Employee Process

Approved absence posted directly to SAP

Employee logs into ESS account Submits a request via Create Leave Request

Employee clicks link in e-mail to add appointment to their Lotus Notes calendar SAP Workflow routes email confirmation back to employee Supervisor approves, rejects or delegates the request

SAP Workflow routes request to their Supervisor

Supervisor Process

Supervisor receives Lotus Notes E-mail

SAP Workflow routes e-mail confirmation back to employee

Supervisor approves, rejects or delegates the request.

Approved absence posted directly to SAP

Supervisor adds reminder to their Lotus Notes calendar to document employees planned absence

ESS Leave Request Process

Absences must be recorded
Submit in advance Planned absences Retro absences (I was sick yesterday)

Corrections - cancel request

Creating a Leave Request

Log into your ESS Account
ess.nebraska.edu

Click Create Leave Request

Leave Request Form

Help Resource

New Request Section

Available Balance Section

Family Medical Leave Section

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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

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The Form Section

Completing Form Steps:
Manager Name Supervisor

Error Message

Error message

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

ESS Leave Request Types

Acceptable ESS Leave Types
Sick Comp Time Used Funeral Banked Holiday Vacation Floating Holiday Military * Crisis Leave * * Requires Prior paper Approval

Paper Not Through ESS

Civil Leave Administrative Leave Leave that results in a negative balance
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ESS Leave Request Process

Full / Partial Day Requests
Partial Days must be requested separately Consecutive full days are allowed

ESS Leave Request

Floating Holiday
Presidents, Arbor, Columbus & Veterans 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 Years Day -------- Must be used prior to vacation

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Supervisor receives e-mail

Supervisor will: Select Approve, Reject* or Delegate* *Comments are required
Add reminder to their Lotus Notes calendar

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E-Mail Confirmation to Employee

Approved Rejected

Employee should: Add appointment to their Lotus Notes calendar

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ESS Leave Request Approval

Add to Lotus Notes calendar
Your Calendar Reminder or Appointment

Cancellations do not interact with Lotus Notes

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Cancel Request = Request Overview

Change in approved hours submitted Complete list of all requests
Defaults to one month back Click trash can to cancel request

1. Cancel Request (Trash Can)

Cancellations do not interact with Lotus Notes

2. Submit new request (Create Leave Request)

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Employee canceling a non-approved request

(Scenario: employee submit request E-mail sent to Supervisor employee cancels the request )

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Leave Information

Used Planned
Avail. Balance

Leave Activity Report

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 Leave Activity Report

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ESS Leave Request Process

Time sheet recording change
On time sheet under Wage type enter
Leave type/ESS (Vac/ESS)

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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
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Supervisor Reminders

Supervisor Accountability
Add reminders to Lotus Notes Calendar
Create folder in Lotus Notes Cross Reference time sheet to leave requests

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When do I start using the new system?

Bi-Weekly April 27,2007

Monthly

May 1,2007
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