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Manager Self Service (MSS)
Annual Leave Guide
In this guide you will find:
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General Information (Page 2 - 3)
How to input Annual Leave (Page 4 – 6)
Absence – Annual Leave overview (Page 7)
How to view Annual Leave Entitlement (Page 8 – 9)
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Manager Self Service (MSS)
Annual Leave Guide
General Information
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It is recommended that you enter annual leave retrospectively. This is for two reasons.
o If you enter the annual leave as ‘confirmed’ you cannot delete it. Therefore by
entering retrospectively the leave has already been taken and it should not need
deleting.
o If you enter the annual leave as ‘planned’ you cannot enter the ‘total hours’ taken.
As the system automatically assumes EVERY employee works 7.5 hours a day, in
most cases you will need to enter the exact hours taken in this box. If entered as
‘planned’, you would need to go back into the system once the annual leave has
been taken, change it to confirmed leave and enter the total hours taken. This means
going into the system twice as opposed to once if you enter it retrospectively as
‘confirmed’.
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‘Annual Leave Hours ?’ is the absence type used to input annual leave. The ? refers to a
number between 1 and 5. Number 1 is for the primary assignment, 2 for a second post, 3 for
a third etc.
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Entitlement within ESR is calculated to the nearest ¼ hour.
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Bank employees are paid WTD (Working Time Directive) in lieu of Annual Leave. Therefore
no annual leave is to be input for these employees.
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IMPORTANT: Full time employees entitlement is shown excluding Bank Holidays therefore
no Bank holidays taken should be input. Part-time employees entitlement is shown
including Bank Holidays therefore Bank Holidays taken must be input and recorded as
Annual Leave.
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Calculating Entitlement
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FOR FULL ANNUAL LEAVE POLICY WITH FURTHER DETAILS OF HOW TO
CALCULATE ENTITLEMENT PLEASE SEE ‘ Annual Leave Guidance’ available under
‘Policies and Procedures’ on the intranet.
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ESR calculates all annual leave from details held on the system. It takes into consideration
the hours worked per week and the total aggregated service.
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The calculation is as follows:
(Hours worked per week/5) x Number of days entitlement
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If ESR’s calculations do not tally with the managers calculations please contact Quality and
Business Services.
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Original calculations of Annual Leave entitlement should be done by the manager using the
Annual Leave policy, with help from Advice and Guidance is necessary.
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Manager Self Service (MSS)
Annual Leave Guide
How to input annual leave
1. Once logged into Manager Self Service, select ‘Absence’
2. Click on ‘Action’ next to the person who you are entering the annual leave for
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3. Click on the ‘Create Absence’ button
4. Select ‘Confirmed’
in ‘Absence Status’
6. Enter ‘Start Date’
and ‘End Date’
5. Select ‘Annual Leave
Hours ?’ in ‘Absence Type’
7. Enter the total number
of hours to be taken. DO
NOT CLICK CALCULATE
DURATION
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8. Click ‘Next’
9. You may be presented with the following warning. If so click ‘Next’ again.
10. Check that all information entered is correct. If so click ‘Submit’
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Manager Self Service (MSS)
Annual Leave Guide
Overview
Click ‘Absence’
Click ‘Action’ next to employee
Click ‘Create Absence’
Select ‘Confirmed’ in absence
status
Select ‘Annual Leave Hours?’
in ‘Absence Type’
Enter ‘Start Date’ and ‘End
Date’
Enter the number of annual leave
hours to be taken in the ‘Total’
box.
DO NOT CLICK CALCULATE
DURATION
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Check all details are correct, if so
click ‘Submit’
Manager Self Service (MSS)
Annual Leave Guide
Viewing Entitlement
1. Once logged into Manager Self Service, select ‘Absence’
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2. Click on ‘Action’ next to the person whose annual leave entitlement you want to view
3. Click on ‘Entitlement Balances’
The annual leave entitlement will then be shown. All entitlement is calculated in hours to the
nearest ¼ hour.
In order to view entitlement from a specific date enter the date in the ‘Effective Date’ field and
click go.
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Manager Self Service (MSS)
Annual Leave Guide
Useful Contacts
General Queries
All general queries are dealt with by the Quality and Business Services Team
[email protected]
01246 253077 Option 3 (Quality and Business Services) and Option 2 (ESR Self Service)
Annual Leave Calculations?
[email protected]
01246 253077 Option 1
Need a Smartcard?
Log a call with the IT helpdesk on 01332868900
Software problems or need the ESR link on your
desktop?
Log a call with the IT helpdesk on 01332868900
Problem with your smartcard?
You will need to speak to the Registration Authority, part of the Quality and Business
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Services Team
[email protected]
01246 253077 Option 3 (Quality and Business Services) and Option 1 (Smartcards &