Employee Self Service Portal
The Employee Self Service Portal is a really useful tool which allows your employees to take control of some aspects of their HR record like contact or bank information and it also provides a forum for managing communication between employee and employer about HR or payroll matters.
The portal can be accessed by the employees remotely using the secure, unique login and password provided so they can manage some of their communications with HR and payroll from home or out in the field.
All transactions via the portal trigger alert emails to both the employee, where appropriate, and your designated HR contacts to ensure that things are dealt with in a timely way.
Once in the portal employees will have access to a menu of options selected by you to suit your business needs. There are a number of things that lend themselves to management through the employee portal as follows:
The employee can see key details from their employee record such as: contact details (including emergency contacts), equal opportunities data, next of kin and bank details which they can edit and therefore manage themselves. This automatically updates the HR records and via the payroll submission tools, informs payroll too. To find out more click here.
Employees can make requests for holiday electronically using a form that shows their previous bookings and holiday balances. Requests are sent to their line manager or a HR contact for approval. The option to include TOIL (Time off in Lieu) balances, if your company offer this, is available too. At approval stage there is an opportunity to send a comment back to the employee explaining why you have either accepted or rejected their request. Both employer and employee receive email alerts regarding any action taken on the booking.
If the employee chooses to accept the holiday booking it is then automatically inserted into the absence planner, and if using rotas or payroll submission, it is automatically inserted into those documents too.
The employee can see all historical bookings for the year providing a first line for any queries they have about holiday balances. To find out more click here.
You will have a reporting structure for notifying the company when someone is off sick but when the employee returns to work they can record their absence via the portal explaining the absence fully and completing an electronic self-certification if appropriate. This is then submitted to their line manager for review including approval of pay status e.g. Company Sick Pay or Unpaid Sick. On approval by the line manager this is then automatically inserted into the absence planner and on to payroll submission if used. To find out more click here.
Employees who work remotely can submit timesheets for approval via the portal. Once submitted for approval the employee can see the timesheet in PeopleManager and if approved this can automatically move to payroll submission. To find out more click here.
Employees can submit expenses via the portal. Again, like other submission items, this triggers alert emails to designated contacts so they can check and approve them. Once approved these can move into payroll submission. To find out more click here.
Copies of your employees pay slips can be uploaded to the Portal. Giving them access to historical slips – no more requests for copies – which they can print off if required. To find out more click here.
Company Car Management
Employees can manage their company car records via the portal including entering weekly or monthly mileage figures for P11D compilation. To find out more click here.
Employees can see details of their current benefits. To find out more click here.
Employee appraisals can be managed efficiently via the Self Service Portal. We can use your current appraisal form as a template or if you would like help with creating an entirely new appraisal we can do this too. Appraisal forms are created automatically against your recurrence and can be configured to suit your organisation. There is the option to create individual forms for each job role and to include scoring criteria if required along with charts to plot progress. Alert emails are triggered to show activity during the appraisal process. To find out more click here.
Your employees can have access to view and print any documents you wish to post. The most common of these is your employee handbook but you can include any documents you wish such as policy or guidance documents to the library.