HR21 USER MANUAL EMPLOYEE & MANAGER - · PDF fileTo change your First Name or Surname, contact...

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Document: HR21 User Manual Employee & Manager of 49 Issue date: June 2014 Reviewed:

HR21 USER MANUAL

EMPLOYEE & MANAGER

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Table of Contents HR21 USER MANUAL ......................................................................................................................................... 1

EMPLOYEE & MANAGER .................................................................................................................................... 1

HR21 USER MANUAL EMPLOYEE ....................................................................................................................... 3

LOGIN PAGE (Password) .................................................................................................................................... 4

LANDING PAGE .................................................................................................................................................. 4

HUMAN RESOURCES .......................................................................................................................................... 5

1) DETAILS (Name and Email Address) ................................................................................... 5

2) ADDRESSES (Address and Phone Number) ....................................................................... 6

PAYROLL............................................................................................................................................................. 7

1) DETAILS .............................................................................................................................. 7

A) PAY HISTORY (Pay Slips) ............................................................................................ 7

B) BANK (Bank Details) ................................................................................................... 11

LEAVE ............................................................................................................................................................... 14

1) BALANCES ........................................................................................................................ 14

2) TAKEN ............................................................................................................................... 14

3) REQUEST LEAVE ............................................................................................................. 15

4) REQUEST LEAVE CANCELLATION ................................................................................. 21

OTHER PAYROLL .............................................................................................................................................. 23

1) REMUNERATION .............................................................................................................. 23

2) DETAILS ............................................................................................................................ 24

A) PAY BY PERIOD......................................................................................................... 24

3) COMPONENTS.................................................................................................................. 25

A) SALARY ...................................................................................................................... 25

B) ALLOWANCE .............................................................................................................. 26

C) DEDUCTION ............................................................................................................... 27

D) SUPERANNUATION ................................................................................................... 28

E) GENERATE PAYMENT SUMMARY ........................................................................... 29

HR21 USER MANUAL MANAGER ..................................................................................................................... 31

LANDING PAGE ................................................................................................................................................ 31

REQUESTS ........................................................................................................................................................ 31

STAFF ............................................................................................................................................................... 33

PLANNER .......................................................................................................................................................... 36

LEAVE STATEMENT .......................................................................................................................................... 39

POSITION ......................................................................................................................................................... 41

MANAGER ABSENT .......................................................................................................................................... 43

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TOOLS .............................................................................................................................................................. 45

1) REPORT OUTPUT ............................................................................................................. 45

2) MESSAGES ....................................................................................................................... 46

REFRESH ........................................................................................................................................................... 47

POP-UP BLOCKER ............................................................................................................................................. 47

HELP ................................................................................................................................................................. 48

EXIT .................................................................................................................................................................. 48

CONTROLS ....................................................................................................................................................... 49

HR21 USER MANUAL - EMPLOYEE

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LOGIN PAGE (Password) After selecting the URL provided you will be presented with the above login page. Please note that the User

Name and Password required here are driven by the mecwacare’s network, they are the same as your

standard login credentials used each day.

If you make a mistake/error with the Login please click on the Click here if you have forgotten your

password option.

URL to access the application is; https://hr.mecwacare.org.au/HR21

LANDING PAGE Once successfully logged in you will be provided with a Landing page. The default pages will be the

Employee Details page.

https://hr.mecwacare.org.au/HR21

https://hr.mecwacare.org.au/HR21

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HUMAN RESOURCES

1) DETAILS (Name and Email Address) To navigate to the Details screen click on the HR button on the menu bar and then Details in the drop down

menu.

The standard information provided when you commenced employment with mecwacare will be recorded

here. You have the ability update the preferred name and email address fields. If you make changes to

these fields, select the Update button.

To change your First Name or Surname, contact the Payroll/Human Resources. If you are a manager, your mecwacare email will be displayed, do NOT change this.

Navigate to the Addresses screen to update your personal email address. If you are an employee your personal email address should be displayed, you must also

update your email address in the Addresses screen. To change your emergency contact information contact Payroll/Human Resources.

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2) ADDRESSES (Address and Phone Number) To navigate to the Addresses screen, click on the HR button on the menu bar and then Addresses in the

drop down menu.

Based on the most recent information provided, your addresses will be stored here. You also have the

ability to manage ALL address information.

To change your information select the relevant address type (Home or Postal) in the list at the bottom of

the screen, this will populate the field above with your address information. Update your information and

select the Update button.

To update your Phone Number, please ensure you update it in both the Home Address section AND the Postal Address section. You can change between address types by selecting the relevant type in the list at the bottom of the screen. Select Update to save the changes.

If your Home and Postal address are the same and you need to change your address, ensure you update both address types in the addresses screen on HR21. Select Update to save the changes.

If you are a manager you will update your personal email on this screen and your mecwacare email will appear on the Details screen. If you are an employee update your personal email on this screen AND the Details screen.

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PAYROLL

1) DETAILS

A) PAY HISTORY (Pay Slips)

To navigate to the Pay History screen, click on the Payroll button on the menu bar, select Details in the

drop down menu and then select Pay History.

The Pay history page will display all processed pays. All the components making up your pay are displayed

in the field. Select the pay period of interest from the list at the bottom of the screen; this will populate the

field above with your pay details from that period.

You can select any of your historical pays and produce a payslip from the available list;

Once you have selected the pay period of interest, select the Payslip button.

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The following message will appear, click the OK button.

The payslip will appear.

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To print the payslip press the Printer button and follow the prompts.

The printed Payslip appears as below;

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B) BANK (Bank Details)

To navigate to the Bank screen, click on the Payroll button on the menu bar, select Details in the drop

down menu and then select Bank.

Primary Bank Account information is stored on the Bank page. You are able to manage and change the

direction of your net pay. Bank details will not be available to managers.

To change your Bank click on the ... button next to the bank field.

The following pop-up will appear, select the relevant bank by clicking on the bank name.

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To search for your bank; click on the Field Picker drop down box and select Name.

Click in the search field, type the bank name in capital letters and press Go.

Select the bank from the list.

Ensure you have updated the bank before changing your BSB.

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To change your BSB (Branch) click the ... button next to the BSB field.

The following pop-up will appear, select the relevant BSB by clicking on the branch address or use the field

picker and search bar to search for your BSB.

Enter your account number and name in the respective fields and then select Update.

It is your responsibility to ensure the information is correct. Please note that there will be lock down

periods during pay processing which prevent the amending of this form. This will typically be two days prior

to a pay day.

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LEAVE

1) BALANCES To navigate to the Balances screen, click on the Leave button on the menu bar and then select Balances in

the drop down menu.

The Leave Balances page displays available leave to you at a point in time. The Enquiry Date defaults to

today’s date. You can however, change the date and select the Enquire button which will in turn present a

balance as at the date you have selected. The leave balances screen will take into account any future leave

that you have applied for, even if it has not been approved. Note leave predictions for part-time staff may

not be accurate.

2) TAKEN To navigate to the Taken screen, click on the Leave button on the menu bar and then select Taken in the

drop down menu.

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Leave Taken displays all leave that has either been taken or has been approved and yet to be taken. In the

event the leave was not taken, you can select the Cancel Leave button which directs you to the Request

Leave Cancellation page allowing you to send a request through to your manager for cancellation.

3) REQUEST LEAVE To navigate to the Request Leave screen, click on the Leave button on the menu bar and then select

Request Leave in the drop down menu.

Ensure you check your balances prior to requesting leave, if leave balances exceed overflow rules will apply e.g. annual leave will be taken as leave without pay.

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To apply for leave select the Add button on the tool bar.

Select Leave Type from the drop down table (Sick Leave, Annual Leave, Long Service Leave or Purchase Leave)

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Click on the Calendar Icon and select the start and end dates on the pop-up calendar.

Update the Hours Taken field (1) with the actual amount of leave hours. If you are providing a medical certificate select the check box (2) and attach the certificate (4). If you are taking less than a full day of leave, write what times you are taking in the Notes area (3).

Ensure that you have updated the days taken and hours taken field before submitting leave; this program may include Saturdays and Sundays as leave days.

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To submit the leave select the Update button, an email will be sent to the manager and to the employee with the details, the manager will approve the leave as per the Leave policy and procedure.

Deleting Leave

Leave applications can be deleted prior to the managers decision, however an email will still be sent to the manager.

To delete leave navigate to the Request Leave screen by clicking on the Leave button on the menu bar and

selecting Request Leave in the drop down menu.

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Select the requested leave from the list at the bottom; this will update the fields above.

Select the Delete button.

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The following message will appear, select Yes.

The following window will appear, click OK.

Amending Leave

To make changes to leave, navigate to the Request Leave screen, click on the Leave button on the menu bar and then select Request Leave in the drop down menu.

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Select the leave you would like to change from the list.

If you need to change the end date of the leave, update the End Date, Days Taken and Hours Taken and then press Update. A request will be sent to your manager. You are unable to amend the start date of the leave, if you need to change the start date you will need to delete the leave and then re-apply.

4) REQUEST LEAVE CANCELLATION To navigate to the Request Leave Cancellation screen, click on the Leave button on the menu bar and then

select Request Leave Cancellation in the drop down menu.

A leave event can be cancelled at any time but still requires the approval of your manager. By selecting the

Cancel button from the Leave Taken page you will be directed to the Request Leave Cancellation page to

confirm and update your request.

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Navigate to the Leave Taken page, select the leave from the list below and select the Cancel Leave button.

You will be taken to the Request Leave Cancellation Page, select the Update button to confirm the

cancellation request.

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The following message will appear.

Once Updated, a notification will be sent to the manager for approval, as with a leave application. The

manager will approve the cancellation request as per the Leave policy and procedure.

OTHER PAYROLL

1) REMUNERATION To navigate to the Remuneration screen, click on the Payroll button on the menu bar and then select

Remuneration in the drop down menu.

Remuneration lists all components of pay which included as part of your Total Remuneration Package

(TRP).

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Amounts by default will be displayed as Annual, to change the interval, use the Interval drop down box and

then select the Update or Refresh button.

2) DETAILS

A) PAY BY PERIOD

To navigate to the Pay by Period screen, click on the Payroll button on the menu bar, select Details in the

drop down menu and then select Pay by Period.

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The Pay by Period page will show your accumulated pay values as at the date of request. The values making

up this detail will form part of your payment summary at the end of the financial year. Please note that this

form cannot be changed.

3) COMPONENTS

A) SALARY

To navigate to the Salary screen, click on the Payroll button on the menu bar, select Components in the

drop down menu and then select Salary.

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This screen displays your annual, fortnightly and hourly salary. Please note that this page cannot be

changed.

B) ALLOWANCE

To navigate to the Allowance screen, click on the Payroll button on the menu bar, select Components in

the drop down menu and then select Allowance.

The allowance page will display any fixed allowance you are having paid to you that has been agreed as part

of your employment. Allowances will be displayed as the annual value. Please note that this form cannot be

changed.

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To view another allowance select the relevant type in the list at the bottom of the screen, this will populate

the field above.

C) DEDUCTION

To navigate to the Deduction screen, click on the Payroll button on the menu bar, select Components in

the drop down menu and then select Deduction.

The deduction page will display any fixed deductions you are having be debited from your pay, typically

directed by yourself. Deductions are not visible to managers. Deductions will be displayed as the per pay

value. For staff that have secondary bank accounts, these are stored as deductions in this application.

Please note that this form cannot be changed.

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To view another deduction select the relevant type in the list at the bottom of the screen, this will populate

the field above.

D) SUPERANNUATION

To navigate to the Superannuation screen, click on the Payroll button on the menu bar, select Components

in the drop down menu and then select Superannuation.

The Superannuation screen will display current and historical superannuation information pertaining to

your personal requests. Please note that this form cannot be changed.

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To view another superannuation account select the relevant type in the list at the bottom of the screen,

this will populate the field above.

E) GENERATE PAYMENT SUMMARY

To navigate to the Generate Payment Summary screen, click on the Payroll button on the menu bar, select

Components in the drop down menu and then select Generate Payment Summary.

The payment summary was formally known as a group certificate. It has all the relevant pay information for

all completed financial years. Please note, each year the new data may not be available until 14th July, an

email will be sent to all employees when the payment summary is available.

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To generate a payment summary select Generate Payment Summary.

You will receive the following message.

Continue to Page 45 and follow the instructions for opening a report.

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HR21 USER MANUAL - MANAGER

LANDING PAGE Once successfully logged in you will be provided with a Landing page. The default pages will be the Requests screen. A request displays anything an employee has submitted and awaits actioning. To learn how to action the leave requests, navigate to the Requests section below.

REQUESTS As part of the Manager Self-Service, a manager has the responsibility of approving or declining requests made by their direct employees. Under the Manager Services Menu, the Request page allows a manager to view any outstanding request.

To navigate to the Requests screen click on the Staff button on the menu bar and then select Requests in the drop down menu.

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To action or review the request select the request type (Request Leave or Request Leave

Cancellation), you will be taken to a screen with greater detail of the transaction.

The following screen will appear.

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To approve or decline the leave, select the respective radio button (Approve or Decline) and then press Update. An email notification will follow advising the employee.

STAFF To navigate to the Staff screen click on the Staff button on the menu bar and then select Staff in the drop down menu.

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By Selecting the Employees option a manager can see their direct report to staff and all the way through the reporting relationship tree. Expand and Collapse options are available here when navigating drives. If you wish to view any of your employee’s information, select the employee by clicking on the name.

When you have clicked on the name it will turn yellow and the message in the parent (at the top of the screen) will change to the employee’s information, as shown below.

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You are then able to use the Payroll, Leave and HR buttons to view their information. Please note, only certain information is available to managers. If you have selected an employee and attempted to access an area which is unavailable to you, you will be provided with the following message.

If at any time you wish to view your own details rather than an employee’s, you just need to press the View Self button in the parent (at the top of the screen).

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You also have the ability to select the Expand All or Select All tags if you would like to view more than one staff member. By choosing Select All you can then access the Planner to view the movements of your employees.

PLANNER To view the Planner, first you must select the staff you would like to view. Navigate to the Staff screen by clicking on the Staff button on the menu bar and then select Staff in the drop down menu.

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Select the employee’s names which you wish to view; this is done by clicking the box next the respective name. You can select all of the staff by clicking Select All.

Once the employee is selected a tick will appear next to their name.

When you have selected the employees navigate to the Planner screen by clicking on the Staff button on the menu bar and then selecting Planner in the drop down menu.

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By default 28 days will be displayed. You have the ability to move back and forth with the options made available directly above the calendar view.

The planner displays any public holidays, leave or training that has either been requested or taken allowing for you to view available resourcing at a given point in time. Icons are displayed showing what type of absenteeism has either been taken or requested.

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LEAVE STATEMENT To view a leave statement, select the relevant staff member from the staff screen, navigate to the Staff screen by clicking on the Staff button on the menu bar and then select Staff in the drop down menu.

Select the employee’s names which you wish to view.


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Click on the Leave button on the menu bar and then select Statement in the drop down menu.

Select the type of leave from the drop down menu and press Update.

The screen will show the opening and closing balances and any leave entitlements or transactions.

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POSITION To view the Position screen, select the relevant staff member from the Staff screen. To navigate to the Staff screen click on the Staff button on the menu bar and then select Staff in the drop down menu.

Select the employee’s name which you wish to view.


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Once you have selected the staff member click on the HR button on the menu bar and then select Position in the drop down menu.

The list (bottom of the screen) displays all the positions the employee has had at the organisation. Click on the position of interest and it will populate field (middle of the screen). This information is not visible to employees.

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MANAGER ABSENT To navigate to the Manager Absent screen click on the Staff button on the menu bar and then select Manager Absent in the drop down menu.

If you as a manager are going on leave you have the ability to re-direct your requests whilst you are away. To do this, access the Manager Absent option.

Select the ... button next to Absentee Manager to select the manager you would like your requests to be re-directed to.

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Type the name in the search bar and select the Go button.

Select the relevant name and the following screen will appear. Ensure details are correct and then press the Update button.

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When you next login to HR21 the following pop-up will appear, press OK to turn off Manager Absent or press Cancel if you are still on your leave. Therefore it is imperative to login to HR21 on your return from leave in order to turn off Manager Absent.

TOOLS

1) REPORT OUTPUT To navigate to the Report Output screen, click on the Tools button on the menu bar and then select Report

Output in the drop down menu.

Any request that provides a report will automatically store the output in the Report Output repository.

Report requests include, Payslip, Organisation Charts and Payment Summaries. Reports can be retrieved by

clicking on the Magnifying Glass Icon.

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To delete the report select the Check Box and then press the Delete button on the toolbar. All Reports will

be removed automatically after 30 calendar days.

2) MESSAGES The Employee Self-Service will periodically return application messages. Messages can be Information,

Warnings and Errors. The messages should be read and understood before clearing.

When you have read and understood a message select Clear (1) and then press X to close the box (2).

If you do not understand the message press the Print Scrn button on your keyboard, open an email and

paste it into the message section by pressing Ctrl+V, this will display the error message in the email. Send

the email to the IT department.

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REFRESH To refresh the screen press Refresh on the HR21 toolbar.

Do NOT press the button on the Internet Explorer toolbar or you will be logged out and the following

message will appear.

POP-UP BLOCKER If your payslips or reports are not being shown, you may need to disable your pop-up blocker for the HR21

website. You must change your pop-up settings to Allow All, this is not a security risk, it will allow all pop-

ups for the HR21 website only.

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HELP This Help document is available as a Menu item as well should you require accessing it on line.

To navigate to the help screen click on Help on the toolbar.

The help button will open the HR21 User Manuals.

If you have any comments regarding the Help documentation please contact Emily Thwaites 9593 7152.

EXIT To Exit from the Application select the Exit option in the tool bar. It is preferred that this method be chosen

as opposed to closing down the Intranet.

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HR21 USER MANUAL EMPLOYEE & MANAGER - · PDF fileTo change your First Name or Surname, contact...

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