FAQ

Employee Self Service FAQ

What does ESS stand for?

ESS stands for Employee Self Service.

So, what is ESS?

ESS is a web-based system that allows you to view your payslip, leave balances and leave bookings as well edit your address and emergency contacts. This information is recorded on UWA's Human Resources Management System.

Why should I bookmark the gateway page instead of the log in screen?

The web address (or URL) of the ESS may change from time to time, but the gateway's URL won't. Using the gateway page means you'll always be directed to the correct address. The gateway page will also let you know if the ESS is unavailable (due to system backups, etc.).

I have forgotten my password. What do I do?

Please contact your HR Employment Team member and he/she will reset your ESS password.

Can I use the ESS off campus?

Yes. You can use the ESS from home, in fact from anywhere in the world where you have a connection to the internet that satisfies the minimum requirements

We have found that attempting to use the ESS from within some external organisations can be unsuccessful due to that organisation's security firewall.

Can I use it any time?

The ESS is normally available from 08:00 to 22:00 seven days a week.

What do I need in order to use the ESS?

You need an internet connection and web browser. HR Systems supports and recommends the use of Internet Explorer version 4.x (or higher). HR Systems acknowledges the use of other browser software with the University, however, it only supports (and again, recommends) Internet Explorer.

The ESS is best viewed with a desktop resolution of 1024 x 768. This resoution is recommended by HR Systems.

Your browser must be javascript enabled and able to accept cookies. Modifying your browser setting to read directly from the internet rather than from your cache will ensure you get the most current version (Note: clicking on the Refresh/Reload button for your browser will terminate your current session and take you back to the login screen).

Internet Explorer 5 has the ability to store field entries. For security reasons we would recommend that this feature be disabled as other users of your computer may gain entry to your details on the ESS.

Internet Explorer 6 requires the installation of a software called Java Virtual Machine. This can be downloaded here.

If you need help with your browser settings, please initially contact the computer support person for your department. If you are using Internet Explorer, and need additional assistance, please call the HR HelpDesk on ext 7896.

What is my Web User ID and Password?

Your Web User ID is your staff number. You must enter the whole 8 characters including the leading zeros. (eg. 00012345)

Your password is based (initially) on your date of birth using the format ddmmyy (eg. if you were born on 9 July 1965 your password will be 090765). Note that it is a 6 digit number (day first), padded with zeros where applicable.

When you log in for the first time, you will be required to change your password. Your new password must be between 4 and 15 characters and be comprised of characters in the range A to Z, numbers in the range 0 to 9, or a combination thereof. The passwords are case sensitive so if you use any alphabetic characters (A-Z), remember if you entered them in upper or lowercase. As with all passwords, pick something that would be hard for others to guess and don't share it with anyone.

I managed to get into the ESS but it won't let me do anything else. What do I do?

Once you get into the ESS, you should be presented with a menu in the left-hand frame. Occasionally, some browsers don't display them. First, try closing down your browser then restart it and try going in again. If this doesn't solve the problem, it might be that your browser is not set up to accept cookies (click here for browser requirements).

If you need any help with this procedure, please contact the computer support person for your department.

Other people use my computer, will there be any problems?

With this version of the ESS, its is recommended that you click Log Out after each ESS session to clear the disk cache on your computer. This will prevent the next person using your computer accessing your details by clicking the Back button on your browser.

How can I view my payslip?

Once you have successfully logged in to the ESS, click on `View Paylips` and choose the pay period you are interested in by clicking on the corresponding `Period End` date.

How can I see my leave balances?

From the `Main Menu`, click on `Your Details`, then click on `Leave` and then `Leave Balances`. If you have more than one job at the University, you will need to select an active job to identify which jobs leave you want to view.

How can I make my Leave booking

“The approved button is greyed out” or “It won’t allow me to approve the leave request”

In the ‘Record Details’ column click the ID number relating to the leave in question.

1. A window will open and display the full detail of the leave application. From the drop down list the approver then selects ‘Approve’ and then clicks the update button.

2. The window displays in green ‘Successful’

3. The approver can now close down the window and continue approving or log out of ESS.

What is an Active Job?

Each concurrent job you have at the University accrues leave separately. For example, if you worked 0.3 time in one department and 0.7 time in another, you would be accruing leave at the appropriate rate against each of your two jobs. So you have two separate leave balances.

If you have more than one job, click on `Active Job Selection` from within the `Leave` menu and select a job. Then click on `Leave Balances` (on the left hand menu) and you will see the leave you have accrued against the job you selected. If you're not sure if you have more than one job, clicking on `Active Job Selection` will list all of the current jobs you are recorded against.

If you need further clarification, don't hesitate to contact your HR Personnel Faculty Team member.

I don't think my leave balances are correct. What do I do?

If you think that your leave balances are incorrect, first check to see if you have more than one active job. If you still have a query, contact your HR Personnel Faculty Team member that deals with your Faculty. Bear in mind that the leave balances on the ESS include future bookings that you have successfully applied for.

Why are there differences between Actual and Pro-rata LSL balances?

In certain circumstances, you may be entitled to apply for a portion of your Long Service Leave, prior to accrual of your full entitlement. The Actual balance is not credited until the date of your full entitlement is reached, the Pro-rata balance represents that part of your full entitlement that you may apply for.

Why is there no difference between the Calculation and Accrual dates?

Different companies and institutions calculate employee's leave entitlements in different ways and at different times during the pay cycle. The ESS is designed to cater for these various methods. The way UWA calculates leave means the Accrual Date on the Leave Balances screen, mirrors the Calculation Date. The Calculation Date reflects the last date of the pay cycle, which is when the leave balances are calculated.

Can I change any of my details through the ESS?

Yes. Currently you can change your personal contact details (eg. home address, telephone number, etc.), and update (or add) your emergency contact details – the people to be notified in case of an emergency relating to you.

How do I update my Personal Contact details?

To change your Personal Contact details from the `Main Menu`, click on 'Your Details' then on 'Personal Contact' and then on 'Contact Details' in the main frame (white area). Double check your changes and then finally click on the 'Update' button.

How can I change my Emergency Contact details?

To change your Emergency Contact details from the `Main Menu`, click on 'Your Details' then on 'Emergency Contacts', and then the name of your emergency contact person. Click on the 'Update' button when you have made your changes. You can have more than one emergency contacts on ESS. To add another contact, click on 'Add New Emergency Contact record', fill in the details and click on the 'Insert' box.

A strange box appears when I try to select a postcode. Why?

If you click on the down arrow next to the Post Code box, you will be presented with a box asking you to enter a search criterion. Just click on the 'Cancel' button, click inside the Post Code box and then type in your post code. The search box was designed to let you select your post code from a list of all post codes, however given the maintenance overheads, UWA has decided not to use this feature.

Does the ESS timeout?

Yes, for security reasons your ESS will terminate if left inactive for 10 minutes. The last page you accessed will remain on the screen, however when you click on any links within the ESS you will be taken back to the log in screen.

Upcoming ESS Functionalities

• The ability to apply and approve selected leave types.
• The ability to submit timesheets and make claims (such as meal allowances).
• The ability to change your bank details, including breaking your pay up into several different bank accounts.

• Employee Self Service
• Employee Self Service User Guide
• For problems in accessing the ESS, call your HR Employment Team between 9 and 5, weekdays.