Employee Guide

A Guide to using the portal as an Employee

This is a comprehensive guide built for Employees to help you to understand and navigate the portal. This guide will cover all of the information that you will need to know to effectively use the portal. Employees have access to most sections of the portal, the below sections will help you get around.

Contents:

Usability of the portal

As an employee you will have access to the below functions;

  • Leave applications.
  • Availability to view your leave balances.
  • Access to all payslips, with the ability to print or create a pdf.
  • Apply for and manage your timesheets.*if applicable*
  • Access your Statement of Earnings.
  • Check the weekly team calendar, to see who in your team is on leave.
  • Apply changes and update your personal contact details.

Setting up your password for the first time

To set up your password for the first time, click on the password reset link, this will take you into a seperate screen, enter your payroll ID, (this will be given to you by your employer) then click on Send me Instructions. 

This instruction will be sent to your email address, once received click on the link and follow the instructions.

Signing In

Enter your payroll ID in the first box, then your password, click on Sign in.

If you have forgotten your password, simply click on "Password Reset" and follow instructions.

Dashboard

The Dashboard is where you will find a detailed breakdown of everything that you would need to know, it consists of multiple, separate segments that each contain specific information, these segments are as follows:

The Header Bar

The header bar, at the top of the screen is an index of all the subsections on the portal, clicking on anyone of these will redirect you to the appropriate page. The buttons in the top right section of the screen are as follows,

  • The bell icon will show how many current notifications there are, these will mainly consist of leave requests waiting to be approved.
  • The question mark icon will bring up links for the help site, as well as a direct link to this employee guide, should you need it again.
  • The person icon will give you a dropdown list giving you the option to edit your profile or sign out, also shows your name or employee code.

Activity

The activity section will outline when a few select actions were last updated, these contain a selection of the most used areas on the portal, and will update appropriately whenever action is taken.

Recent Leave Requests

This box will show you your personal leave requests, it will only be visible on the Dashboard after you have applied for leave and will show the last five leave requests you have applied for.

Weekly Team Calendar

The weekly team calendar is a small tool to show you upcoming leave being taken by yourself and members of your team. You can also cycle the dates at the top to check upcoming weeks if any leave has been requested.

Contact Details

The contact details box, at the bottom of the dashboard will show you your contact details, such as address, phone numbers and next of kin, you are only able to see your own details, whereas your team leader will have access to your details in case of emergency.

Profile

The profile page is where you can change your personal information, such as your email address, password, contact details or uploading your photo, anything that is updated in the portal, must also be notified to personal so they can notify payroll.

To access this page, click on the small person icon in the top right corner, this will open a drop down menu, simply click on the edit profile.

Changes can only be made to anything that is not greyed out.

The send notifications daily tab is automatically set to No, if you change this to Yes, it means that all leave/timesheets requests will be sent to you once a day, not as individual requests.

Preferences, this allows you to set up your own defaults when logging in to the portal.

When you log into the portal it automatically loads the "Company Dashboard", if you would prefer your default to load "Leave Requests" first, then you can customise how you want to view your portal from here. Once changed click on "Save Changes". 

Creating a New Request

On this screen you will see all of the leave requests that you have applied for which will be listed by date. Additionally, there are multiple filter options should you need to find specific requests.

The filter options above the table will help you find specific leave requests, should you need them. This table also has a few other minor actions available, specifically under actions. These three symbols represent the following;

  • Comment - This will show any comment left by the employee in regards to applying for their leave request.
  • View - This will allow you to view the leave request, in the event that the team leader needs specifics on the request.
  • Request a change - This is used if you need to change your leave date for whatever reason, enter your reason in the small bubble icon on the right, this will update the requests for your manager to be able to reinstate or withdraw any leave requested.

Requesting one or more whole days

This is the screen you use to apply for leave, specifically when you want to apply for more than one day. You'll notice how the system detects who manages your team and will automatically send the request to them, without the need for manual selection.

This box specifically deals with which type of leave you are wanting to request, clicking on the leave type will provide a drop down selection of leave types that your company has available, followed by a comment box, which is simply used as a way for you to provide a reason for the leave request, which will then show on the speech bubble icon on the main requests table.

This next box is a simplified overview of the leave balances you have available to use, this provides easy accessibility for employees to see how much leave they have and if they can apply for leave, without having to find out manually.

The final box on this page is the calendar, this is where you highlight the days that you wish to apply for, once you have selected the days that you want, click on the save button at the bottom, this will forward the request through the system and directly to your manager. Alternatively, click on the cancel button if you no longer wish to apply for leave.

Requesting a part day

Requesting a part day is very similar to requesting a whole day, much of the screen is the same, you select the leave type you want, add a comment if it is necessary. You can also check your leave balances here to see if you have enough to apply for the leave you want.

The only difference between the two subsections of requesting leave is the final box:

In this box, instead of selecting whole days, you select the date in the first box, of which you want to apply for a part day, then choose how many hours you want to apply for leave for. Once you have filled in these fields, click on save to send the request to your manager or cancel to delete the request.

Leave Balances

This page is designed to give you a direct rundown of exactly how much leave you have in easy to read balances, included in this selection are hours that have been applied for through leave, hours that have been approved for your leave requests and a calculated balance which totals up the remainder of your leave after the previous two columns.

This screen also shows a date for which your leave can be forward projected to, selecting a date here will add a new column to the table which will show the projected accrual of your leave to the date that you selected.

The actions column will remain empty, this is only used by managers or HR.

Leave Calendar

The leave calendar is a tool designed to show you when your leave requests are falling in a simple and easy to understand manner, this page breaks days up into large chunks where it colour codes the days you have applied for in different colours to make it easy to identify the state of your leave requests.

Depending on the state of the leave type will depend on the colour of the boxes, like in the example above, green signifying that the leave has been either approved or exported, as well as showing you which type of leave was requested, however there is a legend attached to the page to make it even easier for you, which is as follows.

The calendar also contains an extensive filtering system, where you can filter it by whichever category you'd want to use at the top of the page, as well as selecting how many entries are visible on a single page.

You might notice a green button in the top right of the screen called 'Subscribe to Calendar', what this does is opens your calendar on your computer, asks for your permission to attach the link to the portal calendar and from there will feed your portal calendar information to your computers calendar allowing you to set reminders for leave requests should you need to.

Timesheets

Timesheets are for calculating and recording transaction other than leave requests such as hours worked, allowances, commissions and deductions. Allowances can also be attached to work area and job codes via timesheets also.

This screen specifically will show you any current or prior timesheets that have been created, approved or declined.

Creating a new timesheet

This first box is where you select who the timesheet is for, in this case, it would be yourself, and you then select the manager you would like to send this timesheet request to. You can also add a comment here if you need to further specify what you are wanting within the timesheet.

This second box is where all the timesheet details are created. To start, enter the date that you are wanting to request, followed with the type of timesheet you are wanting, this drop down box will contain all the options that your company has added to the portal, then add the amount. 

This will vary depending on the type of timesheet chosen, for example a commission will have a different value to overtime hours, just be mindful the value you enter. The next three options are optional, you can add further comments if you need or you can apply your job/work area code to the timesheet.

Once you have filled in these details, hit submit and it will be sent to your manager, alternatively, you can save this as a template or draft if you're not quite ready to send it.

Load Roster

In the top right of the timesheets page will be a button called load roster, clicking on that will bring up this small window. In this screen you want to specify the start date for the system to pull from, usually the beginning of the week, and specify how many weeks you want to load. Once these have been selected, click on the load rosters button, this will auto-create a timesheet for you and save it to the drafts section of time table.

What this essentially does, is instead of manually entering your hours for the week, it would auto build a timesheet for you, you can access your timesheet in the drafts section by clicking on the edit icon on the right.

Pay Advices

The pay advices screen is where you can see all of your payslips in one place, it features a search bar if you need to find payslips from some time back as well as being displayed in an easy to read fashion.

This table will list all of your payslips in chronological order from your most recent until your first, however this can be switched by clicking the small arrow icons next to the columns. This also shows you your earnings, leave and taxable allowances.

This table is your Year-to-Date totals, this table shows you the total amount you have earned from your first payslip right up to your most recent, as well as just showing you a variety of your total earnings, including KiwiSaver if you are included in that, since the date you started with the company.

Reports

The reports screen is used to check on your statement of earnings report, which is information that is used to report to IRD for the financial year.

Statement of Earnings

When you click on the statement of earnings link in the table, you will first be directed to select a time period to show the statement for, which looks like this:

All you have to do on this screen is select the start date and the end date that you would like to see your YTD totals for, this can go as far back as you would like, within the limits of your employment. Once you have selected the dates you want, click on the preview button, this will bring up the following screen.

This list that gets pulled up is a complete list of monetary figures for the period selected, this shows how much you have earned, how much you have payed out to taxes, KiwiSaver, etc. This will be a screen only you can see, only you can generate your own statement of earnings, much like no one else can generate yours.

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