RSU 24 Employee Self Service: Time Off & Time Off Approval

Transcription

1 RSU 24 Employee Self Service: Time Off & Time Off Approval The following time off requires PRIOR APPROVAL through ESS: *Medical Appointment/Medical Procedure for Self *Family Illness Leave *Personal Leave [Reason Must Be Indicated] Legal, Religious, or Family Matters) *Vacation Leave *Bereavement & Funeral Leave *Jury Duty Leave *Leave of Absence (Unpaid) *Military Leave The following time off requires entry through ESS WITHIN THE CURRENT PAY PERIOD: *Sick Leave-Call Outs ONLY *Pre-Approved Professional Leave (Includes Required Prof Leave) *Holiday Pay October 11, 2017

2 Employee Self -Service: Time Off Requests Table of Contents Employee Login Page 3 Employee Time Off Request Pages 4-5 Absence Reasons Guidance & Multiple Days Requests Page 6 My Requests Page 7 Changing Your Password Page 7 Approving Time Off Requests Pages 8-9 Attachment 1. Payroll Calendar Page 10 Questions? Contact the Human Resources Manager at jjordan@rsu24.org or (207) , Ext pg. 2

3 Employee Self Service Log-In Employee Self Service is a web-based application. You can access Employee Self Service via an internet browser application such as Chrome, Microsoft Internet Explorer, Mozilla Firefox, or Safari. The URL address for Regional School Unit 24's Employee Self Service website is Employee Self Service Home Page The Employee Self Service home page has a banner at the top of the page with our organization name / logo. You access the log-in screen by clicking on Log In on the right-hand side of the page. Employee Self Service Log In Enter your User Name and Password, and then click on Log In. Your User ID is the first six letters (or less if your last name does not have six letters) of your last name and the first four of your first (or less if your first name does not have four letters) and it is NOT case sensitive. Examples: John Q. Public's Username is "PUBLICJOHN"; Janet Q. Jackson's Username is "JACKSOJANE". Your password is set to the last four digits of your social security number. Click on Employee Self Service. pg. 3

4 Employee Self Service Time Off Your Employee Self Service administrator may have an organization-wide Announcement and / or Department-specific information. This information will be displayed once you have accessed Employee Self Service. Click on Time Off to access this area of Employee Self Service. You may enter a new request for time off or access previously-entered requests from this screen. Click on Request Time Off to access the request time off screen for the first time. You must first choose the date or dates you would like to take off. Click on Continue when you are finished. pg. 4

5 You now must select the attendance plan to associate with your request. Click on Continue when you are finished. Enter time requested. Note that time off is entered as hours or days, depending upon job classification, rounded to the half hour or half day, entered as.5, defaulting from the attendance plan set by your Human Resources Manager. If you are requesting any half days, edit time as necessary. Click on Continue when you are finished. Verify the information that has been entered. If any changes are to be made click the change option. You must select a reason from the drop down and you can enter a reason in the comment field for the reason you are requesting time off. Please see the next page for a list of absence reasons applicable to each Leave Plan. Press Make Request when you are ready to submit time off. pg. 5

6 ESS: Absence Reasons Guidance Leave Plan Bereavement Funeral Holiday Jury Duty Military Leave Personal Leave Sick Leave Vacation Professional Leave* Required Professional Leave* Unpaid Leave Absence Reason(s) Bereavement Leave Funeral Leave: Close Friend Funeral Leave: Other Relative Holiday Jury Duty (Provide Summons) Military Leave (Forward Orders) Personal Leave: Family Matters Personal Leave: Legal Personal Leave: Religious Sick: Call Out Sick: Family Illness Leave Sick: FMLA Leave Approved Sick: Medical Appt/Procedure for Self Sick: Workers Comp Paid Leave Vacation: Longevity (Bus Drivers) Vacation: School IN Session Vacation: School Not In Session Professional Leave Professional Leave Leave of Absence Unpaid *Professional Leave must be requested through the RSU 24 Course-Workshop Form, submitted to your Building Administrator or Immediate Supervisor. The purchase order is confirmation that you are approved for the time off. However, in order to record the absence as Taken, Professional Leave may be submitted through ESS only after you have prior approval through the PO system anytime during the pay period in which it occurs. Please note the PO# in the Comments Section OR if you have received prior approval for Professional Leave that requires no expense (no travel, registration, etc, with no approved PO), please enter NO COST into the Comments Section. 1 Please note: when you are entering in a request for multiple days off, please enter the days in by pay period by processing two or more requests so that one request does not contain days that cross pay periods. Example: Janet Jackson is requesting five days of vacation November 15 th through November 21 st The Pay Period Ends on November 18 th 2017, in the middle of her vacation request. The preferred method of requesting this time off is to enter two (2) requests: one request for the 15 th, 16 th, and 17 th and another separate request for the 20 th and 21 st. If this method is not used, and all days are entered into one request, it s acceptable, just be aware that all of the dates submitted and approved in a request will be processed (taken from your balance) altogether on the following payday. If plans change and you don t end up taking the time off, it cannot be canceled from the ESS System as it will have already been processed as an absence. In this case, the HR Manager to remove the dates from your attendance history. A payroll calendar is attached to this document. pg. 6

7 My Requests Once time off has been entered, it will be visible via the "My Requests" link and you will receive an notification that it has been submitted. Go to Time Off and click on the small white down arrow that appears to the right of Time Off. From there you may select My Requests. IMPORTANT: Once time has been approved (or denied), you will receive an notification. Staff members (Teachers, Educational Technicians, Etc.) requiring a Substitute for the date(s) of the approved time off MUST please immediately forward the approval notification to your School Secretary with a cc to your Building Administrator via so that a substitute may be scheduled in a timely manner. Neglecting this important step could result in students having no substitute. Time off entries will be displayed here along with their corresponding status. You may cancel your time by following the link below "options" to the right of the screen. Note canceling your time off entries will delete them from Employee Self Service. Time off entries for dates within the current pay period may be deleted until they are processed for payment at noon on Monday s preceding paydays 1. Changing Your Password Passwords may be changed from directly within the ESS System by clicking on the MY ACCOUNT Icon in the upper right-hand corner and selecting CHANGE PASSWORD. You will want to revise your PASSWORD HINT, as well. Thank you. pg. 7

8 APPROVING TIME OFF (Instructions for Approvers Only) Each employee is assigned an approval path applicable to their position. The Superintendent is included in all approval paths. Some employees are included in approval paths, but their approval is not required, however they are able to view employee history for those employees in the path. Administrative Secretaries are not in the approval paths; however, they are assigned to the path as a Submitter. A submitter is an employee who may submit time off requests for other employees, in the rare instance that is necessary. All employees are responsible for entering in their own leave requests, unless extenuating circumstances exist. Click on Employee Self Service. When you have a new time off request for review, you will receive an indicating such. If you have pending requests, a yellow exclamation mark will appear on your home page (see below). Simply click the time off requests link. Alternatively, you may click on Time Off on the top of the screen to access this area of Employee Self Service and Choose Pending Requests. All of your pending requests will show on the screen. You must approve or deny each request. Comments need not be input for approvals, but please do add a comment for all denials. Comments become a permanent part of the record. It may also be necessary for further communication with the employee to gain necessary information. An employee may process a new request for the same date. Employees may not request more time off than what they have available, but they may ask for the same date off more than once, receiving a message that the date has already been requested; however, they are able to override the error. If the preceding happens, please deny the request. pg. 8

9 You may review employee history by clicking on Time Off and choosing Employee History. Here you will see your own leave information, with your employees below. Click on an employee name to see their history. One area that differs in ESS from ADS is the To Be Taken column. This column represents requests for time off that have not yet been used. pg. 9

10 Attachment 1. Payroll Calendar Regional School Unit 24 Payroll Calendar FY PR # PPS Date PPE Date PAYCHECK DATE CY PR # TEACHER PAY # Notes 1 6/25/2017 7/1/2017 7/7/ One Week Pay for Hourly Staff 2 7/2/2017 7/15/2017 7/21/ /16/2017 7/29/2017 8/4/ /30/2017 8/12/2017 8/18/ /13/2017 8/26/2017 8/31/ Pay day is THURSDAY 6 8/27/2017 9/9/2017 9/15/ /10/2017 9/23/2017 9/29/ /24/ /7/ /13/ /8/ /21/ /27/ /22/ /4/ /10/ /5/ /18/ /24/ /19/ /2/ /8/ /3/ /16/ /22/ /17/ /30/2017 1/5/ /31/2017 1/13/2018 1/19/ /14/2018 1/27/2018 2/2/ /28/2018 2/10/2018 2/16/ /11/2018 2/24/2018 3/2/ /25/2018 3/10/2018 3/16/ /11/2018 3/24/2018 3/30/ /25/2018 4/7/2018 4/13/ /8/2018 4/21/2018 4/27/ /22/2018 5/5/2018 5/11/ /6/2018 5/19/2018 5/25/ /20/2018 6/2/2018 6/8/ /3/2018 6/16/2018 6/22/ /17/2018 6/30/2018 7/6/ /1/2018 7/14/2018 7/20/ /15/2018 7/28/2018 8/3/ /29/2018 8/11/2018 8/17/ /12/2018 8/25/2018 8/31/ pg. 10