June 2015 Approve Working Time and Work Schedules via ESS - Time Approver and Managers Approve Working Time and Work Schedules via ESS – Time Approver and Managers TIME APPROVERS - You may have Working Time to approve for Fixed Term, Continuing and Casual Staff; you
may also have Work Schedules to approve for Casual Staff. Refer to Sections 1, 2 and 3.
MANAGERS or LINE MANAGERS of Fixed Term and Continuing Staff - You may have Working Time to
approve for your direct reports. Refer to Sections 1 and 3 only.
1. Logging on to ESS
To login to ESS:
1.
Open an internet browser (ensure you are using the recommended browser for this purpose) and
navigate to RMIT’s Home Page www.rmit.edu.au
Note:
If using a Mac please use Mozilla Firefox as Safari is incompatible
2.
From the RMIT Home Page click on Staff
3.
Click the Staff Central and ESS link
4.
Click Launch ESS
5.
Complete the Staff Self Service logon screen:
a.
User ID: Type your E number, e.g., E01234
b.
Password: Type your password
Note:
If you have not logged into ESS previously, your initial password will be the letter p and your
date of birth backwards. E.g. 25 January 1976 would be- p19760125!
New employees should change the temporary password when prompted to do so.
6.
Click the Logon button to display the ESS Home page
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2. Work Schedule Approval via ESS Work Schedule Approval is applicable for Time Approvers who are approving Planned Hours for Casual Employees.
You will receive automated system email notification advising you when you have Casual Work Schedules waiting
for approval.
Please ensure all Work Schedules are approved in a timely manner for the applicable Payroll period.
1.
Log in to ESS following the steps above. The Home page is initially displayed. Workflow items for Casual
Work Schedule approval will be seen in the Task list.
Note: Wait for the Update to finish to ensure all Work Schedules waiting for approval are displayed
2.
Click on the workflow item you wish to approve.
3.
Details of the Work Schedule are displayed for verification.
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4.
Click
as appropriate.
Note: You are approving ALL entries displayed. You cannot approve one line and reject another.
5.
A pop up message is displayed when the work schedule had been processed successfully. Close this
to return to the ESS homepage.
window by clicking on
Note: If the casual employee has not yet accepted their IOA and completed the Casual Hire Process you
cannot approve the Work Schedule until they have done so. The follow error will appear on the bottom of
the page.
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3. Approve Working Time via ESS Approve Working Time is applicable for both Casual and Fixed Term Continuing Staff.
As a Time Approver you may have Casual Hours as well as time type Additional Hours for Fixed Term and
Continuing staff.
As a Manager or Line Manager you may have time entries requiring approval for your direct reports.
You will receive automated system email notifications on Thursday and Friday of each week when you have
Working Time entries waiting for approval.
Please ensure all Working Time entries are approved in a timely manner for the applicable Payroll period.
Note: You cannot approve Working Time entries in ESS that are greater than 6 weeks old. These must be
approved in writing by your Head of School/Work Area and sent to HR Assist for processing.
1.
Log in to ESS following the steps above.
2.
Click on the Employee Self Service tab
3.
Click on the Leave & Time link.
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4.
Click on the Approve working time link.
5.
List of entries awaiting approval will display, including: employee name, date and hours worked,
Payscale, Program Code, Course Code and for Fixed Term and Continuing employees it will also advise
what time entry is to be approved.
The traffic light will be yellow indicating the entries are awaiting approval.
Helpful Hint: You are able to Sort by the column of your choice, For instance you may wish to view the entries by
employee number, Internal Order number, Program Code, or Substitution Type etc. To do this, click on the Heading
of your choice.
Clicking it once will sort the data in ascending order (smallest to largest). Click it again to sort the data in
descending order (largest to smallest).
Helpful Hint: You are able to Filter the entries waiting for approval by Personnel No., Emp Name, Date, Program
code, Course code, Pay Scale Group, Internal Order Number, Level of Approver. This may be helpful, for example,
if you have a lot of entries waiting for approval and you want to review all hours for one employee you can filter the
output so only the selected employee is displayed. To do this click
required heading.
, then enter your selection under the
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6.
Highlight the record to Approve/Reject.
Helpful Hint: If you want to approve/reject all entries, click icon
then “Select All”
Helpful Hint: To select a range of entries, hold down the CTRL key on your key board and select the relevant line
items with your mouse.
7.
Click “Approve” or “Reject”
IF you click approve the traffic light changes to Green. If you are the final approver then the “Level of Approver”
will display as “Complete”. If your School/Work Area has multiple level of approval, it will display as “Level 2 or
Level 3” as appropriate.
IF you click reject a pop up box will display. Highlight the relevant Rejection reason and click “OK”. The traffic
light changes to Red.
8.
Click the Submit button
9.
The Confirmation screen will appear to confirm the selected entries have been correctly approved for
payment.
NOTE: If a confirmation screen does not appear, the entries have not been successfully approved or
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rejected and still require action.
10. To exit the screen, click on a tab or link, or click “Log off”.
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