PAYROLL REFERENCE GUIDE - Silver Chain · To begin go to the Intranet, click and select Payroll On Call/Sleepover Timesheet; which will be under the menu. ... Payroll Reference Guide

PAYROLL REFERENCE GUIDE

Payroll Reference Guide 28 September 2016

Page 2

Information

Purpose This guide is to assist all employees and managers with pay related processes. It is designed to have all information in the one spot for easy reference. As new processes are rolled out or procedures change, this manual will be updated and re-released. To ensure you are always accessing the most up to date version, please save the link for quick reference rather than saving the document itself.

How to use Move to the Contents page, find the topic you are after and click on the hyperlink. This will take you to the appropriate page. Topics have been split between employee and manager roles to help make the information relevant to you.

What is a hyperlink? A hyperlink is a way of directing you to information without you having to find it yourself and should save you time. Anywhere you see something highlighted like this you can click on it to be taken to that information or document. This is the quickest way to navigate this guide.

Assistance This document is maintained and owned by Group Payroll. Should you have any questions please contact Payroll via phone on 1300 724 463 Monday to Friday between 7am and 5pm WST. You can also email [email protected] with your query and it is recommended to put the employee PID in the subject to assist Payroll.

mailto:[email protected]


Page 3

Contents

General Information

Employee Self Service

Pay Cycle

Payroll Deadlines

Employee Information

Expense Reimbursements

Payroll On Call/Sleepover Timesheet

Request to Purchase Additional Leave

Social Club Membership

Add a New

Cease or Amend an Existing

Social Club WA Tickets and Events

Updating Address

Postal Address

Residential Address

Updating Bank Details

Change Primary Bank Account

Add a New Alternate Bank Account

Cease or Amend Existing Alternate Bank Account

Updating Contact Details

Updating Donations

Add a New


Updating Extra Withholding Tax

Add a New


Updating Name

First Names or Surname

Title or Preferred Name


Page 4

Contents Cont.

Employee Information Cont.

Updating Next of Kin

Add a New

Edit an Existing

Delete an Existing

Updating Public Holiday Pay Option

Updating Superannuation Deductions

Manager Information

Actual Service Record Adjustments

Application for Higher Duties

Delegation of ESS Approval

Delegation of Financial Authority

Make a Permanent Change to a Direct Report

Make a Temporary Change to a Direct Report

Review Financial Authority Levels


Review and Action a Submitted Claim

Edit a Submitted Claim

Submit a Claim on Behalf of Employee

Payroll On Call/Sleepover Timesheet

Request to Purchase Additional Leave

Frequently Asked Questions

Employee Self Service



Page 5

General Information


Page 6

Employee Self Service Employee Self Service (ESS) allows you to easily access and manage your personal, payroll, and administrative information online.

Accessing Self Service Online ESS can be accessed via the Silver Chain Intranet under the Employee Resources menu, as per below, or directly by using the following URL address https://ess.silverchain.org.au/

From the Employee Login page you will need to enter your Personal Identification number (PID) and Password.

When you log in to ESS for the very first time you will be automatically prompted to change your password. Please note your password is case sensitive.

For answers to frequently asked questions on Employee Self Service click here.

http://intranet/Pages/Default.aspx

http://intranet/employeeres/SitePages/Home.aspx

https://ess.silverchain.org.au/


Page 7

Pay Cycle Silver Chain Group is paid on a fortnightly pay cycle as per relevant Awards, Agreements and Contracts. The start of the fortnight is Friday and it ends on a Thursday. Pays are then processed on the following Wednesday with the intended day of payment being the Thursday. The diagram below will assist -

Payroll Deadlines To assist everyone, there are Payroll Deadlines; which apply to all staff, every fortnight. This document is available on the Employee Resources section of the Intranet for future reference. Adhering to these will allow everyone’s pay to be processed in the timeliest and most accurate way. We care about our employees being paid correctly and want that to occur in the fortnight’s pay accordingly. We look forward to working together to ensure you receive a correct pay each fortnight.

http://intranet/Resources/Temporary%20Shared%20Files/Notice%20to%20Staff%20-%20Payroll%20Deadlines.pdf


Page 8

Employee Information


Page 9

Expense Reimbursements Note Direct care staff who record their hours for payment through ComCare will be paid their

kilometres from ComCare. All other expenses and kilometre reimbursements must be claimed by following these steps which apply to employees paid through Payroll only.

1 Log into ESS (if you are unsure how to access Employee Self Service click here)

2 Use the Menu on the left

3 Select My Reimbursements

4 You will be taken to the My Reimbursements section

5 Enter the date or select from the calendar

6 Select type of claim by clicking on the dropdown and clicking the appropriate type

A) Kilometres

i) Enter the quantity of kilometres you travelled

B) Reimbursement

i) Select the reason for the expense from the dropdown list

ii) Enter the total amount of the expense (amount incl. GST to be reimbursed)

iii) Enter the GST amount included in total (found on receipt or tax invoice)

3.

5.

i)

5.

6.

2.



Page 10

7 The cost centre will default your primary cost centre, however you can pick another from the

dropdown if required

8 Make notes for your Manager if required

9 Click to attach receipt or tax invoice

A) From a laptop or computer

i) Ensure you have saved a copy of your receipt or tax invoice on your computer

ii) Click to find the file

iii) Once you have found the file, click on it and click

iv) Check the file path link and click

B) From an Android device

i) Click to attach a file

ii) Choose the to take a photo of your receipt

iii) Ensure all details can be clearly seen and click to take a photo

iv) If you are happy with the photo click

v) To attach the file click

i)

ii)

iii)

7.

8.

10.


Page 11

C) From an Apple device


ii) Click to take a photo of your receipt




10 Click to send the claim to your line manager For answers to frequently asked questions on Expense Reimbursements click here.


Page 12

Payroll On Call/Sleepover Timesheet Note Nintex forms are not yet compatible with devices. Until this functionality is available the manual

paper based version of this form will remain available on the Intranet.

To begin go to the Intranet, click and select Payroll On Call/Sleepover Timesheet;

which will be under the menu.

1 Type the employee name or PID and select from the dropdown (check the PID, Business Unit and Location)

2 Enter the period ending date (Thursday fortnightly) or select from the calendar dropdown

3 Select the timesheet type

4 Enter the date worked or select from the calendar dropdown (day will auto populate)

5 Use 24 hour clock format to complete from and to fields – for example 10:33am is 1033 and 2pm is 1400

6 Enter the hours – for example 2hr 30m is 2.5 and 7hr 20m is 7.33

7 Enter the mins – for example 30m is 30 and 1hr 20m is 80

8 If you had time called in on that day ensure you select the type from the dropdown

9 Make your comment as normal and include the PID where appropriate

10 To add more data click on and follow steps 4 to 8 accordingly

11 Type your Manager or Resource Co-ordinator’s name in the manager field and select their name from the dropdown

12 Check the information and when ready click

13 Should you have missed information you will have a message appear at the top of your screen and the required information highlighted in red to be completed

14 Complete missing information and click

http://nxflow/Business/Finance/Lists/Payroll%20On%20CallSleep%20Over%20Timesheet/NewForm.aspx?Source=http%3A%2F%2Fnxflow%2FBusiness%2FFinance%2FLists%2FPayroll%2520On%2520CallSleep%2520Over%2520Timesheet%2FMyItems%2Easpx%3FInitialTabId%3DRibbon%252EListItem%26VisibilityContext%3DWSSTabPersistence&RootFolder=


Page 13

15 The following message will appear when your form has been submitted successfully

Your Manager/Resource Co-ordinator will receive an email and, once they have actioned your request, you will receive an email of the outcome. If approved, an email will also be sent to Group Payroll for processing in the next pay run. If you are unsure when that is, please refer to the Payroll Deadlines.



Page 14

Request to Purchase Additional Leave Note Ensure you are eligible to purchase additional leave under your Employment Agreement and

that you understand the terms within the Leave Policy on the Intranet. 1 Log into ESS (if you are unsure how to access Employee Self Service click here)


3 Select My Payroll Details

4 Select My Purchased Leave

5 Use the to select ‘Request to Purchase Additional Leave’ against the Please choose change option

6 Ensure you understand the agreement you are entering into and complete all 4 statements

3.

4.

6.

7.

http://intranet/divisions/ssod/culture/HumanResources/Awards%20and%20Agreements/Forms/AllItems.aspx

http://intranet/QualityManual/Corporate/COR-POL-029.pdf



Page 15

7 When you are comfortable with your selections click

8 You will be directed back to the home page and the message

will appear at the top of your screen

9 Your request will be reviewed by your line manager and Payroll. You will receive notification by email of the outcome.


Page 16

Updating Social Club Membership Note If you want to change your existing membership you must cease your current deduction before

adding a new membership.

Cease or Amend an Existing 1 Log into ESS (if you are unsure how to access Employee Self Service click here)



4 Select My Deductions

5 You will be taken to the My Deductions section

6 Your existing membership will be visible under the Social Club Membership section

7 Click on

8 Against do you wish to stop this deduction use the to dropdown and select

9 Click

3.

4.

7.



Page 17

10 You will be taken back to the My Deductions page

11 To save these changes, click the button at the bottom of the page



13 If you want to continue with a membership move to the ‘Add a New’ section to set this up

Add a New 1 Follow steps 1 to 5 from the ‘Cease or Amend an Existing’ section

2 Click next to Social Club Membership

3 The deduction will automatically start in the next fortnight’s pay

4 Select the Social Club Type using the

5 If you select ‘SA’ or ‘Bunbury’, you can elect to have one or two memberships

6 Click





4.

5.

6.


Page 18

Social Club WA Tickets and Events Note Tickets are approved on a ‘first in’ basis. Once your ticket request has been approved you

have committed to these tickets. In the event you cannot attend the event or use the tickets it is your responsibility to find a suitable buyer, not the Social Club.






6 Click next to Social Club WA Tickets and Events

7 Use the to dropdown for Select Event to choose the tickets/event

3.

4.



Page 19

8 The Ticket Max per Person and Ticket Price will populate for you

9 Enter the Quantity, up to the ticket max, as a whole number

10 You can make a comment if necessary otherwise click


12 Take note of the Payment Date as this is when the Total will be deducted from your pay – this is also your opportunity to ensure you have selected the right tickets

13 There will be a Status of next to your event request




16 Once your request has been reviewed (within 5 minutes) you will get an email of the outcome and the status will change accordingly – go back into My Deductions to check

8.

7.

9.

10.

13.

16.


Page 20

Updating Address(es)

Note Your primary address is your postal address, you only need to update your residential address should it differ from your postal.

Postal Address 1 Log into ESS (if you are unsure how to access Employee Self Service click here)



4 Select My Details

5 You will be taken to the My Details section

6 Click the tab

3.

4.

6.



Page 21

7 Update the necessary fields

- If you live in a unit type the full word, for example Unit 2/123

- Ensure your SUBURB is in CAPITAL LETTERS

8 Ensure the address is correct and click

Residential Address (if different from postal) 1 Follow steps 1 to 5 from the ‘Postal Address’ section

2 Click the tab

3 Dropdown the Same as Postal field by clicking the

4 Select No

5 Complete all fields



6 Ensure the address is correct and click

2.

3.


Page 22

Updating Bank Details Note Bank Account format must be your BSB and Account Number together without any spaces.

Your bank account cannot exceed 15 digits and is made up of your BSB (6 digits) and Account Number (up to 9 digits). Example: BSB: 066-123 Acc: 1234567 would be typed as '0661231234567'. You may have up to 5 Alternate Bank Accounts.

Change Primary Bank Account 1 Log into ESS (if you are unsure how to access Employee Self Service click here)





6 Your existing bank account will be visible under the Primary Bank Account section

7 Click on

8 Enter your new Bank Account as one line, please refer to the Banking Note above

3.

4.

7.



Page 23

9 Click





Cease or Amend an Existing Alternate Bank Account 1 Log into ESS (if you are unsure how to access Employee Self Service click here)





6 Your existing banking splits will be visible under the Alternate Bank Accounts section

7 Click on

3.

4.

7.



Page 24


9 Click





13 If you want to continue with an alternate bank account move to the ‘Add a New’ section to set this up

Add a New Alternate Bank Account 1 Follow steps 1 to 5 from the ‘Cease or Amend an Existing’ section

2 Click next to Alternate Bank Accounts


4 Enter the Bank Account as per the Banking Note (BSB and Account Number together)

5 Enter the Amount you would like to split into this account each pay

6 Click





4.

5.


Page 25

Updating Contact Details Note If you have not provided a personal email the system will have populated your work email in

this field.




4 Select My Details


6 Click the tab

7 Update the necessary fields

- Land line numbers should be entered as (08) 6318 7658

- Mobile numbers should be entered as 0404 123 456

8 Ensure details are correct and click

3.

4.

6.



Page 26

Updating Donations Note If you want to change your existing donation you must cease your current deduction before

adding a new donation.






6 Your existing deduction will be visible under the Donations section

7 Click on


9 Click

3.

4.

7.



Page 27





13 If you want to continue with a donation move to the ‘Add a New’ section to set this up


2 Click next to Donations


4 Select the Donation Type using the

5 Enter the Amount you would like to donate

6 Click





4.

5.


Page 28

Electing Extra Withholding Tax Note If you want to change your existing tax amount you must cease your current deduction before

adding a new deduction.






6 Your existing deduction will be visible under the Extra Withholding Tax section

7 Click on


9 Click

3.

4.



Page 29





13 If you want to continue with extra tax move to the ‘Add a New’ section to set this up


2 Click next to Extra Withholding Tax


4 Enter the Amount (ie. 30.00 or 17.00) – tax must be in whole dollars – no cents

5 Click





4.


Page 30

Change Your Name Note If you need to update your First Names or Surname you will need supporting documentation.

Title or Preferred Name 1 Log into ESS (if you are unsure how to access Employee Self Service click here)



4 Select My Details


6 Click the tab

7 Amend your Title and/or Preferred Name

8 Click

3.

4.

7.

7.

6.



Page 31

First Names or Surname 1 Log into ESS (if you are unsure how to access Employee Self Service click here)



4 Select My Name Change

5 Use the to select ‘Name Change’ against Please choose change option

6 Update First names and/or Last name as per your supporting documentation

4.

3.

6.

6.

7.



Page 32

7 Click to Attach Document – ensure it is one of the below

A) From a laptop or computer

i) Ensure you have saved a copy of your document on your computer

ii) Click to find the file

iii) Once you have found the file, click on it and click

iv) Check the file path link and click

B) From an Android device


ii) Choose the to take a photo of your document




C) From an Apple device


ii) Click to take a photo of your document




8 Click to send the details through to Payroll for review

9 You will get an email notification of the outcome


Page 33

Next of Kin Details Note It is important to keep your next of kin details up to date in case of emergency.

Add a New 1 Log into ESS (if you are unsure how to access Employee Self Service click here)



4 Select My Details


6 Click the tab

7 Click

8 Complete as many details as possible with the contact numbers being most important






3.

4.



Page 34

Edit an Existing

1 Follow steps 1 to 6 from the ‘Add a New’ section

2 Click the icon next to the entry you would like to edit

3 Edit the details as required






Delete an Existing

1 Follow steps 1 to 6 from the ‘Add a New’ section

2 Click the icon next to the entry you would like to Delete

3 The following message will appear at the top of your screen

4 If you deleted in error, click Undo

4.


Page 35

Updating Public Holiday Pay Option Note The Payroll system uses this flag to pay you either time in lieu or penalties on a public holiday

should you be entitled to be paid for hours worked.




4 Select My Details


6 Click the tab

7 Use the to elect the Public Hol Option you would like – ‘Penalties’ or ‘TIL Option’

8 Click

3.

4.

6.



Page 36

9 You will get this message at the top of your screen


Page 37

Updating Superannuation Deductions Note This functionality is for pre and post-tax employee contribution changes, not changes to your

superannuation fund. To change your Superannuation Fund you must complete a Standard Choice Form from the ATO website, ensure all sections are complete, a compliance letter is attached (where necessary) and forward to Group Payroll via email.




4 Select My Super Deductions

5 You will be taken to the My Super Deductions section

6 Your current super details will be visible or you can click to see more information

7 To make a change click the edit button

8 Use the to select the Contribution Type

3.

4.

https://www.ato.gov.au/forms/superannuation-(super)-standard-choice-form/

https://www.ato.gov.au/forms/superannuation-(super)-standard-choice-form/



Page 38

9 Enter the dollar amount or percentage in My after tax and/or Employee Salary Sacrifice


11 You will see the change will now be visible in your current super details

9.

9.


Page 39

Manager Information


Page 40

Actual Service Record (ASR) Adjustment This should be used where data has already been exported from ComCare but an adjustment needs to be made to it. Follow these steps to submit the adjustment to Payroll for processing.

To begin go to the Intranet, click and select Actual Service Record Adjustment;

which will be under the menu.

1 Type the employee name or PID and select from the dropdown (check the PID, Business Unit and Location)

2 Enter the visit date or select from the calendar dropdown

3 Use 24 hour clock format to complete the start and finish fields – for example 10:33am is 1033 and 2pm is 1400

4 Type in details of the shift by providing the client ID, client name and task/activity

5 If applicable, select whether this was a telephone call, visit or specialist clinical advise

6 Enter mins if applicable – for example 30m is 30 and 1hr 20m is 80

7 Enter kms if applicable

8 To add more data click on and follow steps 2 to 7 accordingly

9 Ensure this information has not been sent for processing previously and click the authorisation box

10 Type your name in the approved by field and select their name from the dropdown – note Payroll do refer to this to ensure valid authorisation


The employee will receive an email notifying them of the adjustment. An email will also be sent to Group Payroll for processing in the next pay run. If you’re unsure when that is, please refer to the Payroll Deadlines.

http://nxflow/Business/Finance/Lists/Actual%20Service%20Record%20Adjustment/NewForm.aspx?Source=http%3A%2F%2Fnxflow%2FBusiness%2FFinance%2FLists%2FActual%2520Service%2520Record%2520Adjustment%2FAllItems%2Easpx&RootFolder=



Page 41

Application for Higher Duties Note A period of higher duties should not usually exceed three months (eg covering Long Service

Leave) and must not extend beyond an employee's fixed term expiry date.

To begin go to the Intranet, click and select Application for Higher Duties; which will

be under the menu.

1 Type the employee name or PID and select from the dropdown

2 Enter the from date and to date or select from the calendar dropdown

3 Use the dropdown list to select the WAP Code of the higher duties position

4 Use the dropdown list to select the employee agreement type

5 Use the dropdown list to select the level

6 Use the dropdown list to select the step – the hourly rate will populate

7 Type the name of person being relieved

8 Type the reason for the higher duties

9 If the employee’s costing is to change for this period tick against Location/Product/Funding change required, or leave this unticked and move to step 15

2. 2.

1.

3.

4.

5.

6.

7. 8.

http://nxflow/Business/Finance/Lists/Application%20for%20Higher%20Duties/NewForm.aspx?Source=http%3A%2F%2Fnxflow%2FBusiness%2FFinance%2FLists%2FApplication%2520for%2520Higher%2520Duties%2FAllItems%2Easpx&RootFolder


Page 42

10 The location product funding code box will appear

11 Use the dropdown list to select the location product funding code, the description will appear

12 Enter the LPF percentage up to 100

13 To add further costings click on and follow steps 11 and 12

14 Ensure your total costing equals 100%

15 Type your name in the line manager name field and select it from the dropdown – note Payroll do refer to this to ensure valid authorisation


17 You will receive a confirmation email The employee will receive an email notifying them of the higher duties application. An email will also be sent to Group Payroll for processing in the next or appropriate pay run. If you’re unsure when that is, please refer to the Payroll Deadlines.

11. 12.

13. 14.

15.



Page 43

Delegation of ESS Approval You may want to delegate one or all of your ESS approval functionality to a direct report. To split the responsibility amongst multiple people follow the instructions for each situation.

Note You will still receive email notifications of requests that are made.


2 From the menu on the left select Manager Options to drop down options

3 Select Delegations

4 To Add Delegation click

5 To Edit Delegation click icon next to the entry you would like to edit

6 You will be taken to where you can Edit Delegations

7 Select a Delegation Type from the 5 options

i) ESS Leave - leave approval only ii) ESS Reimbursements - reimbursement approval only iii) ESS Timesheets (My Time) - timesheet approval only iv) All ESS with Financials - all approvals and equal financial authority v) All ESS without Financials - all approvals and no financial authority change

8 Select the Delegate

9 Enter the Start Date and End Date or select from the calendar

10 Click to update the employee’s record

2.

3.

7.

8.

9.

9.



Page 44

11 Delegation of Financial Authority Every position within the SCG has a level of Financial Authority associated with it. A manager can change the level of Financial Authority for their staff and can also temporarily delegate their own level of Financial Authority for a period of time. Any change will affect all employees in a WAP. See the Reserved Powers and Delegated Authorities Policy for more information.

Make a Permanent Change to a Direct Report Note You can only give a lower level of Financial Authority to a direct report permanently. 1 Log into ESS (if you are unsure how to access Employee Self Service click here)


3 Select Employee Details

4 You will see a listing of your direct reports

5 Click the next to the employee you would like to change

6 You will be taken to the Delegation Details

7 Click on the and click on the appropriate New Delegation Level

8 Ensure is flagged in Delegation Permanent Change

9 No dates are required

10 Click to update the employee’s record (this will change anyone in their WAP)

2.

3.

7.

8.

10.




Page 45

Make a Temporary Change to a Direct Report Note You can give an equal or lower level of Financial Authority to a direct report temporarily. 1 Follow steps 1 to 7 from the ‘Permanent Change’ section

2 Ensure is flagged in Delegation Permanent Change

3 Enter the Start Date and End Date or select from the calendar

4 Click to update the employee’s record (this will change anyone in their WAP)

Review Financial Authority Levels

1 Within your ESS Menu click on

2 From the listing choose

3 This will give you a full listing of your employee hierarchy

4 The far right column will show you their

2.

3.

3.



Page 46

Expense Reimbursements Note Direct care staff who record their hours for payment through ComCare will be paid their

kilometres from ComCare. All other expenses and kilometre reimbursements for employees paid through Payroll must go through ESS.

Review and Action a Submitted Claim 1 When an employee submits a claim you will receive an email notification


3 On your home page you will have items awaiting action

4 Select Allowance

5 You will be taken to the View Allowance section

6 You will need to scroll down to select

7 Which will bring you to Unapproved Reimbursements

8 On the far right of the entry you want to review click to view details

9 Check over the details on the reimbursement claim

10 If applicable, ensure the GST figure matches the receipt or tax invoice

11 Click to go back and approve or decline

12 Tick the box of the entry you could like to action

3.

4.

8.



Page 47

13 Click either or

A) If approved, you will receive this message

B) If declined, you can give a reason to go back to the employee and click

For answers to frequently asked questions on Expense Reimbursements click here.

Edit a Submitted Claim 1 Follow steps 1 to 5 from the ‘Review and Action’ section

2 On the far right of the entry you want to edit click

3 Change any of the details as needed

4 If applicable, ensure the GST figure matches the receipt or tax invoice

5 Click to go back and approve or decline

6 You will be taken back to the Unapproved Reimbursements section

7 Tick the box of the entry you could like to action

6.

8. 7.


Page 48

8 Click either or

A) If approved, you will receive this message

B) If declined, you can give a reason to go back to the employee and click


Submit a Claim on Behalf of Employee 1 Log into ESS (if you are unsure how to access Employee Self Service click here)


3 Select Employee Reimbursements

4 You will be taken to Unapproved Reimbursements

2.

3.

4.



Page 49

5 Click on the Employee tab

6 Type the Employee name or PID and be patient while system searches

7 Click the PID next to the correct employee

8 Complete the steps 5 to 10 of the Employee Expense Reimbursement section

9 This will auto approve the claim and send an email notification to the employee


6.

7.


Page 50

Payroll On Call/Sleepover Timesheet Note Nintex forms are not yet compatible with devices. Until this functionality is available the

manual paper based version of this form will remain available on the Intranet. 1 You will receive an email advising an employee has submitted an On Call or Sleepover

Timesheet and requesting you to review

2 Within the email

3 Review the timesheet details and totals

4 Select an outcome

5 Make a comment where necessary; be aware that this will go in an email back to the employee and kept on the system for reference

6 Click to submit An email will be sent back to the employee advising them of the outcome. If approved, an email will also be sent to Group Payroll for processing in the next pay run. If you’re unsure when that is, please refer to the Payroll Deadlines.



Page 51

Request to Purchase Additional Leave Note Ensure the employee’s request fits under the Leave Policy. 1 When an employee submits a request you will receive an email notification


3 On your home page you will have items awaiting action

4 Select the request to purchase additional leave you would like to review

5 You will be able to review the details of the request

6 Use the buttons to or the request

A) If approved, you will get this message

i) The request will move to Payroll for review and action

ii) Once actioned the employee will get an email of the outcome

B) If declined, you can give a reason and click

i) The employee will get an email of the outcome and reason

ii) We encourage you to discuss the outcome with the employee directly

3.

4.




Page 52

Frequently Asked Questions


Page 53

Employee Self Service FAQ Employee Self Service (ESS) allows you to easily access and manage your personal, payroll, and administrative information online. There is an ESS Employee Guideline available online to further assist you with Employee Self Service.

“What should I use to access ESS?”

You should get a consistent result when using different applications and browsers, from any device. We suggest using the following.

Brand Device Browser/Application Icon

Apple iPad Safari - Application

Apple iPhone Safari - Application

Apple MacBook Safari - Application

Samsung Phone Chrome - Application

Samsung Tablet Internet - Application

Windows Computer Internet Explorer - Browser

Windows Phone Internet Explorer - Browser

“I can download my payslip but when I go to open it, it’s blank. What should I do?”

It sounds like you are using the Securebox app on a work Android (Samsung phone or tablet). This app is so secure anything you download from it appears blank. Refer to the table above and use Chrome or Internet instead.

http://intranet/Resources/_layouts/WordViewer.aspx?id=/Resources/Temporary%20Shared%20Files/ESS%20Employee%20Guidelines.docx&Source=http%3A%2F%2Fintranet%2FResources%2FTemporary%2520Shared%2520Files%2FForms%2FAllItems%2Easpx&DefaultItemOpen=1&DefaultItemOpen=1


Page 54

Expense Reimbursements FAQ

“Why isn’t the total amount isn’t showing for a kilometre claim?”

Expense and kilometre reimbursements use the quantity and amount fields differently. The total amount for a kilometre claim won’t show on this screen due to a calculation in the background. You

can click on the button next to the approved claim to see the details, including the total amount.

“Where do I get costing from?”

If you are unsure, firstly speak to your manager as the cost code used may affect budgets. There is

an Account Codes and Reporting Levels document available on the Intranet within that may assist.

“I am a volunteer or contractor, how do I submit a reimbursement claim?”

You can submit a reimbursement claim by completing the online form available on the Intranet within

. This will send the claim on to be authorised and once approved will flow to Accounts Payable for processing.

“Can I track the progress of my claim through ESS?”

Yes you can from within ‘My Reimbursements’. Below where you submit your claim you will have three categories; Submitted Reimbursements, Declined Reimbursements and Approved Reimbursements.

“As a manager, can I see what the employee has submitted previously through ESS?”

Yes you can. Within ESS under the ‘Manager Options’ and in ‘Expense Reimbursements’ you can review submitted, approved and declined claims. In the employee tab you can search for the employee and under the new form you will see three categories; Submitted Reimbursements,

Declined Reimbursements and Approved Reimbursements. By clicking on the next to the claim you want to review you will be able to see more details.

http://intranet/divisions/finance/_layouts/xlviewer.aspx?id=/divisions/finance/Documents/Account%20Codes%20and%20Reporting%20Levels.xlsx&Source=http%3A%2F%2Fintranet%2Fdivisions%2Ffinance%2FDocuments%2FForms%2FSilverChain%2Easpx&DefaultItemOpen=1&DefaultItemOp

http://nxflow/Business/Finance/Lists/Claim%20For%20Reimbursement%20of%20Expenses%20%20VolunteerCont/NewForm.aspx?Source=http%3A%2F%2Fnxflow%2FBusiness%2FFinance%2FLists%2FClaim%2520For%2520Reimbursement%2520of%2520Expenses%2520%2520VolunteerCont%2FAllItems%2Easpx&RootFolder=