What are the Employee Self Service Official activities available for the login user? RP-20299

Employee Self Service  

The list of activities which can be accessed by log in user from the ESS module are, this may vary depends on the modules licensed:

Employee Self Services->Official

  1. Employee Contacts
  2. Payslip
  3. Change Password
  4. Support Contact 
  5. My Accountability
  6. View Requested Letter/Certificate
  7. Expense Claim Details Search
  8. Vacation Calculator
  9. Manage Exceptional Entry
  10. Manage Exceptional Absence Entry
  11. Employee Payroll Feed Transaction
  12. My Attendance
  13. Employee Advance History
  14. Shared Document

     1. Employee Contacts

The Employee Contacts feature allows users to search and view contact details of all active employees within the organization.

  1. Navigate to: Employee Self Service > Official > Employee Contacts
  2. Search for Employees:
    • Use the available search fields to enter one or more criteria, such as:
      • Employee Name
      • Department
      • Location
  3. View Search Results:
    • Click Search to display a list of matching employee records.
  4. View Contact Details:
    • Click the View icon next to a specific employee to display detailed contact information.

Click below link to view Employee Contacts Video:

  1. Payslip

The Payslip feature allows logged-in users to view their payslips for any processed payroll period in a clear, report-style format. Access is restricted to authorized users only.

  1. Navigate to: Employee Self Service → Official → Payslip
  2. Select the Payroll Period:
    • Use the dropdown menu to choose the desired payroll period.
  3. View the Payslip:
    • Click View to display your payslip details.

Additional Options

  • Payslips can be viewed or downloaded in various formats, such as:
    • PDF
    • Excel
    • Other supported formats (as per system configuration)

Payslip access is restricted to permitted users only. Ensure you are logged in with the correct user credentials

Click below link to view Payslip Video:

  1. Change Password

Users can update their login password at any time for security or personal preference.

  1. Navigate to: Employee Self Service → Official → Change Password
  2. In the Change Password form, enter the following details:
    • Old Password
    • New Password
    • Confirm New Password
  3. Click Change to update your login credentials.

Click below link to view update Change Password Video:

  1. Support Contact

The Support Contact feature allows users to find support personnel based on their location, company, or organizational details.

  1. Navigate to: Employee Self Service → Official → Support Contact
  2. Enter the relevant search criteria:
    • Location
    • Company
    • Organization
    • Support Details Type
  3. Click Search to view the matching support contact information.

           5. My Accountability

The My Accountability feature allows users to view all assets and vehicles currently assigned to them. This helps ensure transparency and responsibility for issued items.

  1. Navigate to: Employee Self Service → Official → My Accountability
  2. The system will display a list of all assets and vehicles assigned to the logged-in user.

This section provides a clear overview of items for tracking and accountability purposes.

Click below link to view My Accountability Video:

            6. View Requested Letter / Certificates

The View Requested Letters / Certificates feature allows users to view the status and details of any official letters or certificates they have requested through the system.

  1. Navigate to: Employee Self Service → Official → View Requested Letters / Certificates
  2. The page displays a list of all requested letters or certificates related to the logged-in user, including:
    • Request Date
    • Letter/Certificate Type
    • Status.

Click below link to view View Requested Letter / Certificates Video:

          7. Expense Claim Search

The Expense Claim Details feature allows users to search and view the details of their submitted expense claims. This helps employees track reimbursements and ensure all claims are properly recorded.

  1. Navigate to: Employee Self Service → Official → Expense Claim Details Search
  2. Use the available search filters to refine your results. Search conditions may include:
    • Claim Date Range
    • Nature of claim
    • Status (e.g., Submitted, Approved, Rejected)
  3. Click Search to display the matching expense claim records.

Click below link to view Expense Claim Details Search Video:

        8. Vacation Calculator

The Vacation Calculator feature enables users to view their vacation balance, eligibility, and leave history as of a selected date.

  1. Navigate to: Employee Self Service → Official → Vacation Calculator
  2. On the Vacation Calculator page, users can:
    • Check Current Vacation Balance
    • View Previous Leave Details
    • Review Vacation Eligibility
  3. Additional pop-ups are available for more detailed information:
    • Last 5 Leave Transactions
    • Last 3 Completed Leaves
    • Leave Balance

Click below link to view Vaccation Calculator Video:

         9. Manage Exceptional Entry

The Manage Exceptional Entry feature allows employees to record attendance exceptions such as less working hours or absent days. These entries are subject to approval by the relevant authority.

  1. Navigate to: Employee Self Service → Official → Manage Exceptional Entry
  2. On this page, employees can:
    • Enter new exceptional attendance records (e.g., partial attendance, absences)
    • Edit or delete records that are still in Not Approved status
  3. Once submitted, the entries will be sent for approval. Approved records cannot be modified.

Click below link to view create Manage Exceptional Entry Video:

       

              10. Manage Exceptional Absence Entry

The Manage Exceptional Absence Entry feature allows employees to record special absence cases that fall outside the standard leave or attendance process. These entries are typically used for exceptions and require proper documentation and approval.

  1. Navigate to: Employee Self Service → Official → Manage Exceptional Absence Entry
  2. To create a new entry:
    • Search for the employee name (usually auto-filled for the logged-in user)
    • Enter Date From and Date To
    • Select the Day Type .
  3. Click Save to submit the entry for approval.

           11. Employee Payroll Feed Transactions

The Employee Payroll Feed Transactions feature allows users to view all payroll-related entries made in the system, such as additions and deductions related to their salary.

  1. Navigate to: Employee Self Service → Official → Employee Payroll Feed Transactions
  2. This page displays a list of payroll entries specific to the logged-in user

Click below link to view Employee Payroll Feed Transactions Video:

       12. Employee Advance History

The Employee Advance History feature allows users to view detailed records of any financial advances they have taken, such as loans, salary advances, or other types of employee advances.

  1. Navigate to: Employee Self Service → Official → Employee Advance History
  2. View Advance Summary:
    • The page displays a summary of all advance transactions for the logged-in user, including:
      • Advance Type (e.g., Loan, Salary Advance)
      • Amount Requested and Approved
      • Request Date
      • Installment Details
      • Current Balance
      • Status (e.g., Active, Closed)
  3. Search & Filter:
    • Use the available search and filter criteria to narrow down specific advance records based on your needs.
  4. View Installment Breakdown:
    • Click the View icon in the grid to see a detailed Installment breakdown report for each advance.

Click below link to view Employee Advance History Video:

            13. My Attendance 

The My Attendance section allows employees to view and manage their personal attendance records.

Navigation Path: Employee Self Service → Official → My Attendance

  • View Attendance Records:
    Logged-in employees can view detailed attendance logs, including punch-in/punch-out times and total working hours.
  • Filter by Date:
    Use the Filter option to search for attendance entries by specifying the From Date and To Date.
  • Actions Available for Each Entry:
    • Add Missing Time – Log any missed working hours not captured during regular check-in/check-out.
    • Add Absence Entry – Record any unregistered absences.
    • View Attendance Details – View comprehensive details including shift timings, attendance status, and work duration.

          14. Shared Document

The Shared Document section allows employees to access and download organization-related materials such as circulars, policies, official documents, and other important files.

Navigation Path: Employee Self Service → Official → Shared Document

This section serves as a centralized repository for important company-wide communications and documents. It ensures all employees have quick and easy access to essential organizational materials.

Key Features:

  • View and download official circulars and announcements.
  • Access policy documents, manuals, and templates.
  • Supports transparency and information sharing across the organization.
 
 
 
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