View ESS
The View ESS module allows human resources personel to review Employee Self Service from the perspective of select employees, which includes Employee Requests, Leave History, etc.
1. From the Human Resources menu, click View ESS.
2. Select the Employee who's information you'd like to review from the corresponding pull-down.
3. Click on the desired tab and see the corresponding section below for more information on each tab: Employee Requests, Leave History, View Paystubs and Pay History, Print Tax Forms, Employee Agreements, Stipends, and Files.
Districts must have the approval flow set up via ERP > Setup > Approval Flow > Employee Requests in order for the change request to take effect.
The “Requester Staff ID” column allows users to include “employees” who have a Staff ID but do not have an EIN in the Employee Requests Flow Type.
1. From the Employee Requests tab, click te Drafts tab.
2. Select the tab that contains the information you need to change from the pull-down. Once the tab has been selected, click the Request button to load the applicable information.
Depending on the change being requested, different information will display on the screen. In the example displayed, Contact Information has been selected.
3. Enter the new data or make applicable changes and upload any necessary Files & Comments, such as proof of changes being made. For example, if you are requesting a legal name change, you will need to provide proof.
Click Files & Comments to attached Files and post Comments.
a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. There is also a Scan File button next to the Select button for direct scanning. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
b. To add a comment, type the comment in the text box. Then, click the Post button. Note: Once a comment is posted, it cannot be deleted or edited.
4. Click Submit Request.
If you start a change request but aren't ready to submit, the request saves automatically as a draft and will be accessible from the Drafts tab until submitted.
To delete a draft, click the delete button (red minus sign).
To edit and submit the drafted request, click Select.
If you try to create a new request for a request type already in drafts, you will receive an error message: This request type is still in pending or drafts status! From here, click Close to return the the main Employee Requests screen or click Go to request to open the existing draft.
5. Once a request is submitted, it will be removed from Drafts. To review the status of your request, click the History tab.
The Status displays as Pending (has not been reviewed yet), Approved, and Denied. Hover over the Status to see the Approval Chain (the number of approvers and the order in which they are to be reviewed).
If the request has been denied, click Select to review the request submitted and the reason the approver denied your request.
If the request is still pending, click Select to review the request. You can also click Return to Draft to return the submitted request to draft form and make new changes. Click Cancel Request to cancel and delete the request.
6. Click the View all toggle to view all requests submitted by all users.
If your district allows employee to submit leave requests, you can submit new leave requests.
1. From the Drafts tab, select Leave from the request type pull-down, and click Request.
2. Before creating a Leave Request, you can review the balance in the New Balances section.
The New Balances sections includes colored highlighting for 3 ranges of balances (per hour):
Red: < 0
Orange: 0 <> 24
Blue: > 24
3. Select the applicable Staff Job for which leave is to be taken from the corresponding pull-down. This pull-down can be edited only if you have more than one job assigned to you.
4. Select/Enter the From Date for the date leave is being taken. The To Date defaults to the same date as the From Date but can be edited if a range of dates is being requested for leave. Note: If leave is being requested for work days that range over a weekend, a second entry must be made to include the rest of the days starting on Monday. Weekends days and non-working days are not be included in the date range of leave requests.
5. Select the Bucket from which leave is being taken, such as Vacation, Personal, Sick, Unpaid, etc.
6. Select the Reason for leave; the reasons listed in the pull-down vary depending on the Bucket selected.
A Reason must be selected in order to submit the leave request.
7. The Hours/Day text box defaults to the number of hours normally worked in the selected date range (From Date - To Date). In the example displayed one day has been selected, so the Hours/Day text box defaults to 8.00 hours. Hours/Day can be edited, as needed. For example, if you only needed to request leave for half of a work day, you could change the hours to 4.00.
The Current Balance column displays the number of hours available for leave, which includes approved pending requests. The Requested Hours column displays the number of hours requested from the Hours/Day field.
8. When all data has been entered, press the Enter key to save the line of data. Once saved, the line turns blue and the delete button (red minus sign) displays. You can add as many lines of data needed here before submitting the request.
You can edit the line of data before submitting the request. Click the applicable pull-downs to change the selection made. You can also click any of the text underlined in blue.
To delete a saved line of data, click the delete button (red minus sign).
9. Once the data has been saved, you can add Files & Comments by clicking the corresponding button.
a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button for direct scanning; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
b. To add a comment, type the comment in the text box. Then, click the Post button. Note: Once a comment is posted, it cannot be deleted or edited.
c. Click the white X to close the Files & Comments pop-up window.
The teal and blue legend alerts users as to whether or not the leave request contains a file or a comment. The leave request contains a comment, so the Files & Comments button is displayed in teal.
Once the lines of data for requested leave is saved, you can review your New Balances before submitting the request.
The New Balances sections includes colored highlighting for 3 ranges of balances (per hour):
Red: < 0
Orange: 0 <> 24
Blue: > 24
10. Click Submit Request to submit the request for leave.
11. To review you request and check the status, from the Employee Requests tab, select the History tab.
12. Click the View all toggle to view all requests submitted by all users.
If your district allows employee to submit leave requests, you can submit new leave requests via the Leave History tab.
1. The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.
2. From the Leave History tab, click New Leave Request.
Clicking New Leave Requests navigates to Employee Self Service > Employee Requests > Leave request.
Clicking the New Leave Request button navigates to Employee Self Service > Employee Requests for your account not for the selected user you are viewing via View ESS. Therefore, any requests created here, will be created for you not the user you were previously viewing.
1. To review leave balance, from the Leave History tab, click the Balance tab.
The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.
The Balance tab allows you to review leave balances for all leave buckets, such as Sick, Vacation, Personal, etc.
The Balance tab display the Leave Bucket, the amount of time Earned, requested and Unapproved leave, Pending leave, Adjusted leave, Used leave, the Total Hours (leave balance), and Total Days (leave balance hours translated into days). Note: The Total Days balance is calculated using your primary position group.
2. Click the Show Details button to display more information.
The detailed leave history report displays the Leave Bucket, the amount of leave Carried Over (Initial) from the previous fiscal year, the Initial Hours, Adjusted leave (Initial), the amount of Hours Earned, Adjusted leave (Earned), Unapproved Hours (pending or denied leave requests), Available hours transfered, Credited hours transfered, the amount of leave Awarded (Bank), Contributed (Bank), Recovered (Bank), the amount of hours Sent as Donation(s) and Received, the number of Hours Taken and Adjusted, as well as the Balance of hours Pending, Docked Hours (Pending), Total Hours (remaining Balance), and the Total Days (Balance). Note: The Total Days balance is calculated using your primary position group.
To review leave earned, from the Leave History tab, click the Earned tab.
The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.
The Earned tab displays how leave was earned starting with you Pay Type, the Leave Bucket, Type (such as Accrued, Carried Forward), Period, the number of Hours, and Notes (if applicable).
Columns that are grayed out indicate that the grayed columns stem from the previously listed data. For example, all earned leave displayed comes from the same Pay Type and the first two listed apply to the Vacation Leave Bucket.
To review pending leave, from the Leave History tab, click the Pending tab.
The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.
The Pending tab displays approved leave that has not been processed in a payroll run.
The Pending tab displays the applicable Facility, your Job, your Pay Type, the Bucket Group, the Begin and End date of leave, the Hours/Day requested, the Days requested, the Hours requested, and the Approval status.
To review adjusted leave, from the Leave History tab, click the Adjusted tab.
The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.
The Adjusted tab displays any adjustment made to leave time balance. In the example displayed, hours for the Paid Day Off Leave Bucket have been manually added.
The Adjusted tab displays the Pay Type, the Status, the Check Date, the Leave Bucket, Type, Origin, and the number of Hours adjusted.
To review owed leave, from the Leave History tab, click the Owed tab.
The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.
If you are owed a monetary value in exchange for leave, you can review check information via the Owed tab.
The Owed tab displays the Reference (Run ID) number from which the check is issued, the Check Date, the amount Owed, and the amount Recovered, and the Balance (if applicable).
To review unapproved leave, from the Leave History tab, click the Unapproved tab.
The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.
The Unapproved tab displays leave requests that have not been approved/pending approval.
The Unapproved tab displays the Date Request, the Status of the request, the Request(s) information: the Leave Bucket and the date(s) requested, and the Hours requested.
To review leave history, from the Leave History tab, click the History tab.
The year pull-down defaults to the current year. To change it, click the year pull-down and select the year desired.
The History tab displays all leave previously taken.
The History tab displays the applicable Facility, your Job, your Pay Type, the Leave Bucket, Leave Type, the Begin and End dates of leave, the number of Days used, Docked Hours (when pay is docked from your paycheck for leave taken), the number of Hours used, and the Approval status.
1. To review Pay History, click the corresponding tab from the View Paystubs and Pay History tab.
From this screen, you can review the Date, Check Number, Hours worked, Gross Pay, any Deductions made, and your Net Pay.
2. To view each pay stub attached to pay history entries, click the Print Paystub button. This allows you to preview your pay stub in a print preview, which also gives you the ability to print if needed.
From the print preview screen, you have several other options including, Rotate clockwise (circular arrow), Download as a PDF (down arrow), Print (printer icon), Fit to page (small inner arrows), Zoom in (plus sign), and Zoom out (minus sign).
a. To close the pop-up window, click the white X.
3. Click View Paystub to view the paystub in a pop-up window. Click the white X to close the window.
4. Click the Check History tab to review processed checks, which includes the check Run, the Check Date, Check Number, Type, Bank Name, the Account number, Net Pay, and a Voided indicator.
Scroll to the bottom of the screen to review the Net Pay Total.
1. To review and print tax forms, from the Print Tax Forms tab, click the W-2 tab.
From this screen, you can review the available forms by Year, as well as all listed W-2 data by Box, such as Wages, Tips, Other Compensation, etc.
2. Click the View/Print button for the tax form.
Upon clicking the View/Print button, your tax form will open in a PDF preview pop-up window.
From the print preview screen,you have several other options including, Rotate clockwise (circular arrow), Download as a PDF (down arrow), Print (printer icon), Fit to page (small inner arrows), Zoom in (plus sign), and Zoom out (minus sign).
a. To close the pop-up window, click the white X.
1. To review pending agreements, from the Employee Agreements tab, click Pending Agreements.
Here you will find all agreements that need to be viewed and signed.
2. Click View/Sign Agreement to review the agreement.
3. Click the I Agree to sign and complete the process. If the district has enabled the Decline setting, you can click I Decline if you don't want to agree and sign the contract.
The Can Decline Employee Agreements setting can be enabled via Setup > Settings > Miscellaneous tab.
4. Click Print to print the agreement or click Exit to close the pop-up window.
5. Once you agree and sign or decline, the agreement displays in Agreement History under the corresponding tab.
The Agreement History displays the Agreement title, Signed Date, Decline Date, and Fiscal Year.
6. Click View Agreement to open and review the agreement.
a. Click the white X or Exit to close the agreement pop-up window. You can also click Print to print the agreement.
1. To view and create stipends, from the Stipends tab, click Stipends.
2. If the district created Job Assignments via ERP > Payroll > Stipend Setup, employees can create new Stipends based on an approved Job Assignment. To create a new stipend, use the blank top row and begin making selection from the pull-downs starting with Employee, which defaults to your name.
3. Next, enter the Date of the job. Select the Job Assignment from the pull-down. Enter the Location and the Time In. Based on Time In/Time Out and Hours entered, the Amount will calculate automatically. Enter Miles if applicable, which will automatically calculate the Mileage.
4. When all information has been entered and/or selected, press Enter to commit the line of data. When saved the line will turn blue.
5. Once committed, a Cancel and Show button will appear. Click the Cancel button to cancel the stipend request. Click the Show button to add Files and Comments.
The Files screen can be utilized by employees to upload files required for various Human Resources and Payroll uses. Note: File folders must first be set up by the district via Setup > Settings > Employee Files.
1. Click the Files tab.
If the district has set up file folder groups (Human Resources) and file folders (HR Request Form) for employees to upload files and review files uploaded by the district, you will see the folders displayed here. All districts can customize the folders; therefore, the title of the folders displayed in the image below may not reflect the names used by your district.
2. To view and/or upload files, click the red arrow.
Clicking the red arrow opens Files and Comments.
a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. There is also a Scan File button next to the Select button for direct scanning. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
b. To add a comment, type the comment in the text box. Then, click the Post button.