Employee Self Service Manual

Transcription

1 Employee Self Service Manual For: ALTEN Group in Germany Status: Seite 1/33

2 Table of Contents 1. Versioning Employee Self Service (ESS): Login and Training SAP-Access, Login and Password SAP-Training Portal Browser compatibility Browser Language ESS Functionalities Working Hours Record Working Hours Remarks on WBS-Elements (Projects) Naming Convention for WBS-Elements WBS-Elements available Recording of Working Times for Intercontract (employees without a project) Recording of Working Times for Administration Employees with Trust-Based Working Hours Recording of Travel Times Leave Request & Holidays Absence Requests and Public Holidays Create Leave Request Time Account Balances Print Time Statement if required by your client Personal Profile Travel and Expenses Overview of Expense Reports Create Expense Reports Entering Mileage Information Example: Expense Report for a Consultant (Schema Consultant Trip) Seite 2/33

3 8.5 Example: Monthly Ticket Expense Report for a Consultant General topics Registration procedure for Arbeitnehmer-Online Contact for Support and Questions Seite 3/33

4 1. Versioning Version Document Writer Date Subject Page 2.0 Translation of Said Fezazi First Version for Online Training Portal n.a. German V Changes Said Fezazi ½ Leave Days on and Changes Personal Information Receipts in Foreign Currency Changes Said Fezazi Notes on Go-Live erased Timesheet Legend Portal Language Long Notes for the Timesheet Details Time Account Balances Mileage Details in Expense Reports Sending of Expense Report also when no Receipts Reimbursement of Tax Counselor Expenses n.a Fehler! Textmarke nicht definiert. 2.3 Changes Larissa Völke Record working hours for Intercontract Changes Larissa Völke Adaption Tax Counselor Expenses Arbeitnehmer-Online added Seite 4/33

5 2. Employee Self Service (ESS): Login and Training Starting the Employee Self Service (ESS) Portal will be available for all employees. ESS is your new system for the following tasks: - record your working hours (exception: employees with trust-based working hours) - request absences (leave, special Leaves, etc.) - enter expenses reports for business trips This manual describes the most important processes and steps to achieve these tasks. 2.1 SAP-Access, Login and Password Click on SAP Your login is your current address (for instance vnachname@de.alten.com) and your password is your current windows password. If when trying to log in you get a message that your password expired, you must first change your password in the Outlook WebApp (de.alten.com/owa). Note for employees at client sites without access to the ALTEN network: If you cannot access ESS from your client's network, you must record your working hours from your home or with your smartphone. Please let us know through sap-support@de.alten.com if this is the case. We will try to request unblocking the portal access to the client. 2.2 SAP-Training Portal To facilitate the learning and handling of the new system, we have created a SAP training portal. The link is and then please click on the square "SAP-Schulungsportal". As with your access to ESS, your login is your address and you password is the same as in windows. On this site you will find the tutorial videos and the most current version of the ESS manual. 2.3 Browser compatibility You can use the ESS functions with Internet Explorer, Mozilla Firefox, Chrome and also smartphonebrowsers. The deleting of lines on your timesheet is only possible with Internet Explorer (You can see this function in the following screenshots. To delete a line, select it and click on the bin). All other functionalities are available on the other browsers. Internet Explorer: Seite 5/33

6 Mozilla Firefox: 2.4 Browser Language The portal language is defined by the preferred language set on your browser settings. You can change this setting in internet explorer through Internet Options General Settings Languages, or in Mozilla through Settings Content Change Language. After changing your preferred language you must close the browser and log in again. In some cases the language setting of your browser is still ignored. In these cases you can change the language directly in the URL (HTTP Address): 3. ESS Functionalities In the ESS-Portal you are able to perform following tasks: - Record Working Hours - Request Leave Days (Leave, Special Leave, etc.) - Enter Expense Reports for Business Trips - Check and Change Personal Data Overview Homepage in ESS: Seite 6/33

7 4. Working Hours In the menu point "Working Time" you will be able to: - Record Working Hours - Create Leave Requests - Print Time Statements (Timesheets) 4.1 Record Working Hours General notes concerning working times in the system: - Working hours can only be entered in the system up to one week in the past until the next monday. This means you must enter your working hours at the latest on Monday (1 pm) for the past week. It is not possible to declare your working hours any later. - Working hours of the month must be complete at the latest on the second working day of the following month. This deadline is very important for the invoicing processes! If you have leave days at the end of the month, please make sure to enter your working hours before you go on vacation! - Working hours (with the exception of travel times) of over 10 hours are not allowed! Seite 7/33

8 Window after clicking on Record Working Time Working times are to be recorded this way: Step 1 Example For client projects Enter Activity Type PROD01 Productive Working Hours TRAV01 Billable... or UNTR01 non billable travel times For non productive projects UNPR01 Non billable hours, Intercontract (IC) Should other activity types be relevant for you, we will inform you separately. Step 2 Import WBS-Element (=Project) from your Worklist to record working hours on the correct project Example Please always select a project which has an A, B, Please always select a project which has an C or D in the middle, for instance: N in the middle, for instance, z.b. AL1100A z.b. AL1120N Seite 8/33

9 Recording your pauses in the system: You pause is not automatically removed from your working hours! You must therefore record your working times with at least two lines if you made one pause during your working day. Please follow at least the legal pause guidelines (or follow your client pause policies): From 6h1min to 9h working time: 30 Minutes Pause From 9h1min working time and on: 45 Minutes Pause Seite 9/33

10 In the column Short Information you can describe your activities if you wish. This information will then be printed in your timesheet. If you need more space to enter a more detailed description, use the column Details. You can find it between Content and Start Time. If you cannot see it, expand it using your mouse. After saving working times you will see a small white piece of paper: Click on it and you will be able to enter a longer description under Note. Click on OK and the on Save to save your changes. Note: In the timesheet legend only days on which you work as much or more than the planned hours (8 hours for a 40 hour work week) are shown green. This means it is not a problem if some days stay light gray. Seite 10/33

11 4.2 Remarks on WBS-Elements (Projects) Naming Convention for WBS-Elements The naming of the WBS-Elements follows this convention: A, B, C and D are used productive project (client projects) and N for non-productive projects. The company ID is defined as follows: Company ID AL AV Company ALTEN GmbH ALTEN SW GmbH WBS-Elements available Normally, and if assigned to you on your worklist, following WBS-Elements will be available for you to record working hours. Here is a table of examples for the Business Unit (BU) AL1200: WBS-Element Activity Type Description (German) Definition / Remarks Seite 11/33

12 AL1200A PROD01 Example: "Entwurf Productive working hours mit Catia V5" AL1200N UNPR01 Interne Schulung You are trained by a colleague AL1200N UNPR01 Externe Schulung You are trained by an external person or institution AL1200N UNPR01 Schulung Trainer Your train your colleagues AL1200N UNPR01 Intercontract You currently have no projects. You are allowed to record up to your planed working time for a day and not more. This is usually 8 hours if you have a work week of 40 hours. AL1200N UNPR01 Non billable hours It was negotiated with the client that this work hours would not be billed. If this is the case you will be informed on time. AL1200N UNPR01 Hours Technical Support Normally working hours used to support the writing of offers for clients. 4.3 Recording of Working Times for Intercontract (employees without a project) Please note, that you need to record your working times if you re not in a project anyway. If there s no WBS for Intercontract times in your work basket, please write an mail to sap-support@de.alten.com. 4.4 Recording of Working Times for Administration Employees with Trust-Based Working Hours Employees with trust-based working hours must not record working hours in ESS. Process to Request Absences in ESS Leave days (vacation), non-paid leave and special leave must be requested by administration employees in ESS. Sick leave must be communicated to the Personnel Department and are recorded in the system exclusively by them. Exceptions: Administration Employees which must record working hours in ESS Following departments or contract types have an obligation to record working hours: - IT Department - Trainee - Intern - Working students - Part-Time employees - Temporary employees - Special arrangements: if an administration employee has an overtime account 4.5 Recording of Travel Times In case you are allowed to enter travel times, they are to be entered this way: WBS-Element (Example Activity Type Name Definition / Remarks for the BU AL1200) AL1200A TRAV01 Example "Engine Travel times allowed and billable Design" AL1200N UNTR01 Non billable hours Travel times allowed and non billable Seite 12/33

13 5. Leave Request & Holidays 5.1 Absence Requests and Public Holidays Leave: must be requested by the employee in ESS. The manager is responsible for the request approval. The request must be sent at least 4 days before the leave starts. The leave can only be taken if approved by the manager. Time in Lieu of Flextime: this absence can be requested if enough overtime has been collected and if the employee has an overtime account. It must be requested by the employee in ESS and the manager is responsible for its approval. The conditions of normal leave requests also apply. Sickness: the employee must inform without delay his manager and the personnel department per to hr@de.alten.com. This also applies for sickness leaves during the working day. The personnel department enters these absences in the system. All other guidelines concerning sick days are to be asked to your manager. Special Leave: special leaves must also be requested by the employee in ESS. Their names start with SL, for instance special leaves for marriage (SL: Marriage) or for births (SL: Birth). They must be requested at least 4 days before starting the leave and your manager is responsible for their approval. Specific guidelines concerning special leaves are to be asked to your manager. Public holidays: the function "Public Holidays" shows all public holidays that are valid in your case. These are automatically present in the system and depend on your place of work. Note! For the days and request a full day of leave for each! The system will automatically subtract only half a day of leave for each of them. Seite 13/33

14 5.1.1 Create Leave Request In this window, other than requesting leaves, following functions are available: Calendar, Time Accounts, Leave Request For the following leave types you must create a request: - Special Leave (marriage, birth, etc.), all special leaves start with SL - Unpaid Leave - Leave (normal vacation days) - Time in Lieu of Flextime If you wish to take half a day of Time in Lieu of Flextime, you must enter Begin and End Times. To take one or several complete days off with Time in Lieu of Flextime it is enough to Enter Start and End Dates. Seite 14/33

15 Note: for absences during the day, as for instance ½ day leave or ½ day time in lieu of flextime, please be careful to avoid collisions with working hours! - Working hours 8 to 12:00 and ½ day leave 13 to 17:00 would for instance be correct. - Working hours 10 to 14:00 and ½ day leave 13 to 17:00 would for instance be wrong because there is a collision from 13 to 14:00. Seite 15/33

16 Note: Time in Lieu of Flextime can only be requested, if your flextime account does not have less than -40 hours. Your flextime account can only be up to date if you have recorded your working hours for every day up until today (the current day), since the account is updated on a daily basis. If working hours for one day in the past are missing, the will be calculated in the account as -8 hours (for a 40 hour work week). Before you request an absence of type Time in Lieu of Flextime we recommend you to enter working times for all missing days including today and wait for a few hours till your account is updated. 5.2 Time Account Balances You will see these 4 columns in your time account (in ESS using the function Leave Overview or View Time Account Balances): Entitlement: Total entitlements - Standard Leave: yearly standard leave entitlement - Time-Off Entitlement from Flextime: in case an overtime account is present, all PLUS or MINUS work hours collected until the current day Used: All leave days or overtime hours used until a given date Entitlement Minus Used: the result from Entitlement minus Used Entitlement Minus Planned: the result from Entitlement (both for Leave and Time-Off Entitlement from Flextime in case an account is present) minus all Used absences as well as absences in the future. If no absences in the future exist, the columns Entitlement Minus Used and Entitlement Minus Planned both have the same value. Note: Overview at a given date If you enter a date on the field Show from and click on Apply the values of Entitlement Minus Used or Minus Planned will be updated to the value they had in that date. Seite 16/33

17 Example: On the Entitlement Minus used is 24 days but Entitlement Minus Planned is 23 days because there is a Leave Day in the future ( ). 6. Print Time Statement if required by your client If required by the client you can print your Time Statement using this function. 7. Personal Profile In this section you can check your Personal Data (Address, Bank Account, Private Address, etc.) and change it if needed. Should there be incorrect information that you would like to change but are not able to, please let us know through sap-support@de.alten.com. Seite 17/33

18 Bank and Address (permanent residence) changes can only be taken into account for the next salary payment if done until the 18 th day of the month. 8. Travel and Expenses In this section you will be able to declare all travel expenses that you paid yourself and that must be reimbursed. If the company took charge of some costs for you, for instance if they paid for a flight, you must not enter this receipt. The only exceptions are Hotels. Even if those are booked and paid by the company, you must enter a receipt of type "Hotel" with an amount of 0,00. This is needed so the system can calculate the per diem reimbursement for meals correctly. Expense reports can only be entered in ESS up until six months after the project ended! Note! The Expense Reports must be printed, signed and sent by post with all orginal receipts to the Accounting Department in Munich: ALTEN GmbH Accounting Elsenheimerstraße München 8.1 Overview of Expense Reports In the overview you will see all expense reports you have created. Drafts or expense reports that are not yet approved can be selected in this list and then changed or deleted. Always check the last Refresh Date down to the right on the list. If you think some expense reports are missing in the list, please try to refresh again before contacting the support. Seite 18/33

19 Please always note the last refresh date. Here you can click on refresh. 8.2 Create Expense Reports You must create an expense report per business trip done. If for instance an employee from Munich had a business trip in Stuttgart from to and then another business trip in Cologne from to 18.12, he must create a separate expense report for each of these trips. After clicking on "Start" you must enter the following data: - General Information - Destination - Reason: Please be precise and concrete on the reason of your business trip and also enter the client for which you are travelling. This data is very important for the approval of your expense report by your manager. - Eventually per diem reimbursements (if so stated in your project contract) and mileages if you drove with your own car for this business trip. - Additional Information In the additional information it is important that you set the cost assignment as follows: for Engineers / Consultants (Schema: Consultant Trip) that you select the correct Project (also called WBS-Element). Usually this will be the WBS-Element on which you enter most of your work hours. If you currently have no client projects, enter your Intercontract (IC) project. The list of WBS-Elements that you can use as a Cost Assignment is shown this way: Seite 19/33

20 for Administration Employees / Business Managers (Schema: Non Consultant Trip) the right Cost Center must be set as a cost assignment. The Cost Center is set automatically by the system based on your Employee data. This means you don't need to change the cost assignment in this case. Important note: Even if there are no receipts for your travel (for instance if there are only per Diem or Mileage Reimbursements) you must also print the expense report, sign it and send it to Accounting in Munich. 8.3 Entering Mileage Information If according to your project agreement you are allowed to receive Mileage Reimbursements for the trips to your place of work, you must record all these trips in an expense report in ESS. You must enter each trip separately with date and kilometers driven until your maximal reimbursed amount according to your project agreement is reached. If this amount is exceeded it will be reduced by Accounting. When entering general data for your expense report click on Enter Mileage Details : Seite 20/33

21 You must enter all trips separately. To go faster you can select one trip and copy it as often as you need. Then you must just change the date. Note: do not click on Change Cost Assignment. You already did this while entering the general information of your travel. Tip: you can also copy a complete expense report and use it for another month if you need. You then just need to change the date of the expense report itself and of each of the mileage trips. Seite 21/33

22 8.4 Example: Expense Report for a Consultant (Schema Consultant Trip) Seite 22/33

23 Note: The selection of a Cost Assignment is extremely important! If you enter a wrong project, you manager will refuse the expense report and you will have to record it in the system again. Your manager must check the cost assignment before confirming your expenses report. Seite 23/33

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25 Note: Please enter a separate receipt for Hotel and Breakfast, even if they figure both on the same invoice. Please do not enter the total cost of both under only one receipt! Note for receipts in foreign currencies: For receipts in foreign currencies you must convert the amount and enter it in EURO in the system. You can use an online too to calculate the amount, for instance Please use the receipt date to obtain a correct exchange rate. If the amount was paid by credit card please fill in the amount on your credit card billing in EUR and add a copy of this credit card billing to your travel expense report. Seite 25/33

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27 Note: You must send the signed Expense Report with the original receipts by post to the Accounting Department in Munich (see Chapter 8). The sending of original receipts is extremely important! No reimbursement of expenses is possible without original receipts! 8.5 Example: Monthly Ticket Expense Report for a Consultant You can record your expenses for a Monthly Ticket in ESS, with the condition your project contract states that this expense is covered. Follow this procedure to enter the Monthly Ticket in ESS. Seite 27/33

28 Notes: - Start and End Date: Please choose the first day of the month. If another trip has already taken place on this day, please choose the following available day on the month. Two trips cannot take place in the system at the same time. - Adress: Your place of work. - Per Diem Reimbursement for Meals: This checkbox must not be checked. Seite 28/33

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32 9. General topics 9.1 Registration procedure for Arbeitnehmer-Online Arbeitnehmer-Online is a portal (provided by DATEV). The employee has the possibility to retrieve, save or print all his work documents (pay statements, social insurance declarations and annual income tax certificates) anytime and anywhere. - New employee receives a total of 2 letters from DATEV within one week (according to salary). In the first letter is the user name, in the second letter is the password and the super-tan. - When logging on the first time, the username and password must be changed. After registering for the first time, you log in with your individual access data, in order to receive in the next step an SMS on the mobile phone. A mobile phone number must be entered. With each new log-in you get an SMS on the mobile phone (no smartphone necessary!). Documents can be viewed, printed or saved. The last 10 years are archived. After leaving the company, the documents remain in the account for about six months. An notification service can be set up. Further advantages: Access from any PC possible, faster receiving of the documents since postal service no longer required, less mail in the mailbox. Seite 32/33

33 10. Contact for Support and Questions The following addresses are available to you in case you have questions or problems with the system. Please do not directly contact administration employees but use instead these addresses. This way we can give you the best support we can! Please always send us a screenshot and a detailed description of the problem or question you have. This helps us a lot to analyse the problem and allows us to support you as quickly as we can! Support for Timesheet, Expense Reports and Login problems sap-support@de.alten.com Support for Absences hr@de.alten.com Seite 33/33