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Select from the following Interactive Help to learn more about eduPay.
Employee Self Service - (ESS) provides assistance with ESS functions such as applying for leave, maintaining personal details and updating bank details
Manager Self Service - (MSS) provides assistance and an overview of MSS functions such as leave approvals
Payroll Certification and Validation - provides assistance with performing the Certification and Validation of the payroll process. This is the NEW version following the upgraded Validation and Certification process released on 5 December 2011.
Reports - provides assistance with the Reporting options on eduPay.
Detailed written instructions to support this interactive help is available below.
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Employee Self Service (ESS) enables an employee to access and update personal information. ESS allows an employee to update, view or take action on the following information:
- Phone and email (The business and mobile phone numbers entered on eduPay via ESS are uploaded to the Global Address List (GAL) on edumail, making that information available to all edumail users. Employees that do not want their private mobile phone number displayed on edumail should leave the Mobile Phone field blank).
- Emergency contact details
- Indigenous Status/Ethnic Groups (Although this is optional employees are encouraged to provide this information to assist the Department to analyse and develop the diversity of its workforce. All data will be aggregated for reporting and individual information will not be distinguishable.)
- View leave entitlements such as personal leave (sick or carers), annual and additional (self funded) leave and long service leave where an entitlement exists.
- Apply for leave
- Check if entitlements exist for future dated leave. For example, determine eligibility for LSL in June 2012.
- Access online Pay Advice
- Access your current and previous PAYG Payment Summaries (Group Certificates) ..NEW!..
- View your Schedule A if you are a Principal Class or Executive Class employee
The Payslip and PAYG Payment Summary open as a PDF file in a pop-up window. Ensure you allow Pop-ups to occur in your internet browser to be able to view these files. The latest version of Adobe Reader or an equivalent PDF reader program is also required to read the files.
Marital Status appears in your Personal Information Summary page. Whilst this information can be updated by HR, the details are not normally requested or maintained by the Department.
Name changes cannot be updated through self-service as evidence of the name change must be provided. The name change page provides further information.
The following Quick Reference Guides provide additional information for using Employee Self Service
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Manager Self Service (MSS) allows Managers and Principals (or their proxy) with leave approval responsibilities to view and approve staff requests for leave online.
eduPay provides Managers and Principals with more information to assist in the validation and certification of the payroll.
The following Quick Reference Guides provide additional information for using Manager Self Service:
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Managers and Principals with certification, validation or leave approver roles have access to run reports for the work location or school they perform these functions for.
The following Quick Reference Guides provide additional information for commonly used reports in Manager Self Service Reporting. Not all reports are available to all users - your access security will determine what reports are available.
For HR Administrator, Principal or Central HR use
For Central HR Administrators, Managers only
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Where a Manager or Principal is on leave or otherwise not on duty, the Manager or Principal may assign responsibility for leave approval requests to another staff member. Submit these requests through Manager Self Service using the Delegations option. The nominated employee is then required to accept this delegation through Employee Self Service.
Where a manager has not completed the delegation request prior to being absent, a delegation request can be processed by the Workflow Administrator.
The following Quick Reference Guide provides additional information for the delegation process
A School Principal may also delegate the processing of leave through Manager Self Service to another staff member. For more information regarding this, refer to the Delegation of Manager Self Service page.
School Based Employees
All employees are allocated Employee Self Service by default on Hire/Rehire on eduPay. Additional access is required for employees who undertake specialist roles in the school such as HR Administrator, Validator or Recruitment Manager. The Principal may add, revoke or amend additional eduPay access for employees in their school that undertake these specialist roles.
Use the following Quick Reference Guide for instructions and information on how to add, amend or revoke additional eduPay and/or Recruitment Online access for employees (including the Principal's own access) in the school.
The Principal is the Certifier of the payroll in a school. This role can only be delegated to the Acting Principal during an extended period of absence. Where the Principal is to take extended leave or has been temporarily transferred, the current Principal must complete and send the EduMail Principal Access form available on EduGate (link below) to the number on the form.
Central and Regional Based employees
For Central and Regional based employees where the Validator or Certifier is to change an email from the unit manager providing the name and employee ID of the new validator/certifier should be sent to the email@example.com
Departmental audit requirements specify that a Manager or Principal must ensure that the payroll for the employees in their work location/school for which they have responsibility is validated and certified each fortnight.
To change the Validator or Certifier of the payroll refer to the Manage Delegations section above.
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HR Administrator User Guides provide full details on using eduPay.
HR Administrator Checklists/Guides provide quick reference for specific tasks
Contractor/Non-employee Management - for Managers in Central or Regional Locations to manage the Contractor's planned exit date.
- eduPay - access and login details
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