General Problems

How do I get to the Employee Self Service

Go to the Announcements and login page. You should add this url to your favorites. Check notices on this page. Click on the 'Employee Self Service Login' button.

I have forgotten my password, how can I get a new one?

Email Payroll Services   

Leave

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 fall 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 bookings that are prior to the current calendar year, you must get your supervisor to email Payroll Services and ask for the booking to be deleted. Once this has been done you can re-enter the leave booking.

I have booked leave, it has not been approved by my supervisor and I now 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.

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 paperwork has been processed by payroll staff.
  • 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.
  • If you are an academic staff member we do not formally record your sick leave - you should negotiate with your supervisor.

How do I convert minutes to decimals?

View conversion chart.

I need to look at the University's leave policies, where can I view them?

View staff policies and procedures on leave.

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.

Supervisor

I have been looking up information about a staff member and keep getting this message:

The reason this is happening is that you are still in context of the staff member you were looking up information about. To get back in context of yourself click 'Main Menu' on the top right, then click 'Team Leader' and 'Team List' on the left. Now click 'Click here to return context to......' You are now back in context of yourself. Now you can contiue.

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 'Pending Requests'. If there is nothing there then they need to re-enter it.

If the staff member has subsequently deleted the booking you will not be able to see it. An e-mail is not generated when this occurs. 

Browser Problems

  • Go to the 'Edit' menu at the top of the screen, click 'Preferences', then check that your browser is set up so that:
    • Java and Javascript is enabled
    • It accepts all cookies
  • Apple Macintosh users must have:
    • Netscape Navigator 4.7, or
    • Internet Explorer 5
  • PC users must have:
    • Netscape Navigator 4.7 or
    • Internet Explorer 5 or above

Error Messages

Leave Bookings

The following are messages you may receive if your leave booking is incorrectly entered or duplicated:

 

The message above occurs when you type the date incorrectly. All dates must be dd-mmm-yyyy, eg. 25-jun-2002.

The message above occurs if you have not selected the unit of 'hours' when booking leave. Go back to the screen and select 'hours' using the pulldown menu next to unit.


The message above occurs when you have exceeded 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 'reverse'

If the leave booking is for the future, you can check your leave balance at that date by going to 'Leave Balances' and typeing the date next to 'Enquiry Date' and then click 'Calculate Balances'.

The message above occurs if you book leave for a day you are not scheduled to work, as per the work pattern you have provided to HR Systems & Payroll Services. It could also occur if you have entered leave on a public holiday or on a weekend.

If your work pattern has changed please contact HR Systems & Payroll Services to inform us of your new work pattern. We need to know the days and hours you work.

A message similar to above will appear when you are trying to book leave over or during an existing booking. This booking has already been approved, so if it needs to be deleted, you can reverse the leave booking from your leave history if the booking falls within the current calendar year.  Once the reversal has been approved by your supervisor you can re-enter the leave booking.  For leave bookings that are prior to the current year, you must get your supervisor to e-mail Payroll Services and request for the leave booking to be deleted.  Once this has been done you can enter the amended booking.

The message above will appear when you are trying to book leave over or during an existing booking, that has not been approved. To view or delete the booking go to 'Pending Requests' Menu. 

General Staff Timesheets 

The message above will appear when you are trying to submit a General Staff Timesheet using a Period Start Date on your timesheet prior to your job commencement date. If you get this error message please contact the HR Systems Office on 8201 3123.