF SERVICE2-39

40 If the Compact / Expand field is not completed and the user attempts to submit the absence request, a message will display indicating that the employee has insufficient credits. Amending or Deleting a Previously Entered Leave Request The way in which an absence can be amended or cancelled is determined by the Status of the Absence: Approved, Submitted, Push Back, Voided SELF SERVICE2-40

41 Submitted - This absence is awaiting approval by the line manager. The booking can only be amended or cancelled by the employee. The manager would need to Push Back the leave request. Managers cannot delete unapproved leave. Approved - Where an absence has been approved by the line manager, it can only be cancelled by the manager by voiding the absence. The absence will remain in the absence history but will be marked as Voided. Push Back - An absence that has been returned by the line manager will be marked as Push Back. This absence can be amended or cancelled by the employee by clicking on the Edit button. By clicking on the button the Absence Request will display; the employee can either amend and resubmit or cancel using the buttons at the bottom of the screen. SELF SERVICE2-41

42 Absence Request History The Absence Request History page displays leave applied for, taken or voided. Employees can easily view the dates, type, duration and status of the leave. The Absence History page is viewed by date range; this is done by entering the dates at the top of the page and then clicking the Refresh button. To retrieve a complete history of leave, the leave the From: and Through: date fields blank and then click button. Navigate to: Self Service > View and Request Absences > Absence Request History Absence Name: The type of leave taken Status: The current Status of the leave taken or applied for: Submitted: When an absence request has been submitted through Self Service, but the manager has not yet approved the leave Push Back: When a manager has returned the absence request for amendment or cancellation. Approved: When a manager has approved the absence request. Voided: When an absence has been entered and approved and then subsequently cancelled. Start & End Date: The start and end dates of each absence. Duration: The total duration of days the absence spans. Requested By: Who entered the leave on the HRMIS. Paid Status: The current payroll status of the absence entry: Submit: An absence has been entered but not processed by payroll. SELF SERVICE2-42

43 Progress: The absence request has been picked up by payroll but has not been paid. Partial: Part of the absence has been paid and part remains to be paid. Finalised: All the leave has been through payroll and has been paid. When Admin appears against in the Requested By field (ie. for Vacation Leave); this indicates the leave has been entered by Central Office and has been approved. Leave entered by Central Office cannot be adjusted at the worksite. View Absence Entitlement Balances An employee s leave balances can be viewed through Self Service at any time. Balances are updated every fortnight and the Balance as of (date) xx/xx/xxxx displays. Only some types of leave accrue and therefore will show balances: Sick or Personal Leave, Vacation or Annual Leave, Self-Funded Leave, and Long Service Leave. Navigate to: Self Service > View and Request Absences > Absence Balances Personal Leave Accrued Entitlement displays leave accrued in previous service years. SELF SERVICE2-43

44 Personal Leave Prorata displays leave accrued to date in the current service year. Personal Leave Negative Credits displays any proportion of credits able to be accessed in advance. Personal Leave Projected Credits displays the Entitlement + the Prorata + Negative Credit Value all added together to give the total of leave available to employees. Absence planning tool for Employees Self Service Absence planning tool for Employees is available via a link on the Self Service section of the My Page tab, and via Main Menu > Self Service > View and Request Absences > Absence Yearly Calendar. The calendar displays the entire years leave bookings input to HRMIS. This page enables Employees to view all absences for the calendar year in one area. Absence types are defined by distinct colours, and viewed when the mouse is hovered over the each date box. Current available Absence balances for Absences that require the use of Accrued/Pro Rata Absence credits are displayed, and unapproved Absences are shown with * on the booking. Further Absence Requests can be placed via a hyperlink at the bottom of the page. SELF SERVICE2-44

45 Learning and Development Through Learning and Development employees can add to and review their profiles of skills, competencies and accomplishments. Qualifications gained after employment with the Department can be updated by employees and verified by their line manager on production of original documentation. Employees can also view and print their own Training Records obtained through The Institute of Professional Learning (IPL). IPL will update any training booked and completed through them into HRMIS in real time. Users also have an option to enter External Professional Learning (not booked through IPL). These entries do not require verification from online managers, as this page is for personal record keeping use only and is not used for any Departmental reporting. My Profile Navigate to: Self Service>Learning and Development>My Profile My Current Person Profile page displays Competencies, Licences and Certificates, Education, Honors and Awards and Memberships. Employees can navigate through different sections by selecting the different tabs. SELF SERVICE2-45

46 Competencies Under the Competencies tab, new Competencies can be added as well as Language Skills. To enter a Competency: Click the hyperlink for the Add New Competencies page to display. The Effective Date defaults to today s date; this can be changed as required. For the Competency field and Rating Model field use the look up for selection. Select the appropriate hyperlink. Status will default to Active Use the drop down list to select the Proficiency, Verified By and Interest Level. Other information can be entered as required. Only Effective Date, Competency, Status, Rating Model and Proficiency are required fields. Click on the button and then. Enter any relevant comments and select. An will be generated to the Worksite Administrator advising there is a Competency to approve. The employee entering the Competency will receive a confirmation . Employees are required to provide supporting SELF SERVICE2-46

47 documentation to their Worksite Manager. The Competency will not appear until the Worksite Administrator has confirmed. To enter a Language: Click the hyperlink for the Add New Language Skills page to display. The Evaluation Date defaults to today s date; this can be changed as required. In the Language field click on the Look Up to display a list of languages. Select the appropriate Language hyperlink. Status will default to Active. This is a required field. SELF SERVICE2-47

48 In the Proficiency fields, use the drop down list to select your proficiency in Reading, Speaking and Writing for the language. Select the Check Boxes as appropriate: Native Language, Able to Translate and Able to Teach Click on the button and then. Add any relevant comments and click to submit the new language. The adding of language skills is not a workflow item and does not require any worksite administrator approvals. SELF SERVICE2-48

49 Licences and Certificates All employees are issued with a Licence to Work and Screening when recruited by the Department. Teachers must also have a Licence to Teach and Registration as a Teacher. These licences are issued and maintained by Central Office. Employees are able to enter other licences and certificates, but must provide original documentation as proof to the Worksite Administrator for verification. The entry of a new licence or certificate is a workflow item and an will be sent to the employee s Worksite Administrator advising an entry is pending approval. Navigate to: Self Service > Learning and Development > My Profile Click on the tab. The Licenses and Certificates box will display. Click the hyperlink to add a new license or certificate. The Issue Date defaults to today s date; this can be changed as required. In the Licence/Certificate Code field click on the look up, the search results will display. Select the appropriate Licence or Certificate hyperlink. Select the License Verified checkbox, to ensure a tick displays Enter the other information as required. Click on the button and then. Enter any relevant comments and select again to forward request approval to the Site Administrator. An automatic will be sent to both the manager and the employee entering the licence. The licence entered will not appear until the Worksite Administrator sites the supporting documentation and approves the entry. SELF SERVICE2-49

50 Education This page allows input of information on an employee s education which has been obtained after employment. Transactions entered will workflow to the line manager for approval. Original documentation must be sited by the approving Manager prior to approval NOTE: Where qualifications relate to a pay change, Payroll will need to be contacted after the Worksite Manager sites the original documentation and approves the entry. SELF SERVICE2-50

51 Select the tab. Click on and the Add New Professional Ed. and Training page displays. The Date Acquired field defaults to today s date; this can be changed as required. To select the Degree, click on the Look Up button to view the Degree codes. The Lookup Degree page displays. Type D for Diploma into the Description field and click the button. Please note it is best to narrow down the search results by entering a first letter. SELF SERVICE2-51

52 Use the Look Up to find the required Major Code. Again entering the first letter in the Description will narrow down the search results. Status will default to Active. Enter the Country the Degree was obtained. The Look Up button can be used to find the Country. Complete the remaining fields using the same method or by entering data directly into the field. Those fields marked by * are mandatory, the remaining are optional. If already graduated, click the Graduated Checkbox, to ensure a tick displays. SELF SERVICE2-52

53 Click and the entry will display under the Professional Ed. And Training group box. Click on the button. SELF SERVICE2-53

54 Enter a comment (optional) and select. The request will Workflow to the Worksite Administrator for approval. Honours and Awards This page allows entry of an Honour or Award from the specified list. Transactions are work flowed to the Worksite Administrator for approval. Navigate to: Self Service > Learning and Development > My Profile Click on the tab for the page to display. Select to add a new Honor or Award. The Issue Date defaults to today s date; this can be changed as required. In the Honor or Award field use the Look Up to list available Honors or Awards on HRMIS. Select the appropriate hyperlink. Enter the Grantor details. Click on the button and then. Enter a relevant comment and select again to send the request to the Site Administrator for approval. An will be automatically generated to both the approving manager and the employee entering the new Honor or Award. The Honor or Award will not appear until approved by the Worksite Administrator. Employees are required to provide supporting documentation. SELF SERVICE2-54

55 Memberships This page allows for entry of any memberships of professional associations to which the employee belongs. Entries of a new membership will workflow to the Site Administrator for approval. Navigate to: Self Service > Learning and Development > My Profile Click the hyperlink for the page to display. Click to add new membership details. The Membership Date defaults to today s date; this can be changed as required. In the Membership field use the look up to choose the Membership name. Select the appropriate Membership hyperlink.. Mandate and Mandate Position are optional free text fields. Click on the button and then. Select again to request approval of these changes. SELF SERVICE2-55

56 An will be automatically generated to both the manager and the employee entering the Membership. The Membership will not appear until verification by the Worksite Administrator is confirmed. Employees are required to provide supporting documentation. Professional Learning Professional Learning Transcript Through Self Service Departmental staff can now view and print transcripts of completed training that have been uploaded into HRMIS from the Professional Learning Information System (PLIS). Navigate to: Self Service>Learning and Development>Professional Learning SELF SERVICE2-56

57 Alternatively you can access the Professional Learning page through the Professional Learning Pagelet located on the HRMIS home page. Once the page loads, any training completed through PLIS will display. To print the transcript, click on the button. The Professonal Learning Transcrpt will open in a PDF document and ready for print. SELF SERVICE2-57

58 External Professional Learning External Professional Learning can be recorded in the HRMIS for personal use. This page does not require manager verification and will not appear on the Professional Learning Transcript, this page is purely for personal use to record any training or PD completed. Navigate to: Self Service>Learning and Development>External Professional Learning Alternatively you can access the External Professional Learning page through the Professional Learning Pagelet located on the HRMIS home page. To add an entry click on the Add Professional Training Course button. SELF SERVICE2-58

59 The Professional Training Detail page will open with free text fields for data entry. Upon SAVE, a Save Confirmation message will display. Select to exit. To Edit an existing entry click on the Edit Icon. This will open the page and open text boxes for editing. SELF SERVICE2-59

60 Travel and Motor Vehicle Allowance Employees are able to enter their own Travel Claims and Advances and Motor Vehicle Claims via Employee Self Service. They are also able to view / edit / withdraw / re-submit existing Motor Vehicle Claims or Travel Claims / Advances; and link Travel Claims to paid Travel Advances. The Online Training Tool is available via the navigating and processing though this module. hyperlink to assist users with Motor Vehicle Allowance Submit a New Motor Vehicle Claim Example 1 Single Region Claim Navigate to: Self Service > Payroll and Compensation > Motor Vehicle Allowance Allowance Action: Select I want to add a Motor Vehicle Claim Click Complete the following Motor Vehicle Claim Details fields: Purpose of your Travel: This is a free text field. Departure Date of your travel & Return Date of your travel: Enter dates of Travel. SELF SERVICE2-60

61 Departure Time & Return Time: Enter times. Make: Select the make of your Vehicle. The lookup can be used to select the correct Vehicle Make. Select Other if the vehicle make you require is not listed. Capacity: Use the drop down box to select the vehicle s engine capacity. Registration Nbr: Enter the registration number of the vehicle. Towing: This is an optional field. Use the drop down box to select. Are you required to supply and maintain a private motor vehicle for travelling on official business?: Use the drop down list to select Yes or No. This is a required field and will default to No Selecting Yes requires that you have written advice from your line manager confirming that you are required to supply and maintain this motor vehicle as part of your employment contract. A popup window will ask you to verify this. Is the vehicle part of a Novated Lease (Salary Packaged)?: Use the drop down list to select Yes or No. This is a required field and will default to No SELF SERVICE2-61

62 Click to proceed to the Allowance Items page The Motor Vehicle Claim Items page requires entry for each travel item claimed. There may be multiple items entered per claim. Complete the following fields: Were you travelling within the same region?: This will default to No, if you were travelling within the same region use drop down list to select Yes. Region: If Yes was selected above, use the drop down list to select what region was travelled to. Kilometre(s): Enter the total amount of kilometres travelled, and being claimed for. I departed from and and arrived at fields will populate from the Region chosen. I Departed on defaults from the Departure Date of your travel that was entered in the Claim Details section. Enter the and arrived on date. SELF SERVICE2-62

63 Select *The Total kilometres travelled in departing region was *and in arriving region was will both calculate and populate the fields. Financial Year Statistics Group Box: This field defaults when the user tabs out of the *and arrived on date field. This section will also display details of kilometres claimed and progressive totals for the relevant Financial Year: The Allowance Amount has been automatically calculated according to the information entered. The breakdown of each Motor Vehicle Allowance Item is displayed in the items list with the Total Allowance Amount underneath: SELF SERVICE2-63

64 There may be multiple items / regions entered per claim (see Example 2, p 2-54). Items can be added or deleted by using the buttons. Click to proceed to the Funding Source page The Funding Source details page will give the option to change the funding that the Motor Vehicle claim is being made against. The Cost Centre will default from the employee s current job details within the HRMIS. The details for each claim item can be viewed / edited here. Do you wish to modify / view the funding source? - Leave the selection as No to accept the default funding and continue to the next step, or choose Yes from the dropdown list source. to view / edit the funding The user may change the default information by altering the existing row(s) or adding / deleting rows using the and buttons. Multiple Cost Centres may be used to fund a claim item; however the total percentage must equal 100. If the codes are not known, the user may use the Look Up tool to search. Click to proceed to the Comments page. Comments it s a free text field, enter an appropriate comment: SELF SERVICE2-64

65 Click to proceed to the Review & Submit page. The Review & Submit page will show the Total Allowance Amount. At this stage the option is to use the button to review or correct any of the details entered within the claim or button to submit the claim to the Cost Centre Manager(s) for approval. Upon submitting the claim a message box will pop up advising the claim has been submitted for approval. A workflow will be sent to the Cost Centre Managers that were specified in the claim. An will also be sent to the employee entering the claim referencing the Claim Number. When the Cost Centre Manager either approves or pushes back the claim, another is generated to the employee to advise them of the result. SELF SERVICE2-65

66 Example 2 Multiple Regions Claim Navigate to: Self Service > Payroll and Compensation > Motor Vehicle Allowance Allowance Action: Select I want to add a Motor Vehicle Claim Click Complete the following Motor Vehicle Claim Details fields: Purpose of your Travel: This is a free text field. Departure Date of your travel & Return Date of your travel: Enter dates of Travel *Note: The departed on date must reflect the journey start date whilst the arrived on date must reflect the journey end date. Departure Time & Return Time: Enter times Make: Select the make of your Vehicle. The lookup can be used to SELF SERVICE2-66

67 select the correct Vehicle Make. Select Other if the vehicle make you require is not listed. Capacity: Use the drop down box to select the vehicle s engine capacity Registration Nbr: Enter the registration number of the vehicle. Towing: This is an optional field. Use the drop down box to select. Are you required to supply and maintain a private motor vehicle for travelling on official business?: Use the drop down list to select Yes or No. This is a required field and will default to No Selecting Yes requires that you have written advice from your line manager confirming that you are required to supply and maintain this motor vehicle as part of your employment contract. A popup window will ask you to verify this. Is the vehicle part of a Novated Lease (Salary Packaged)?: Use the drop down list to select Yes or No. This is a required field and will default to No SELF SERVICE2-67

68 Click to proceed to the Allowance Items page The Allowance Items section requires entry for each travel item claimed. example demonstrates how to enter multiple items. This Complete the following Allowance Item fields: Were you travelling within the same region? For multiple regions leave as No. I Departed from and I arrived at select from the drop down list: I Departed on defaults to the Departure Date of travel that was entered in the Allowance Details section. *and arrived on: Enter as required and tab out. *Must be within the travel date range entered in the Allowance Details section of this claim. The total kilometres travelled in departing region was and *and arriving region was enter kilometres travelled within each region and tab out at each entry. The rest of the page defaults (with Financial Year SELF SERVICE2-68

69 Statistics information and Allowance Items Entered) when the kilometres travelled details are entered. Your Allowance Amount is automatically calculated according to the information entered. The breakdown of each Motor Vehicle Allowance Item is displayed in the items list with the Total Allowance Amount underneath: To add an additional items click the button A new Claim Item with blank fields is displayed: The I Departed on date is copied across from date specified in the previous Claim Item. SELF SERVICE2-69

70 Complete the following Allowance Item fields as you did for the first item: Were you travelling within the same region? For multiple regions leave as No. I Departed from and I arrived at select from the drop down list: I Departed on defaults to the Departure Date of travel that was entered in the Allowance Details section. *and arrived on: Enter as required and tab out. *Must be within the travel date range entered in the Allowance Details section of this claim. The total kilometres travelled in departing region was and *and arriving region was enter kilometres travelled within each region and tab out at each entry. The rest of the page defaults (with Financial Year Statistics information and Allowance Items Entered) when the kilometres travelled details are entered. SELF SERVICE2-70

71 The Allowance Amount has been automatically calculated according to the information entered. The breakdown of each Motor Vehicle Allowance Item is displayed in the items list with the Total Allowance Amount underneath: Click to proceed to the Funding Source page The funding source details default from the employee s current job details on the HRMIS. Do you wish to modify / view the funding source? Leave the selection as No to accept the default funding and continue to the next step, or choose Yes from the dropdown list source: to view / edit the funding If Yes is selected, then the default information can be changed by altering the existing row(s) or adding / deleting rows using the and buttons. Multiple Cost Centres may be used to fund a claim item; however the total percentage must equal 100. If the codes are not known, the user may use the Look Up tool to search. For multiple claim items you may use the from one item to the others. Alternately the Look Up icon for the codes. button to copy details can be used to search SELF SERVICE2-71

72 Click to proceed to the Comments page. Comment it s a free text field, enter an appropriate comment. Click to proceed to the Review & Submit page. The Review & Submit page will show the Total Allowance Amount. At this stage the option is to use the button to review or correct any of the details entered within the claim or button to submit the claim to the Cost Centre Manager(s) for approval. SELF SERVICE2-72

73 Upon submitting the claim a Message box will pop up advising the claim has been submitted for approval. A workflow will be sent to the Cost Centre Managers that were specified in the claim. An will also be sent to the employee entering the claim referencing the Claim Number. When the Cost Centre Manager either approves or pushes back the claim, another is generated to the employee to advise them of the result. Please note if multiple Cost Centres are involved, all Cost Centre Managers will have to approve the claim before it is put through the Payroll. View / Edit an existing Motor Vehicle Claim Employees are able to view and or edit their Motor Vehicle Allowance claims. Claims can only be edited and re-submitted if they have not yet been approved by the Cost Centre manager. This example demonstrates how to edit and re-submit a claim that has not yet been approved. Navigate to: Self Service > Payroll and Compensation > Motor Vehicle Allowance Allowance Action Select and then click SELF SERVICE2-73

74 Maintain Motor Vehicle Allowance The Claim section displays five claims at a time within a date range period of six months (three months each way from the current date). Employees can navigate through the list by clicking the left and right arrows or choosing the View All option on top bar. To display ALL history blank out the From and To date fields and click the button: Select the claim you wish to edit by clicking on the Claim ID link. Claims Details All fields are open for editing as this claim has not been approved yet: SELF SERVICE2-74

75 Make any changes required and click to proceed to the Allowance Items page e.g. Departure or Return Times etc. Claim Items Make any changes required- e.g. correction to Kilometre(s) travelled: Override the kilometres travelled in the departing region from 100 to 125 and tab out. The Allowance Amount will reset according to the change in kilometres claimed: SELF SERVICE2-75

76 Click to proceed to the Funding Source page Funding Source Do you wish to modify / view the funding source? Select No or Yes from the dropdown list as required: If yes is selected, The Earning Distributions will open. If there are no changes to the funding needed, select No. Click to proceed to the Comments page Comments Comments is a free text field, enter any comment you like (or you can add to / override any existing comment). Click to proceed to the Review & Submit page. Review & Submit The Total Allowance Amount will be shown here. Click the button if you have made changes and wish to re-submit your claim or click the review the claim details or make further changes. You will receive a notification on submit. Click OK: button if you wish to If an employee edits and re-submits a claim, the HRMIS automatically generates notification s to both the employee and the Cost Centre Manager(s) advising that the workflow item is awaiting approval. SELF SERVICE2-76

77 Withdraw or Cancel an existing Motor Vehicle Allowance Claim Employees are able to withdraw their Motor Vehicle Allowance claims at any time, providing they have not yet been paid. *Paid claims may also be cancelled however employees and Cost Centre managers do not have access to cancel paid claims. The Cost Centre Manager must contact Personnel & Payroll for all cancellations. Navigate to: Self Service > Payroll and Compensation > Motor Vehicle Allowance Allowance Action Select and click Maintain Motor Vehicle Allowance Select the claim you wish to edit by clicking on the Claim ID link: The Motor Vehicle Claims Details page displays with the Withdraw Allowance button available for selection. Click the button A warning message will appear. Select Yes to proceed with withdrawing the Allowance, or no to return to the page. SELF SERVICE2-77

78 If Yes is selected, the Withdraw Allowance button will be greyed out. Click the button if you wish to return to the Maintain Kilometrage Allowance page. The Claim Status will appear as C-Withdrawn. If an employee withdraws a claim the HRMIS will automatically send an to them confirming that their claim has been withdrawn. SELF SERVICE2-78

79 Re-submit a returned Motor Vehicle Allowance Claim When an employee submits a Motor Vehicle Allowance claim, the transaction workflows to the manager of the Cost Centre specified in the claim for approval or push back. Should the Cost Centre manager push back the claim, an will be generated to the employee to advise of the Push Back. The employee may then either make corrections and re-submit, or withdraw the claim. This example demonstrates how to edit and re-submit a claim that has been pushed back by the Cost Centre Manager. Navigate to: Self Service > Payroll and Compensation > Motor Vehicle Allowance Allowance Action Select and click Maintain Motor Vehicle Allowance Select the C-Pushed Back claim you wish to edit by clicking on the Claim ID link. Would you like to update your Motor Vehicle Allowance? Message displays, select Yes to open the fields in the claim for editing (selecting No would leave the fields greyed out- i.e. if the claim was simply being withdrawn). For this example click SELF SERVICE2-79

80 Allowance Details The Motor Vehicle Claim Details page displays. Select View Approvals/Push Back Comments link to view any comments the Cost Centre Manager may have made when Pushing Back the claim. Select to return to the Motor Vehicle Claim Details page. Make any changes required to the claim- e.g. correcting the engine capacity. SELF SERVICE2-80

81 Click to proceed to the Allowance Items page Allowance Items The Allowance Amount has been reset according to the change in engine capacity: Make any changes required to Allowance Items (no changes made in this example) Click to proceed to the Funding Source page Funding Source Do you wish to modify / view the funding source? Select No or Yes from the dropdown list as required (defaults to No). If Yes is selected the Earnings Distribution page will open to make any changes. If No, there are no changes required, Click on to proceed. Comments The Comments Box is a free text field. Enter an appropriate comment (or you can add to / override any existing comment) Click to proceed to the Review & Submit page. SELF SERVICE2-81

82 Review & Submit Click the button if you have made changes and wish to re-submit your claim to the Cost Centre Manager. Click the button if you wish to review the claim details or make further changes. Click the if the claim is to be Withdrawn completely. In this example, the claim will be submitted. You will receive a message confirming the submission will be received. An will be sent to the Cost Centre Manager(s) advising the claim has been resubmitted. Click OK on the message. Travel Allowance Submit a New Travel Claim Single Destination, Single Item Claim Navigate to: Self Service > Payroll and Compensation > Travel Allowance Allowance Action There are four options to choose from depending on whether you want to add a new Travel Claim or new Travel Advance: I want to add a Travel Claim, I want to add a Travel Advance, I want to view or change an existing Travel Claim or I want to view or change an existing Travel Advance. SELF SERVICE2-82

83 Select I want to add a Travel Claim and click Link to Advance *Instructions on linking a Travel Claim to a Travel Advance are found in the section Linking a Claim to an Advance (page 2-93 of this manual) Do you wish to link this Travel Claim with a previously entered Travel Advance? If so please select the appropriate Travel Advance. If you are not linking this claim to an advance, leave the field blank and Click to proceed to the Tavel Claim Details Page. Travel Claim Details Complete the following Travel Claim fields: Purpose of your Travel: This is a free text field. SELF SERVICE2-83

84 Departure Date of your travel & Return Date of your travel: Enter the Dates of Travel **Note: Travel Claims are for travel that has already occurred. For future Travel see Submit a New Travel Advance on Page 2-88 of this manual. Departure Time & Return Time: Enter travel departure and return times. Click the button to proceed to the Travel Items page Travel Items The Travel Items section requires entry for each travel item claimed. There may be multiple items entered per claim. Complete the following Travel Claim fields: My destination is to: Click the Lookup button to display a list of destination codes available for selection. Select the destination code by clicking on the hyperlink. Note to narrow down the returned search results enter the first letter of your destination in the Destination field and click Look Up (case sensitive). SELF SERVICE2-84

85 I arrived at my destination on: Defaults from the Departure Date of your travel on the Travel Claim Details page. And left on: Enter as required and tab out. *Must be within the travel date range entered on the Travel Claim Details page. My Travel Claim item is for: Use the drop down list and highlight the item you wish to select: For this example select The Allowance Amount automatically calculates according to the dates and times entered, along with destination and travel item selected. The breakdown of each Travel Item is displayed in the Travel Items Entered list with the Total Allowance Amount displayed underneath. *There may be multiple items / destinations entered per claim (For a multiple item claim refer to Example page 2-78 of this manual). Click to proceed to the Funding Source page SELF SERVICE2-85

86 Funding Source The funding details default from your current job details on the HRMIS. The details for each claim item can be viewed/ edited here. Do you wish to modify/ view the funding source? Leave the selection as No to accept the default funding and continue to the next step, or choose Yes to view/ edit the funding source. The defaulted funding information can be altered in the existing row(s) or adding / deleting rows using the buttons. Multiple Cost Centres may be used to fund a claim item; however the total Percent to Allocate must equal 100. If the codes are not known, use the Look Up to search. Click to proceed to the Comments page. Comments The Comments box is a free text field, enter an appropriate comment. Click to proceed to the Review & Submit page. SELF SERVICE2-86

87 Review & Submit Click the button if the claim is complete and ready to submit to the Cost Centre Manager. Alternately, select the button to go back and review the claim details. A HRMIS message will pop up on submission. Select the button. When an employee submits a claim, the transaction workflows to the manager of the Cost Centre specified in the claim for approval. The HRMIS generates an to the employee advising of the reference number of the claim that was submitted and a second is sent to the Cost Centre Manager advising the workflow item is awaiting approval. SELF SERVICE2-87

88 Submit a New Travel Claim Multiple Destinations with Multiple Claims Allowance Action Navigate to: Self Service > Payroll and Compensation > Travel Allowance Select I want to add a Travel Claim from the four available options and click Link to Advance *Instructions on linking a Travel Claim to a Travel Advance are found in the section Linking a Claim to Advance (page 2-94 of this manual) Do you wish to link this Travel Claim with a previously entered Travel Advance? If so please select the appropriate Travel Advance. If you are not linking this claim to an advance, leave the field blank and click to proceed to the Travel Claim Details page. Travel Claim Details Complete the following Travel Claim fields: Purpose of your Travel: This is a free text field. Departure Date of your travel & Return Date of your travel: Enter the Dates of Travel. For multiple claims, you will need to break up your dates with the travel periods. **Note: Travel Claims are for travel that has already occurred. For future Travel see Submit a New Travel Advance on Page 2-88 of this manual. Departure Time & Return Time: Enter travel departure and return times. SELF SERVICE2-88

89 Click the button to proceed to the Travel Items page Travel Items The Travel Items section requires entry for each travel item claimed. There may be multiple items entered per claim. Complete the following Travel Claim fields: My destination is to: Click the Lookup button to display a list of destination codes available for selection. Select the destination code by clicking on the hyperlink. Note: To narrow down the search results enter the first letter of your destination in the Destination field and click Look Up (case sensitive). I arrived at my destination on: Defaults from the Departure Date of Your Travel entered on the Travel Claim Details page. And left on: Enter as required and tab out. For multiple claims, this Left On date is the date you left that destination. *Must be within the travel date range entered on the Travel Claim Details page. My Travel Claim item is for click on the and highlight the item you wish to select: SELF SERVICE2-89

90 *NOTE: Depending on the claim item you choose, you may be asked a question pertaining to meals provided or meals purchased. If you select the claim items Hotel or Private; or any singular meals (i.e. Breakfast, Lunch or Dinner) you will be asked the following question: Were you provided with any meals free of charge? If no meals were provided to you free of charge, leave the answer as No. If meals were provided free of charge select Yes from the dropdown box and a Meals Provided box will display. Enter the number of Breakfasts / Lunches / Dinners provided, as applicable (i.e. 1 x Breakfast) and tab out. A warning message displays Click OK. The Allowance Amount has now been reset according to the Adjusted Amount (i.e. calculated based on the meal/s you entered). SELF SERVICE2-90

91 If you select the claim item Meals and Incidentals you will be asked a different question: How many meals were purchased during your trip? The Meals Purchased box automatically displays. If no meals were purchased, leave all meals boxes blank. If meals were purchased enter number of Breakfasts / Lunches / Dinners purchased as applicable (i.e. 1 x Lunch) and tab out. The Allowance Amount has now been reset according to the Purchased Amount (i.e. calculated based on the meal/s you entered). Select SELF SERVICE2-91

92 How many meals were purchased during your trip? Enter meals as applicable (e.g. 1 x Breakfast): The Allowance Amount automatically calculates according to the dates and times entered, along with destination and travel item selected plus meals purchased: The breakdown of each Travel Item is displayed in the Travel Items Entered list with the Total Allowance Amount displayed underneath. SELF SERVICE2-92

93 To add an additional item, click the button and a new Claim Item with blank fields is displayed: Complete the following Travel Item fields as you did for the first item: My Destination is to: Click the button to display a list of destination codes available for selection. Select the destination code by clicking on the hyperlink (can be the same destination as the first Travel Item or can be a new destination). I arrived at my destination on: Defaults from the Departure Date of Your Travel in the previous claim. And left on: defaults to the Return Date of your travel entered on the Travel Claim Details page. Leave the date if you are not planning to add any further Additional Travel Items. If you plan to enter further items you can change the date to an earlier one (within the travel date range entered on the Travel Claim Details page). *In this example a third Travel Item will be added, so the date is overridden to an earlier one. My Travel Claim item is for click on the and highlight the item you wish to select: Multiple items have now been entered. The breakdown of each item is displayed in the Travel Items Entered list at the bottom of the claim with the Total Allowance Amount displayed underneath: SELF SERVICE2-93

94 To add a third item, click the button and a new Claim Item with blank fields is displayed: Complete the following Travel Item fields as you did for the first and second items: My Destination is to click the button to display a list of destination codes available for selection. Select the destination code by clicking on its hyperlink (can be the same destination as the first Travel Item or can be a new destination). I arrived at my destination on defaults from the and left on date you entered for the previous Travel Item. And left on defaults to the Return Date of your travel entered on the Travel Claim Details page. Leave the date if you are not planning to add any Additional Travel Items. If you plan to enter further items you can SELF SERVICE2-94

95 change the date to an earlier one (within the travel date range entered on the Travel Claim Details page). *In this example no more claim items will be added for this travel claim so the date is left as the default: My Travel Claim item is for click on the and highlight the item you wish to select. Select Were you provided with any meals free of charge? If no meals were provided free of charge, leave answer as No. If meals were provided free of charge select Yes and enter number of Breakfasts / Lunches / Dinners provided, as applicable (i.e. 1 x Breakfast). Select Yes and enter 1 x Lunch and tab out. A warning message displays: Click OK. The Allowance Amount has now been reset according to the Adjusted Amount. Multiple items have now been entered. The breakdown of each item is displayed in the Travel Items Entered list at the bottom of the claim with the Total Allowance Amount displayed underneath. SELF SERVICE2-95

96 To view the details of each item individually, the user will need to click on each destination hyperlink. Click to proceed to the Funding Source page Funding Source The funding details default from your current job details on the HRMIS. The details for each claim item can be viewed/ edited here. Do you wish to modify/ view the funding source? Leave the selection as No to accept the default funding and continue to the next step, or choose Yes from the dropdown list to view / edit the funding source: You may change the default information by altering the existing row(s) or adding / SELF SERVICE2-96

97 deleting rows using the buttons. Multiple Cost Centres may be used to fund claim items, however the total Percent to Allocate must equal 100 for each claim item. For multiple claim items you may use the button to copy details from one item to the others. If you do not know the codes use the Look Up to search. *As this is a multiple items claim the funding for each individual item is displayed here (notice in this example the three items have been edited to reflect different funding and each item s total percentage is 100): Click to proceed to the Comments page. Comments Comment it s a free text field, enter an appropriate comment: SELF SERVICE2-97

98 Click to proceed to the Review & Submit page. Review & Submit *NOTE: The payment of Travel Allowance with the meal component (Breakfast, Dinner, Hotel, Lunch, Meals & Incidentals, Private) is subject to employee s certification that each meal was actually purchased. Employee will not be able to submit such claim without checking the box: SELF SERVICE2-98

99 Click the button if you are ready to submit your claim. Or the button if you wish to review the claim details. You will receive a notification on submit. Click OK. When an employee submits a claim the transaction workflows to the manager(s) of the Cost Centre(s) specified in the claim for approval. The HRMIS automatically generates an to the employee advising of the reference number of the claim they entered and a second to the manager advising that the workflow item is awaiting approval. When the Cost Centre Manager(s) either approves or pushes back the claim another will be generated to the employee to advise them of the result. Submit a New Travel Advance Navigate to: Self Service > Payroll and Compensation > Travel Allowance Allowance Action Select and click Travel Advance Details Complete the following Travel Advance fields: Purpose of your Travel: it s a free text field, enter an appropriate comment Departure Date of your travel & Return Date of your travel: enter as required (remember Travel Advances are for travel that is occurring in the future. Departure Time & Return Time: enter as required SELF SERVICE2-99