1. 1 Employee Process Employee logs into ESS account Submits a request via “Create Leave Request” SAP Workflow routes request to their Supervisor Supervisor approves, rejects or delegates the request SAP Workflow routes e- mail confirmation back to employee Employee clicks link in e-mail to add appointment to their Lotus Notes calendar Approved absence posted directly to SAP

2. 2 Supervisor Process Supervisor receives Lotus Notes E-mail Supervisor approves, rejects or delegates the request. Supervisor adds reminder to their Lotus Notes calendar to document employee’s planned absence SAP Workflow routes e-mail confirmation back to employee Approved absence posted directly to SAP

3. 3 ESS Leave Request Process Absences must be recorded Absences must be recorded –Submit in advance –Planned absences –Retro absences (I was sick yesterday) –Corrections - cancel request

4. 4 Creating a Leave Request Log into your ESS Account Log into your ESS Account ess.nebraska.edu ess.nebraska.edu Click “Create Leave Request” Click “Create Leave Request”

5. 5 Leave Request Form Family Medical Leave Section Available Balance Section Help Resource New Request Section

6. 6 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

7. 7 The Form Section Completing Form Steps: 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 Manager Name Error Message Supervisor Error message

8. 8 ESS Leave Request Types Acceptable ESS Leave Types Acceptable ESS Leave Types  Sick  Comp Time Used  Vacation  Floating Holiday  Funeral  Banked Holiday  Military *  Crisis Leave *  * Requires Prior paper Approval Paper – Not Through ESS Paper – Not Through ESS  Civil Leave  Administrative Leave  Leave that results in a negative balance

9. 9 ESS Leave Request Process Full / Partial Day Requests Full / Partial Day Requests –Partial Days must be requested separately –Consecutive full days are allowed

10. 10 ESS Leave Request Floating Holiday Floating Holiday –President’s, Arbor, Columbus & Veteran’s Day –Excess of 32 hours (FLH) or FTE% ------ must be used prior to vacation ------ must be used prior to vacation Banked Holiday Banked Holiday –Martin Luther King, Memorial Day, Independence, Labor, Thanksgiving (plus Friday), Christmas & New Year’s Day -------- Must be used prior to vacation

11. 11 Supervisor receives e-mail Supervisor will: Select Approve, Reject* or Delegate* * Comments are required Add “reminder” to their Lotus Notes calendar

12. 12 E-Mail Confirmation to Employee Approved Approved Employee should: Add “appointment” to their Lotus Notes calendar Rejected

13. 13 ESS Leave Request Approval –Cancellations do not interact with Lotus Notes Add to Lotus Notes calendar Add to Lotus Notes calendar – Your Calendar  Reminder or Appointment

14. 14 Cancel Request = Request Overview 1.Cancel Request (Trash Can) Cancellations do not interact with Lotus Notes Cancellations do not interact with Lotus Notes Defaults to one month back Click trash can to cancel request Change in approved hours submitted 2. Submit new request ( Create Leave Request) Complete list of all requests

15. 15 Employee canceling a non-approved request (Scenario: employee submit request  E-mail sent to Supervisor  employee cancels the request )

16. 16 Leave Information Used Used Planned Planned Avail. Balance Avail. Balance Leave Activity Report

17. 17 Leave Activity Report Leave Activity Report

18. 18 ESS Leave Request Process Time sheet recording change On time sheet under Wage type enter – On time sheet under Wage type enter – Leave type/ESS (Vac/ESS) Leave type/ESS (Vac/ESS)

19. 19

20. 20 Help Resources Help Button within the ESS Screen Help Button within the ESS Screen ESS Help on ess.nebraska.edu ESS Help on ess.nebraska.edu –Documentation –FAQ ESS Leave Request Help Contacts: ESS Leave Request Help Contacts: NRBC: NRBC: –Jolene Foster 472-7788 –Sandy Cook 472-0833

21. 21 Supervisor Reminders Supervisor Accountability Supervisor Accountability Add “reminders” to Lotus Notes Calendar Add “reminders” to Lotus Notes Calendar –Create folder in Lotus Notes –Cross Reference time sheet to leave requests

22. 22 When do I start using the new system? Bi-Weekly April 27,2007 Monthly May 1,2007