stafflink v12.3 employee self service (ess) · update payslip delivery preferences view leave...

ESS Participant Guide 1

Commercial in confidence - do not distribute or remove from the workplace

StaffLink v12.3

Employee Self Service (ESS)

Participant Guide Volume 1 of 1



Table of Contents

Overview of Employee Self Service ........................................................................................ 3

Purpose .................................................................................................................................... 3

Sign into StaffLink and access Employee Self Service (ESS) .............................................. 5

Update password and set answers to Secret Questions ...................................................... 6

Navigating around Employee Self Service ............................................................................10

View and Update Personal Details .........................................................................................10

Update Basic Details ...............................................................................................................11

Update Phone Numbers .........................................................................................................14

Update Main Address .............................................................................................................16

Update, remove or add emergency or next of kin details ....................................................18

View Employment Information ...............................................................................................21

View and Update Bank Details ...............................................................................................24

Update Payslip Delivery Preferences ....................................................................................29

View Leave Accrual.................................................................................................................32

View Online Payslip ................................................................................................................35

Suspended Actions.................................................................................................................40

View Licence Information .......................................................................................................42

View Professional Registration ..............................................................................................44

View Superannuation Details ……………………………………………………………………… 45

View Payment Summary .........................................................................................................47



Overview of Employee Self Service

StaffLink Employee Self Service (ESS) will allow all NSW Health staff to view and update personal human resource and payroll information online, anytime, through a secure site. While HR and payroll staff will still be available for assistance, ESS adds another layer of service allowing staff to access and change their details at a time that suits them. The following guide will take you step by step through each of the areas and functionality of ESS.

Purpose

This participant guide has been designed to provide you with the necessary information to be able to:

Sign into StaffLink and access Employee Self Service

(ESS)

Update password and set answers to secret questions

View and update personal details

View employment information

View and update bank details

Update payslip delivery preferences

View leave accrued

View online payslip

View suspended actions

View licence information

View professional registration

View superannuation details

View AU payment summary (group certificate)



Access StaffLink

Secure access to StaffLink is available from any internet connection or via internal intranet links. StaffLink is the gateway to StaffLink. StaffLink can be accessed via any of the following:

NSW Health intranet

Health Share intranet

Local Health District intranet

External internet

Below is a demonstration of accessing StaffLink from the HealthShare Intranet page.

Steps

Open the StaffLink Intranet homepage ,or direct link by clicking on the StaffLink button: https://stafflink.hss.health.nsw.gov.au

https://stafflink.hss.health.nsw.gov.au/



This will open the home page for Staff Link page.

Sign into StaffLink and access Employee Self Service (ESS)

You will be provided with a user name and password to StaffLink.

The user name will be your 8 digit unique employee number

You will be provided with a temporary password, you will need to be reset when you first sign in

You will need to set a strong password. A strong password is eight characters long, has at least one number, at least one capital letter and at least one lowercase letter.

You are then prompted to change it every 90 days

Your user name and password is the same even if you work across more than one Local Health District

The system times out after 30 minutes of in activity.

Steps

User name Click the User Name text field, enter user name

Password Click the Password text field, enter password

Click the Login button



This will open the StaffLink homepage where you can access different areas of StaffLink, depending on your level of access which is determined by your role within the NSW public health system. On the left hand pane in the navigator, you will see a list of responsibilities assigned to your role when you sign into StaffLink. A responsibility is a level of authority in the StaffLink, assigned to you by the business.

NSWH Employee Self Service - is a responsibility. Every employee in NSW Health will have this access. You may also have access to other areas of StaffLink depending on your role.

Update password and set answers to Secret Questions

When you log in for the first time, you are requested to change your password and set answers to secret questions. If you forget your password at anytime, you can click on ‘Forgot password’ on the login screen and enter the answer to your secret question.

Step

Click on Preferences

Steps

Change Password Click on – Click here to change password

Enter the current (old) password, then create a new password and again confirm the password. A combination of upper and lower case keys with numerical numbers is required.

Click Submit



Step

Click on – Click here to Set answers to secret questions



Step

Select one of the questions from the drop down list and enter the answer in the field. You can repeat this for all three

Click Submit

is a tick box option to allow you to opt-out of accessing StaffLink from a non-work computer.



To access ESS you need to select the link in your list of responsibilities:

Step

Click on the responsibility NSWH Employee Self Service

This will open a list of menu items (functions). These are the functions that are able to be performed. The participant guide will navigate step by step through each of these functions.



Navigating around Employee Self Service

Icons and Buttons ESS contains icons and buttons where each performs a specific action when selected: Key icons and buttons include:

Icon Name Description

Find Displays the Find window to retrieve a populated list of

values (LOV’s)

(Located in the right hand corner of your screen)

Allows you to go back to the main menu. You can access other functions under existing responsibility or change responsibility from the main menu.


Allows access to change your password and set up your secret question


Directs you to the NSW Health desk manual index where you can access forms and business procedure documentation

Mandatory Field Indicates a field is mandatory when selecting report parameters

Changed Item Indicates a changed item

(Located top middle of your screen)

Allows you to navigate specifically to other functions within your existing responsibilities

View and Update Personal Details

The personal details area of ESS allows employees to view personal details such as name, employee number, date of birth, phone numbers, address, emergency contacts and next of kin.

This will open the personal details section.

Step

Click the Personal Details function from your list of menu items



Update Basic Details

The only area of basic details that you are able to update is preferred name. If you require changes to any other basic details, you will need to fill out the ‘employee personal details change form’ and send to Health Share Service Centre, with appropriate documentation.

Step

To update preferred name, click on the Update button next to ‘basic details’

You will be asked to either:

Make a correction or complete the current details OR

Enter new information because of a change to current details

Steps

Select the type of change you wish to make either correct current details, or enter new information.

Click the Next button

Enter or change your preferred name and choose a date that you wish this change to become effective (Today’s date will default).



Steps

Update details Enter updated details in the ‘Preferred Name’ text field


You will be given the option to review the changes made.

These changes will be indicated with a blue circle.



Steps

If you wish to make any further changes, click on the Back button

To confirm your change, click on the Submit button

You will receive a confirmation that your changes have been made:

Steps

Click on the Return to Overview button

If you wish to return to the main menu - click on the Home button



Update Phone Numbers

To update your phone number details in ESS:

Step

Click on the Update button in the section headed ‘phone numbers’

You can either delete the current number or add another row to add additional contact numbers. For example, mobile, work, pager number etc.

Steps

Click Add Another Row button

Mobile Select type from the drop down menu e.g. mobile

044222222 Enter phone number into the ‘Number’ free text field

Click on the Next button



You can review your changes, and can either select cancel, print, save for later, back or submit.

Steps

If you wish to make any further changes, click on the ‘Back’ button

If you are happy with your changes, click on the Submit button

You will receive a confirmation that your changes have been applied.

Steps

Click on the Return to Overview button




Update Main Address

To update your address:

Steps

Click on the Update button in the section headed ‘Main Address’

Steps

Choose ‘correction’ or ‘amendment’ to this address Or

Enter a new address if you have moved


You can now enter the details of the new address:

Indicates that there is a list of values that you can select from. By clicking on the magnify search icon, you can select the state from a list of values. Once you have entered the new address details:

Step




You can review your changes and can either select cancel, print, save for later, back or submit.



Update, remove or add emergency or next of kin details

You can update, remove or add emergency or next of kin details in ESS.

Step

Click on the Add button to designate another emergency contact person

This will open a page where you can create a new emergency contact - enter the details by either typing the text or selecting from the drop down menu where appropriate.

* Donates a mandatory field and is required.



To make this contact your primary contact, simply select the ‘primary contact’ checkbox. You can also add phone numbers and address details for your emergency contact. You can only have one primary contact. If you have already identified another person as your primary contact, and you wish to change this person, you must select that person in the overview page and click on ‘uncheck’ in the ‘primary contact’ box. If you see a calendar icon next to the date, you can click on this to bring up a calendar to select the date from.

You can also type the date in using the following format: DD-MON-YYYY i.e. 30-AUG-2014.

Once you have completed all of the details:

Step

Click on the Submit button

Select Month

Select Year

Current date is highlighted

2014



You can review your changes and can either select ‘cancel, print, save for later, back or submit’

Steps

If you wish to make any further changes, click on the Back button


You will receive a confirmation that your changes have been made.

Steps

Click on the Return to Overview button.




View Employment Information

This area of ESS allows you to view details about your employment in NSW Health. You can view details on current and past assignments in StaffLink, view absence details and years of service. An assignment relates to an employee’s role in NSW Health. It defines the position, grade, organisation, payroll, location and the compensation and benefits for which employees are eligible. Your assignment number is the same as your employee number. If you work in more than one position in NSW Health you may be set up as having multiple assignments, a digit will be added at the end of each assignment number. Example - if you work in two different roles in NSW Health at the same time, your primary assignment number might be 51003625 and your 2nd assignment number would be 51003625-2. Every employee must have one primary assignment. You will be able to view your assignment details including the assignment number, start and end dates, grade, department, location and category (i.e. full time, part time etc.) in the employment information section in ESS.

Step

Select function Click on the Employment Information function from the list of menu items

The ‘Employment’ tab displays all the active and inactive assignments you have and have had previously in health since being in StaffLink.



To view further details of each assignment:

Steps

Click on the Show button under ‘details’

To hide the details, click on the Hide button



The ‘Absence’ tab displays the various types of leave that you have taken such as Annual Leave, Sick Leave and Long Service Leave etc. The tab also displays the period of leave taken, reason for leave and the date of notification of leave. Please note:

LM = Leave Master. Leave Master is an entry line that calculates the total leave days taken of any category of leave.

E.g. A total of five days have been taken

LC = Leave Child. Leave Child is an entry line that itemises the category of leave taken within the total.

E.g. A total of five days have been taken off, two days were taken as ADO’s and three taken as annual leave

Steps

To view absences click on the Absence tab

Click Home to return to home



View and Update Bank Details

Within the ‘Bank Details’ window you are able to add, delete or update your bank account details. Consider the pay periods when changing bank details and be aware that any change to your bank account made within three (3) days of your pay day may not be applied until the next pay period. To access bank details:

Step

Select function Click on the Bank Details function from your list of menu items in ESS

You can add deposit payments and sort payments by priority. You can also update and delete deposit payments.



To add a deposit payment:

Step

Click on the Add Deposit Payment button

Select the amount type. This can either be percentage of your income or a dollar amount.

Steps

Click on the drop down menu next to ‘Amount Type’ and select either percentage or monetary

$ or %

Enter either a dollar amount or a percentage amount (percentage amount needs to be between 0 and 100)

BSB Enter the BSB (format must be NNN-NNN (e.g. 732-011)

Account number Enter the account number

Account name Enter the account name

Denotes a list of values (LOV)

If you do not know the BSB number or want to check that the BSB number is correct:

Steps

Click on the magnify icon next to the ‘BSB number’

Select the Go button

You can now search through the list of BSB numbers.

Click the Quick Select icon next to the ‘BSB’ you wish to use



To filter your search on BSB - change the ‘search by’ field to ‘description’ in the drop down menu and type in your search criteria. For example - you can filter the search criteria by typing the name of the bank.

For example:

Steps

Click on the drop down menu next to ‘Search By’ and click on description

ANZ Type ANZ into the text field

Click on the Go button

Select an option and click on the Quick Select’ icon



Step

Click the Apply button

Tip: You can also add another deposit payment straight from this window.

When you add more than one deposit and specify a monetary amount or an amount that does not equate to 100%, the remaining pay will go into the bank account marked ‘remaining pay’.

You can also change the priority for your payments, by changing the order number, then clicking ‘Sort by Priority’.

Steps

2 1

To change the priority for your payments, change the number order under ‘Priority’

Then click on the Sort by Priority button

To update an existing deposit payment, click on the Update button and change the required details

To delete a deposit payment click on the delete icon next to the deposit you wish to delete

Once you have finished making any changes to your bank account:

Step

Click on the Continue button

You will be given the opportunity to review your changes.



You can review your changes and can either select ‘cancel, print, save for later, back or submit’.

Steps

To make changes, click on the Back button

If you are happy with your changes, click on

the Submit button

You will receive a confirmation that your changes have been applied.

Step

Click on the Home button to return home



Update Payslip Delivery Preferences

This area of ESS allows you to change from receiving a printed payslip, to receiving an electronic payslip. You will no longer receive a printed payslip. Instead the payslip will be sent to either your corporate email address or a personal email address (If you choose to add a personal email address) as soon as the next pay has been processed.

Step

Click on the Payslip Delivery Preferences function from your list of menu items



Steps

Click on the Update button

Delete Highlight the existing text - ‘N’ and click on the

Delete button on your keyboard

Click on the magnify icon

Click on the Go button to bring up the list of

values.

Click on the Quick Select button to change your

preference. i.e. - Y

The changes will populate: If you wish for your payslip to be sent to your personal email address, you will need to enter the details of this email address in the ‘override email address’ field below:

Steps

Enter personal email address into the Override Email Address field if required

Click on the Apply button


You will be given the opportunity to review your changes:



Steps

If you wish to make further changes, click on the Back button


You will receive a confirmation that your changes have been applied:

Step

Click on the Home button



View Leave Accrual

This area of ESS allows you to view your leave accrual.

Step

Click on the ‘Leave Accrual’ function from your list of menu items

This will open a list of your leave accrual to date:

03-Sep-2014



StaffLink displays leave entitlement and pro-rata. You will only be able to view leave types where there is a balance showing (i.e. leave types with a balance of ‘0’ will not be displayed).

The annual leave provisions for public health employees are contained in the respective awards. Most public health awards and the Annual Holidays Act require that an employee completes 12 months employment before the employee gains an entitlement to annual leave. Once an employee has completed 12 months employment that employee has an entitlement to annual leave and this is known as “entitlement”. When an employee has an entitlement to annual leave, that employee can apply to take annual leave and an employer can direct an employee to take annual leave in accordance with award provisions. In the 12 months of employment leading towards an “entitlement” of annual leave, an employee is accruing annual leave and this is known as “pro rata” annual leave. The annual leave loading is not paid on pro rata annual leave, but the annual leave loading is paid when the employee, having taken pro rata annual leave, completes their 12 months service and then becomes entitled to the annual leave. StaffLink will automatically pay the leave loading on the anniversary date for any pro-rata leave taken.

If you have multiple assignments, you will need to change your assignment number to view your leave balances per assignment. Simply click on the magnify icon in the ‘assignment number’ field. You can refine the results to view just one leave type at a time by selecting from the drop down menu next to ‘leave type’:

You can also view projected leave accrual, by changing the effective date to a date in the future.



Tip: When projecting leave future, leave bookings will not be taken into account in the balance information shown. The exception to this is Long Service Leave that has been processed for a future date.

Steps

Either type the date into the ‘effective date’ field, or select a date from the calendar by clicking on the calendar icon

Click on the Go button to bring the results up for the refined search

Step

Click Home to return to ESS home page



View Online Payslip

You can now view your online ‘Payslip’ on ESS.

Step

Click on the Payslip function from your list of menu items in ESS

This will bring up an electronic version of your payslip (shown over page):



Details on your Payslip:

Parameters Your name and assignment details and employer details are displayed at the top. You can also choose which pay period you wish to view.

Pay Period The Pay Period section displays the first and last date of pay period for the payslip. It also displays the date funds will be available at your financial institution.

Summary of Earnings This Pay The Summary of Earnings This Pay section displays: Total Gross Earnings: the gross amount you have earned in this pay period Taxable Income: the amount of your gross pay that is taxable Tax: the amount of tax you have paid. Deductions Before Tax: deduction taken from your pay before tax e.g. overpayment Deductions After Tax: deduction taken from your net pay e.g. union fee Nett: the amount paid to your bank account. Weekly Base Rate: the weekly gross amount of your pay without allowances and deductions HELP: whether you have a HECS fee to pay.



Company Superannuation

Earning and Allowances The Earnings and Allowances section contains description of hour’s types or allowance being paid. Rate: the hourly rate used to calculate pay Units: the hours you have worked Amount: the gross amount of hours paid to you

The Company Superannuation section displays the employer sponsored superannuation that NSW Health pays on your behalf. It includes the superannuation payment paid for the period covered by the payslip and the accumulated superannuation paid.

The Year to Date Balances section displays your accumulated gross amount, taxable gross, tax paid this year and the net pay earned this year

LE YTD stands for Legal Employer Year to Date. For example, Gross LE YTD is the accumulated gross amount you have earned working for this Legal Employer.



Pre and Post Tax Deductions The Deductions section displays the types of deductions that you have requested to come from your pay, e.g. Health fund, social clubs etc.

Disbursements The Disbursement section shows the bank account details where your pay will be deposited. There may be more than one entry depending on the request you have made to have your pay disbursed.

Leave Balances The Leave Balances section shows your leave entitlement in hours. Refer to the View Leave topic for more information about entitlement and pro-rata.

Absences Processed This Pay: The Absences Processed This Pay section shows the amount of leave you have taken during the pay period of the payslip



Payslip and Employer messages The Payslip Messages section shows any messages relating to the payslip calculation.

The Employer Messages displays any messages that the employer sends, e.g. Merry Christmas.

You can also choose to view previous payslips:

Steps

Choose a Payslip

Click on the drop down menu for Choose a Payslip and select payslip period.

Click on the Go button

If you click on the print button, this will open your payslip in PDF Format. From here, you can print and save a copy of your payslip.

Steps

Click on the Print button

To return home, click on the Home button



Suspended Actions

Suspended Actions in StaffLink allows you the flexibility to save a record prior to submission. A partially completed task can be saved and actioned at a later point.

StaffLink allows you to commence actioning a record and where required save it for later to be completed at a later time (shown on the next page).

Steps

Click on the Save for Later button

To view and action any suspended actions:



Step

Click on the ‘Suspended Actions’ function from your list of menu items

This will bring up a list of items awaiting your action:

Steps

To update the action, click on the Update button next to the action you wish to update

If you do not want to proceed with the record, click on the Delete button

Click on the Home button to return to main menu



Performance Review

This area of ESS allows you to view your last and next Performance Review date.

You can ‘view and not update’ details:

Step

Click on the folder Performance Review function from the menu items

Steps

Click Back or Home to return to the main menu



View Licence Information

This area of ESS allows you to view your license information for any license that might be required for your job – i.e. driver’s licence, security license or other special licenses.

Step

Click on the folder Other Personal Information folder - Licence Information function from the menu items



You can ‘view only’ licence details (if applicable to your role):

Steps

Click Back or Home to return to the main menu



View Professional Registration

You can ‘view only’ your professional registration details (if applicable for your role).

Step

Click on the folder ‘Other Personal Information’ - Professional Registration function from the menu items



View Superannuation Details

You can ‘view and edit’ your superannuation details (if applicable for your role). This form is only for employees who are current members of First State Superannuation. If you are a member of a different superannuation fund you cannot update your superannuation details on this form.

Step

Click on the folder Superannuation – First State Super function from the menu items



View Payment Summary

You will now be able to view your Payment Summary (group certificate) Online and print/save a copy.

Select the summary period year using the drop down box:

Step

Click on the folder Payment Summary - View Payment Summary function from the menu items

Step

Click on the magnify icon

Participant Guide 49

COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION

DUPLICATION IS PROHIBITED

Step

Click on the Quick Select button.

Click Go to display PAYG payment summary.

Participant Guide 50

COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION

DUPLICATION IS PROHIBITED

You can print or save the payment summary by clicking either of the icons on the top menu.

End of Participant Guide

stafflink v12.3 employee self service (ess) · update payslip delivery preferences view leave...

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