Employee Self Service (ESS)
About Employee Self Service (ESS)
Employee Self Service (ESS) empowers staff to maintain their personal details, apply for leave and view payslips and IRP5's in a paperless environment.
VIP's ESS is a web-based application that is fully integrated with VIP's Human Resources and Payroll Systems. In the ever changing environment of managing staff, ESS has proven to be an asset in reducing labour intensive capturing of leave transactions and personal details.
Security is of the highest priority and internationally expected rules regarding access control are used to authenticate ESS users. Escalations of workflow items can be customised to suit user needs.
Improved leave management means more accurate leave provision reports, which reduces the financial liability of the company.
ESS Workflow
Log into ESS
- Staff Members logs onto ESS web page for secure access to ESS using their unique username and password.
Summary Screen
- After successful login, employees have a Summary Screen with: summary of requests in progress, available payslips, available IRP5's.
Update Personal and Family Details
- Employees can view and update the Basic Employee Information such as: names and contact numbers, banking details, emergency contact, statutory information (ID Number, Tax Number, Address Fields).
- Employees can also: add new family members, edit details of existing family members.
Leave
- Employees can view their leave records in detail: leave balances available, leave entitlements, history of leave transactions, detail of planned future leave.
- Employees can apply for various types of leave as defined in the Premier Payroll Leave Module.
- Once the necessary validation of the leave rules has been done, the request can be submitted to the workflow.
- Managers are notified by e-mail of pending leave applications awaiting their approval.
- Once the request has been approved or declined, the staff member is notified accordingly via e-mail.
- The manager can view a Leave Balance Summary for the employee before approving the request.
- Department heads can receive e-mail notification of approved requests.
- Seamless update of the VIP Premier Leave record.
IRP5's and Payslips
- Staff has access to Payslips and IRP5's: This enables them to print and reprint their own payslips and IRP5's. They also have unlimited access to payslip and IRP5 history.
Claims
- Staff can submit claims for approval of overtime worked or any other unit type of expense using ESS.
- The relevant approval manager is notified via e-mail of the pending claim.
- Workflow is applied to the approval levels to ensure that authorised managers approved all expense claims.
- The employee is notified via e-mail when the claim has been approved.
- All approved claims update VIP Premier Payroll automatically.
Leave Reports
- Managers have access to: Leave Balances and Leave Transaction Reports.
Advantages of ESS
Employers
- Reduces labour intensive capturing of leave transactions, expense claims and personal details.
- Improved leave management with more accurate leave provision reports.
- Reduces financial liability of the company.
- Reduces printing and distribution cost of payslips and IRP5's.
- Seamless integration into the VIP Premier Leave Module.
Employees
- Up-to-date personal and leave available.
- Access to payslips and IRP5's to print and re-print.
- Through workflow, the employee can see where his/her request is in the approval process.
- Remote access to the system to apply for leave, view payslips and IRP5's from anywhere (if so configured the IT Department).
Contact the VIP Call Centre for more information about Employee Self Service.