Employee Self Service (ESS) Module

Softline Pastel Payroll’s Employee Self Service (ESS), is a web-based self service tool enabling employees to manage and maintain their own information online. ESS provides employees with a user-friendly means of streamlining payroll and HR administration online, while at the same time improving communications with department heads, administrators and management.

ESS enables employees to make on-line applications for leave, loans, bursaries and more. Employees can now submit their travel claims online, view their payslips, update personal information, download HR related documentation on a real-time basis.

• Secure Login
• Update Personal Details
• View Documents Online
• Online Application Forms
• Online Travel Claims and Logbooks
• Workflow Capabilties

Secure Login:

Each employee has their own individual login username and password that provides them with secure access to the ESS system from anywhere in the world, 24 hours a day.

Employees can update their personal details such as name, surname, nickname, ID number, marital status, number of dependants, to name but a few.

In addition, employees are able to update their contact details whenever necessary, such as mobile number, home telephone number, Physical Address and Postal Address.

Once the changes are approved by the employees’ supervisor, the Payroll Administrator is able to automatically update the Pastel Payroll system at the click of a button.

ESS eliminates the need for the Payroll Administrator to manually gather and re-capture information to ensure employees details are kept up-to-date.

Employees can securely view personal documents such as current and previous payslips.

High levels of security on the system ensure that the employee’s payslips are kept strictly confidential.

Employees can view and download general company documentation, such as Policies & Procedures, electronic letterheads, fax cover sheets and so much more! Depending on your access rights, you might have access to Virtual Folders where you can view, edit, add or delete documentation.

You are able to create any application form that your company may require. Leave applications, for example can be submitted online, saving time and effort while maximizing the focus on core business requirements.

If employees would like to apply for leave online, they simply need to enter the start and end date of when they require leave as well as the type of leave, for example sick leave, annual leave, study leave or maternity leave, to name a few.

The system automatically calculates the balance of annual leave days due.

The leave application will be sent to the employee’s direct manager who can either accept or decline the application. The system will then notify the employee of the status.

Keeping track of travel has never been this quick and easy! Employees can simply submit their travel claims and capture their logbook details online.

Employees with a travel allowance can make use of the Travel Logbook facility to keep track of their kilometres travelled and automatically produce a logbook for SARS to use when submitting their individual tax returns.

Simply insert the date, type of travel, whether it is claimable or non-claimable, enter the total kilometres travelled and select the rate to be used for reimbursement. The system will automatically calculate the value of the claim and you also have the option to view your logbook in an Excel format.

Multiple claims can be captured on this page and changes can be saved for editing later before submitting the claim to the manager.

Depending on the workflow setup, this can, like leave applications, be accepted or declined by the manager and then forwarded to the payroll administrator. The employee will kept updated via e-mail on the status of their claim.

The workflow capabilities are based on the organisation chart. This diagram indicates the hierarchy and reporting structure of each department involved in the approval procedure.

The ESS administrator has sole access to create and amend the workflow structures.

With Pastel Payroll’s Employee Self Service Modules, you will spend much less time on tedious administration tasks and enjoy a paperless payroll environment.