Click the relevant category to view the most frequently asked questions.
Q. What is the ESS?
The Employee Self Service (ESS) is a web based facility that provides employees access to Human Resource information. The ESS is used to view, amend and add to information quickly and easily.
The ESS has three key functional areas:
- Individual Information
- Team Management
Q. How do I get to the Employee Self Service?
Go to the Announcements and login page. You should add this url to your favourites. Check notices on this page. Click on the 'Employee Self Service Login' button located in the Quick Links section.
Q. What is my ESS login?
Your ESS username and password is identical to the FAN and FAN password that you use to login to the University's electronic services. If you do not know your FAN and password, contact ITS Client Services.
Q. What is an Occupancy?
In system terms, an Occupancy is a record of an individual's employment details which is recorded on the HR System.
Q. I am a new staff member, where can I seek further information on the ESS?
There is a range of information and tools available to assist with the services offered through the ESS. You can view step by step instructions or view online tutorials in the Employee Self Service User Guide. The Navigation online tutorial is a great starting point for new users.
Q. I have booked leave, it has been approved by my supervisor but I now want to change it. How do I do this?
For leave bookings that are within the last year, you can reverse the leave booking from your leave history. Once the reversal has been approved by your supervisor you can re-enter the leave booking. For leave bookings prior to this, you need to ask your supervisor to email Payroll Services for the booking to be reversed. Once the booking has been reversed, you can re-enter the amended booking.
Q. I can't book leave, why?
If your contract is due to end prior to the period you are entering the leave for and you know it is going to be extended you will have to wait until the extension has been processed by Human Resources. If you have just started working for Flinders University you will not be able to book leave until you have been paid for the first time.
Q. What is the difference between a Whole Day and Part Day leave booking?
The whole day leave booking is used when the full rostered work day or block of time (start date and end date) is to be booked. The part day leave booking is used when a portion of the rostered work day is to be booked eg: rostered work day is 6.5hrs and a period of 2hrs leave is to be booked.
Q. I have booked leave, it has not been approved by my supervisor and I want to change it. How do I do this?
Delete the pending request. Once you have deleted the request either enter a new booking or do nothing, depending on the circumstances.
Q. I do I convert minutes to decimals?
A conversion chart is available to assist with the conversion of minutes to decimals. View conversion chart.
Q. I need to look at the University's leave policies, where can I view them?
The HR Policies and Procedures provide information on the University's leave policy for the different leave types. View staff policies and procedures on leave.
Q. Who keeps my medical certificate?
Once your medical certificate has been sighted by your supervisor, attach the certificate to the print out of the sick leave booking and forward to Payroll Services.
Team Leader / Supervisor
Q. When I try to approve leave for a staff member there are 'no records returned'?
It could be because the staff member did not enter the booking properly. Ask the staff member to log in and look at 'My Pending Requests'. If there is nothing there they need to re-enter the booking.
If the staff member has subsequently deleted the booking you will not be able to see it. An email notification is sent when a staff member deletes a booking.
Q. When I click on the Record Id link to view the full details of a request, why can't I see the screen?
Clicking on Record Id will display details in a new window which may open behind the current screen you are viewing. Check if the screen has displayed in a new tab or minimise the browser session to see if the detail screen is sitting behind.
Q. Why can't I approve Casual Professional Timesheets / Leave?
Casual Professional Timesheets cannot be approved from the radio buttons on the front screen. Approval for Casual Professional Timesheets can only be completed by clicking on the 'Record Id' link. This is so you can view the details of the hour worked before approving it.
Q. How do I extend a Casual Professional's job?
Team Leaders have the ability to re-activate or cease jobs for casual employees through the Occupancy Change Request (OCR) function. For further information refer to the Occupancy Change Requests for Casual Jobs.
Q. I am a new Supervisor / Team Leader, where can I seek further information about Team Leader access in the ESS.
A range of information and tools are available to assist with the services offered through the ESS. You can view step by step instructions or view online tutorials in the Employee Self Service User Guide. The online tutorial for Team Member Details for Supervisors is a great starting point for new supervisors.
Q. I need to approve records but can't see where I do this in the ESS?
Check that My Team and My Approvals appear in the menu bar. If they are not available email Payroll Services requesting the My Team and My approvals be added to your access.
Q. I have recently had my casual contract extended, why can't I enter a timesheet after the end date of the old one?
Timesheets cannot be entered with dates that overlap the end date of the old contract and the start of the new contract. To get around this, enter two timesheets, one that ends at the end date of the previous contract and the other one that starts on the start date of the new contract.
Q. What are the current casual pay rates?
The current casual pay rates are available on the Salary Scales and Calculator web page.
Q. What are the terms and conditions for casual staff?
The Enterprise Agreement specifies both Casual Academic and Casual Professional staff Terms and Conditions of employment, including rates and the descriptors for Casual Academics.
Warning / Error Messages
General - Date Error Messages
The following messages occur when a date is typed in incorrectly. All dates must be in dd-mmm-yyyy format, eg:25-Jun-2016.
Hint: Use the drop down calendars to select dates and you can't go wrong.
Leave - Leave Booking Error Messages
The following messages occur if your leave booking is incorrectly entered or duplicated.
When booking leave the Unit of 'Hours' has not been selected. Go back to the screen and select 'Hours' from the drop down menu.
The requested leave amount exceeds your current leave balance. Your supervisor will also see this message when they approve the leave.
If you do not wish to continue with the booking, click the 'Reverse' button.
If the leave booking is for the future, you can check your leave balance at that date by going to My HR > Leave > Leave Balances, select the 'Enquiry Date' and then click 'Calculate Balances'.
The leave booking is for a day that you are not scheduled to work, as per the work roster you have provided to Payroll Services or you have entered leave on a public holiday or on a weekend.
If your work roster has changed, please request your supervisor to email Payroll Services with the new hours/days. It is important to have the correct work roster recorded to ensure that leave bookings are correctly deducted.
The leave booking falls over or during an existing approved booking. If the existing booking needs to be reversed, and it falls within the current calendar year, you can reverse the leave booking from your leave history. Once the reversal has been approved by your supervisor you can re-enter the leave booking. For leave that falls in the last year, you must get your supervisor to email Payroll Services and request for the leave booking to be reversed. Once the booking has been reversed, you can re-enter the amended booking.
The leave booking falls over or during an existing booking that has not been approved. To view or delete the booking go to 'My Pending Requests'.
Timesheets - Professional Staff
The following message occurs if an incorrect date is selected.
When submitting a Casual Professional timesheet, if the Period Start Date selected is prior to the job commencment date. Check in My HR > Employment > Appointment Details to ensure taht the commence date your have selected falls within your appointment dates.