Self Service Transactions - Preceda

This feature allows a Manager of employees or the Payroll Officer to Review and approve Time Sheet entries, claims and leave application requests that have been entered by the employee through Self Service.

Managers or Payroll staff can print a Pending Transaction Report to determine which transactions are still awaiting approval.

Managers can also Review Leave Applications requested by employee's via email.

The Payroll Department can Import Self Service transaction into Preceda.

Clear Self Service Transactions removes previously imported transactions.

The list of Managers for review and approval is determined based on the following guidelines:

  • When the Position the Employee Reports To is populated with Active Manager/s with Standard User access, the Manager/s the employee report/s to, and the next level up Manager are presented to the employee when they are submitting a Leave Application. If there is more than one Manager, the list will display all Active Managers the employee Reports To.

  • When the Position the Employee Reports To is not populated with an Active Manager with Standard User Access, the Display levels above current position field on the Self Service Options window will be used as a reference to determine the Self Service Manager Approval list for the Leave Application. This field restricts the number of position levels within the hierarchy to include in the Managers List.
  • If all Managers above the employee do not have MSS access, the application will be sent to the System Administrator Email Address set on the Self Service Options window.
  • To minimise the allocation of Leave Applications to the Systems Administrator, the Leave Delegation process is also available where leave requests can be delegated to another manager.
    • If an employee Reports To only one Manager who has been terminated, there is a validation to determine whether the Leave Approval has been delegated to another Manager (Delegated Managers have 'D' next to their names).
    • The system automatically checks if the most recently Terminated Manager has a Leave Delegation Active and placed the name of the Delegated Manager on the "Manager Reviewing the Application" list.
    • In case an employee Reports To another Manager and at least one of them has a status of Active, no validation will be performed on the terminated Manager.

  • In case the employee applying for Leave holds the top position of the Org Structure and there is no one to approve the Leave, a message will be sent to the Systems Administrator for the notification of the Leave Application. However, in this scenario, the Leave status will be automatically changed to 'Approved.'

 

When importing Self Service transactions, if a leave transaction includes Public Holiday hours, the following transactions would be written to the Time Entry table.

Example

If the employee has requested annual leave with a total of 64 hours, 8 of which are Public Holiday hours, the following transactions would be written to the Time Entry option.

Hours Code From Date To Date Hours
80 Annual Leave 18/5/08 22/5/08 56
11 Public Holiday     8

The import process determines the Hours Code to use by accessing the Self Service Options. If a code has not been defined, the Public Holiday transaction is reported in the Exception Report and the payroll user must manually enter it in the system.

  • The hours code must have a classification of P.

 

Preceda allows for up to 10 normal Pay slips for each employee. This rules table is available to allow user to nominate which pay slip the import should use when creating the Time Entry transactions. The rules can be defined by Leave Type and Pay Frequency shown below.

  Leave Type Pay Frequency Pay slip ID Pay slip Use Action
Pay slip Rule One A   1 Next
Pay slip Rule Two L W 2 Add

Pay slip Rule One states that when importing transactions for Annual Leave for all Pay Frequencies, Pay slip ID 1 should be used. If that Pay slip is already being used, go to the next Pay slip ID.

Pay slip Rule Two states that when importing transactions for Long Service Leave for Weekly paid employees, use Pay slip ID 2. If that Pay slip is already being used, add this Leave Type to the Pay slip.

  • The system allows for up to 5 rules to be created.
  • Rules can be setup for all Leave Types, except Sick Leave.
  • If the Pay Frequency is blank, the *ALL is assumed.
  • The Pay slip ID must be blank (standard pay slip) or 1 to 9.
  • The pay slip Used Action tells the import process what to do if the nominated Pay slip ID exists.
Next Create the next available pay slip automatically.
Add Add the transaction to the existing pay slip.

Sick Leave transactions are automatically added to the standard pay slip.

The use of the rules is optional. If the user has not defined a rule, then the import process automatically assumes a standard pay slip, also known as a blank pay separator.