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Employee Process

Employee Process. Approved absence posted directly to SAP. Employee logs into ESS account. Employee clicks link in e-mail to add appointment to their Lotus Notes calendar. Submits a request via “Create Leave Request”. SAP Workflow routes e-mail confirmation back to employee.

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Employee Process

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  1. Employee Process Approved absence posted directly to SAP Employee logs into ESS account Employee clicks link in e-mail to add appointment to their Lotus Notes calendar Submits a request via “Create Leave Request” SAP Workflow routes e-mail confirmation back to employee SAP Workflow routes request to their Supervisor Supervisor approves, rejects or delegates the request

  2. Supervisor Process Supervisor receives Lotus Notes E-mail SAP Workflow routes e-mail confirmation back to employee Supervisor approves, rejects or delegates the request. Supervisor adds reminder to their Lotus Notes calendar to document employee’s planned absence Approved absence posted directly to SAP

  3. ESS Leave Request Process • Absences must be recorded • Submit in advance • Planned absences • Retro absences (I was sick yesterday) • Corrections - cancel request

  4. Creating a Leave Request • Log into your ESS Account ess.nebraska.edu • Click “Create Leave Request”

  5. Leave Request Form Help Resource New Request Section Available Balance Section Family Medical Leave Section

  6. Available Balance Section • Entitlement • BW: Balance changes daily on both sick / vacation • MO: Vacation balance changes after the first payroll run • MO: Sick balance is given at the beginning of calendar year • Used (historical) • Planned (future) • Added at the time the Supervisor has approved the request Entitlement – Used – Planned = Available Balance

  7. The Form Section • Completing Form Steps: • Select Leave Type • Date(s) • Time (military time) • Total hours to be absence • Comments (optional) • Select Refresh • Watch for error messages • Select Submit to Approver Manager Name Supervisor Error Message Error message

  8. ESS Leave Request Types • Acceptable ESS Leave Types • Paper – Not Through ESS

  9. ESS Leave Request Process • Full / Partial Day Requests • Partial Days must be requested separately • Consecutive full days are allowed

  10. ESS Leave Request • Floating Holiday • President’s, Arbor, Columbus & Veteran’s Day • Excess of 32 hours (FLH) or FTE% ------ must be used prior to vacation • Banked Holiday • Martin Luther King, Memorial Day, Independence, Labor, Thanksgiving (plus Friday), Christmas & New Year’s Day -------- Must be used prior to vacation

  11. Supervisor receives e-mail • Supervisor will: • Select Approve, Reject* or Delegate* • *Comments are required • Add “reminder” to their Lotus Notes calendar

  12. E-Mail Confirmation to Employee Approved Rejected Employee should: Add “appointment” to their Lotus Notes calendar

  13. ESS Leave Request Approval • Add to Lotus Notes calendar • Your Calendar  Reminder orAppointment • Cancellations do not interact with Lotus Notes

  14. Cancel Request = Request Overview Change in approved hours submitted Complete list of all requests • Cancel Request (Trash Can) Cancellations do not interact with Lotus Notes Click trash can to cancel request Defaults to one month back 2.Submit new request (Create Leave Request)

  15. Employee canceling a non-approved request (Scenario: employee submit request  E-mail sent to Supervisor  employee cancels the request )

  16. Leave Information • Used • Planned • Avail. Balance Leave Activity Report

  17. Leave Activity Report

  18. ESS Leave Request Process Time sheet recording change • On time sheet under Wage type enter – Leave type/ESS (Vac/ESS)

  19. Help Resources • Help Button within the ESS Screen • ESS Help on ess.nebraska.edu • Documentation • FAQ • ESS Leave Request Help Contacts: NRBC: • Jolene Foster 472-7788 • Sandy Cook 472-0833

  20. Supervisor Reminders • Supervisor Accountability Add “reminders” to Lotus Notes Calendar • Create folder in Lotus Notes • Cross Reference time sheet to leave requests

  21. When do I start using the new system? Bi-Weekly April 27,2007Monthly May 1,2007

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