Employee Self Service Manual
Contents
1. ALTEN Employee Self Service Manual For ALTEN GmbH ALTEN Digital GmbH Aventon GmbH Status 14 10 2015 Seite 1 27 ALTEN Table of Contents 1 1 1 2 1 3 2 1 2 2 2 3 4 1 4 1 1 4 2 4 2 1 4 2 2 4 3 4 4 4 5 4 5 1 4 6 6 1 6 2 6 2 1 6 2 2 7 1 Employee Self Service ESS Login and Training ccccccssssseeeeseeesseeeseeeesseeeseeeesseeesenenseeessonenseees 3 SAP Access Login and Password a sene ne ee 3 SAP Traing PONa Lessien ee ee ee ee ae ee ee 3 Browser compatpilly sessies tan aan near ee een 3 Important News concerning the SAP GoLive for ALTEN GmbH 222200000n2nnnn0nonnnnnnnen 4 New Systems and Processes for you starting 01 01 2016 Working Hours and Expense Reports 4 Migration of your approved Absences Leave Flextime from PAST into ESS cccceeeeeeeeeeaeeeeeees 4 Migration of Remaining Leave and Remainig Overtime in ESS and Request for new Absences 4 E55 FUnclionallies a name en nein een er he een heine rennen 5 WOKING TOUTS oes ae cto etc oc tale a cs ae eisai as cis stage alesse A E 5 Declar Working HOUSE 6 Record your pauses in the system uuusssnssnnnneennennnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnennnnnnnnnennnnnnnnnn 7 Remarks on WBS Elements Projects cccccseeececeeeeeeeceeeeeeeeeeeeeseeeeeeeeeeeeeseaeeeeseaseeessaeeeessaaeeeesseneeseas 8 Naming Convention for WBS Elements ccccccc2. Save Draft Per Diems for Meals and Accommodations Per Diem Reimbursement for Me Per Diem Reimbursement for Accommodatio Mileage Total Distance Step 8 Enter a Receipt for a Monthly Ticket In this case please make sure the checkboxes for Per Diem Reimbursements are not set lt Previous Step Enter Receipts gt Save Draft Seite 24 27 ALTEN Receipts in This Expense Report Delete Co py 17 No Receipt Amount Receipt Currency Receipt Date step 9 click on New Entry Receipts in This Expense Report New Entry Copy Delete ee Step 10 select Expense LI No Status Expense Type Receipt A Typ e M onthly Ti ck et eipt Date Amount W 001 2015 Flight Hotel Miete Appartement Monthly Ticket Moving Costs Offentliche Verkehrsmittel Other oz Parking Taxi Telephone si Receipts in This Expense Report New Entry Copy Delete U No Status Expense Type Receipt Amount Receipt Currency Receipt Date Amount E 001 Monthly Ticket v g European Euro v 11 09 2015 0 00 Tax Code 7 domestic input tax From Date To Date El Toate Step 11 enter the amount No of Lunches No of Dinners as agreed on your project a contract for instance 50 Location Country Region Germany v Participants Enter Participants District US County Country Postal Code Ser Tel No Accept Accept and New Entry Change Cos
3. 00 European Euro ALTEN Shor Amount 120 00 Seite 20 27 ALTEN Final Action Save Draft only want to save my expense report and send it later Save and Send for Approval want to save my expense report and send it now for further processing confirm that all expenses were incurred by and on behalf of the company Summary Total Meals per Diem Total Individual Receipts Step 11 after reviewing the expense report a summary will be displayed Here it is extremely important to check the box Save and Send for Total Travel Expenses 147 40 EW Amount Reimbursed 147 40 EUR Amount Paid Out 147 40 EUR Ap roval otherwise the expense report will only be saved as a draft Cost Assignment 14740 EUR Company Code A102 AVENTON GMBH WES Element AVTTTUBOOT 07 Workflow und Prozessmanagment Step 12 Save and send for Approval lt Previous Step Create Expense Report 1 EJ F rn vum dl Odla Enter Receipts Review and Send Completed Employee Schema Consultant Trip Start Date 28 09 2015 End Date 29 09 2015 Previous Step Save and Send for Approval Expense report 1020000249 was saved uf Display Expense Form step 13 Display the Expense Form print it and send it to accounting in Munich with all original receipts Note You must send the signed Expense Report with the original receipts by post to the Accounting Department in M
4. Create Leave Request In this window other than requesting leaves following functions are available Calendar Time Accounts Leave Request Seite 10 27 ALTEN Calendar Team Calendar Time Accounts Leave Requests View October v 2015 w Apply lt October 2015 November 2015 December 2015 gt Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su 4028 2930123 4 44 26 27 28 29 30 31 1 4 30 1 2 3 7 AHE Mis 7 Hmn s 2345 ck WE so 7 8 9 10 114243 Calendar 4212131415 1647148 4 9 10 11 12 13314 15 s1 14 15 16 17 18 19 20 overview with 43 19 20 21 22 23 24 25 47 16 17 18 19 20 21 22 52 21 22 23 24 25 26 27 44 26 27 28 29 30 31 48 23 24 25 26 27 28 29 5 A amna 3 legend 45 025 530 E32 S r a 49 ES Bin 722 so 522 5 I 1 Ba es Da a pe a Ei Absent Multiple Entries 7 Sent El Deletion Requested Non Working Day Holiday For the following leave types your must create a request Special Leave marriage birth etc all special leaves start with SL Unpaid Leave Leave normal vacation days Leave Business trip Leave Type of Leave Description Selection oftype of Leave Leave 1 2 Day Vacation Days Leave can Unpaid Leave either be requested as a full T me n Lieu of Flextime orasa half day SL Death Start Date SL Marriage _ SL paid special leave End Date SL Birth Begin Time SL projectrel Relocation Time in Lieu of Flextime gt If you wi
5. This way Workflow und Prozessm PRODO1 A you won t have to import Workflow und Prozessm them again for every different day 4 1 1 Record your pauses in the system You pause is not automatically removed from your working hours You must therefore record your working times with at least two lines if you made one pause during your working day Seite 7 27 ALTEN Please follow at least the legal pause guidelines or follow your client pause policies From 6himin to 9h working time 30 Minutes Pause From 9himin working time and on 45 Minutes Pause Timesheet Weekly Example of work times in two lines First line 8 00 to 12 00 Second Line 13 00 to 17 30 lt Previous Period Next Period gt Date 09 10 2015 ki Apply I oO Activity Type WBS Element Rec bus process Content Start time End time Short Informati AV1110B001 01 Workflow und Prozessm AV1110B001 01 m PRODO1 AV1110B001 01 Workflow und Prozessm m PRODO01 AV1110B001 01 Workflow und Prozess Record Working Times Save Your data has been saved After entering your work times you must not forget to save them Display Message Log 4 2 Remarks on WBS Elements Projects 4 2 1 Naming Convention for WBS Elements The naming of the WBS Elements follows this convention Business Unit DG1200 Company ID Type of project Running number A001 01 A B C und D are used productive project client projec
6. both under only one receipt Seite 19 27 m m No Status Tax Code From Date No of Breakfasts Description Provider Code Document No Location Country Region Participants Departure Arrival Airline Cabin Class Ticket Number Mileage Name Street City District US County Country Postal Codg Accept Accept and New Entry Expense Type a 001 oO Hotel Receipt Amount Receipt Currency Receipt Date Amount v Fl European Euro v 28 09 2015 No tax procedure 28 09 2015 fF ToDate 29 09 2015 N 7 No of Lunches No of Dinners Step 8 Enter the amount here as well as all required data mandatory data has a blue asterisk France v Enter Participants 00000000 Step 9 click on accept to save the receipt Repeat these steps for all receipts Change Cost Assignment Enter Itemization Check Copy Delete Receipts in This Expense Report New Entry m o No Status 001 a lt Previous Step Step 10 click on Review gt Delete Expense Type Receipt Amount Receipt Currency Receipt Date Hotel 120 00 European Euro 28 09 2015 You can also save an Expense Report as a Draft with this function in case receipts are missing and you want to complete it later Note drafts for expense reports are not sent for approval and therefore cannot be reimbursed Review Save Draft Local Currency 0
7. client 1 2 SAP Training Portal To facilitate the learning and handling of the new system we have created a SAP training portal The link is https de alten com altenintern and then please click on the square SAP Schulungsportal As with your access to ESS your login is your email address and you password is the same as in windows On this site you will find the tutorial videos and the most current version of the ESS manual 1 3 Browser compatibility You can use the ESS functions with Internet Explorer Mozilla Firefox Chrome and also smartphone browsers However only Internet Explorer is officially approved by SAP and should if possible be the first browser choice Some functionalities are only available on Internet Explorer for instance the deleting of lines on your timesheet is only possible with Internet Explorer Internet Explorer Timesheet Daily Weekly lt Previous Period Next Period gt Date 09 10 2015 7 Apply Di Worklist Template Check Insert Row m De Activity Type WBS Element Rec bus process Hardware Name Int meas unit Content D Start time End time Sho 8 08 00 16 00 i PRODO1 AV1210A014 01 Requirements Engineer fw PRODo1 AV1210A014 01 Requirements Engineer Seite 3 27 ALTEN Mozilla Firefox Timesheet Wek lt Previous Period Next Period gt Date 09 10 2015 fr Apply D a Worklist Template Check Insert Row um Activity Type WBS Element Rec bus process Hardware Name I
8. reports Seite 5 27 ALTEN v Working Time gs Time Recording Time Statement gt Time Recording Hz Record Working Time Time Statement with Period Selection gt Leave Request amp Holidays You can record your working time here In the last amp DAYS amp days You can display your working times absence times bonuses and there are amp NUMBER_TARGET amp workdays for which you have time accounts for any period here Tine Siema recorded either not enough or too many hours gt Personal Information gt Travel and Expenses Leave Request amp Holidays Create Leave Request You can request leave and other types of absences here Leave Overview You can display the Leave Overview and review change or delete existing leave or other types of absences here You can also request additional leave View Time Account Balances You can display your leave balance and other time account information here Public Holidays Retrieve the list of public holidays for the current year You can import these holidays into your desktop calendar 4 1 Declare Working Hours General notes concerning working times in the system Working hours can only be entered in the system up to one week in the past until the next monday gt This means you must enter your working hours at the latest on monday for the past week It is not possible to declare your working hours any later Working hours of the month m
9. aining Leave and Remainig Overtime in ESS and Request for new Absences Your remaining leave days and overtime hours if you have an overtime account will be migrated in the new system in the middle of January 2016 Note Since you leave and overtime accounts will be correct only from the 20 01 2016 you will only be able to request new absences in ESS from this day on Please wait until 20 01 2016 to request new absences in ESS and do not contact the SAP Support for problems or questions related to leave days before that time Recommendation If you have leave days leave or flextime planed for January 2016 please enter it in PAST until middle of December 2015 at the latest You will be able to enter your leave days for february 2016 and on in ESS Seite 4 27 3 ESS Functionalities In the ESS Portal you are able to perform following tasks Record Working Hours Request Leave Days Leave Special Leave etc Enter Expense Reports for Business Trips Check and Change Personal Data Overview Homepage in ESS ALTEN gt Working Time ps Working Time gt Personal Information In this area you Can use services to record your working time request leave display your time account data and display public holidays gt Travel and Expenses Time Recording Record Working Time You can record your working time here In the last amp DAYS amp days there are amp NUMBER_TARGET amp workdays for which you have recorde
10. d either not enough or too many hours Leave Request amp Holidays Create Leave Request You can request leave and other types of absences here Leave Overview You can display the Leave Overview and review change or delete existing leave or other types of absences here You can also request additional leave View Time Account Balances You can display your leave balance and other time account information here Public Holidays Retrieve the list of public holidays for the current year You can import these holidays into your desktop calendar Time Statement Time Statement with Period Selection You can display your working times absence times bonuses and time accounts for any period here Personal Information In this area you can use services to maintain and display your personal data ie Hill Default Unlock Persno Default Unlock Persno Personal Profile You can enter change or delete your personal data here for example addresses or bank details 4 Working Hours Inthe menu point Working Time you will be able to Record Working Hours Create Leave Requests Print Time Statements Timesheets Travel and Expenses Inthe area you can handle and process travel requests travel plans and expense reports Overview Traveler Work Center You can display and edit your travel requests travel plans and expense reports Create New Create Expense Report You can create or change expense
11. dresses are available to you in case you have questions or problems with the system Please do not directly contact administration employees but use instead these email addresses This way we can give you the best support we can Please always send us a screenshot and a detailed description of the problem or question you have This helps us a lot to analyse the problem and allows us to support you as quickly as we can Support for Timesheet Expense Reports and Login problems sap support de alten com Support for Absences hr de alten com Seite 27 27
12. e these buttons to navigate on your timesheet 1 01 Workflow und Prozessm 1 01 Workflow und Prozessm Seite 6 27 ALTEN Working times are to be recorded this way CO For client projects For non productive projects Example PRODO1 gt Productive Working Hours UNPRO1 gt Non billable hours TRAVO1 gt Billable Intercontract IC or UNTRO1 gt non billable travel times Should other activity types be relevant for you we will inform you separately Example Please always select a project which has an A Please always select a project which has B C or D in the middle for instance an N in the middle for instance z B AV1100A001 01 z B AV1120N001 01 Worklist click here to Import from Worklist see a list of the WBS Elements projects in which you can enter E AV1110B001 01 Workflow und Prozessmanagment work hours AV1110N001 01 Interne Schulung BU Matthias Habel AV1110N002 01 Externe Schulung BU Matthias Habel AV1110N003 01 Schulung Trainer BU Matthias Habel L Activity Type WBS Element Name AV1110N005 01 Non billable hours BU Matthias Habel AV1110N009 01 Technical support BU Matthias Habel After choosing a WBS Element click here to import it in your timesheet Timesheet ss For each line in your timesheet you must 2 esar hei 2 enter a Start and an EEE Rn PORES Template use this function End Time a to save your WBS Elements and activity types PRODO1 AV as a template
13. e day as for instance 12 day leave or 2 day time in lieu of flextime please be careful to avoid collisions with working hours Working hours 8 to 12 00 and 2 day leave 13 to 17 00 would for instance be correct Working hours 10 to 14 00 and day leave 13 to 17 00 would for instance be wrong because there is a collision from 13 to 14 00 Leave Request Time Be You will the get an overview with all the entered data Click on OK to confirm The request will be sent to your manager After your manager confirms your leave request you will get a confirmation per Email After entering all requested data click on Send Leave Request New Negative deduction from quota 02 Type of Leave Type ofLeave Time in Lieu of Flextime General Data Start Date 20 10 2015 End Date 20 10 2015 Absence hours 4 00 Processor Note Used Time Off Entitl from PDC 4 00 Hours No Seite 12 27 ALTEN Leave Overview Leave request was sent successfully v Leave Data Overview Show from 01 01 2015 ki Apply Actions Type of Leave Start Date gt End time Processor Document Status Absence hours Used en After clicking on OK you will 2 Leave 27 10 2015 be taken to your Leave 5 00 00 00 Engin Celik Sent 8 00 1 Days uu Time in Lieu of Flextime 20 10 2018 Overview Here you can see 5 12 00 00 Engin Celik Sent 4 00 4 Hours Leave 24082019 all your leve requests as well 00 00 00 Approved 120 00 15 Da
14. ezeichnung AV1110B001 01 Workflow und Prozessmanagment AV1110N001 01 Interne Schulung BU AV1110N002 01 Externe Schulung BU _AV1110N003 01 Schulung Trainer BU zu AV1110N005 01 Non billable hours BU Step 4 Select correct project for the cost assignment AV1110N009 01 Technical support BU Seite 17 27 ALTEN Cost Assignment for Trip New Entry Check Delete m Cost Assign Company Code Business Area Accounting Obje a 100 00 AVENTON GMBH v WBS Element 1110B001 01 cy Accept Accept and New Entry Check Delete Accept here lt Previous Ste Accept Save Draft Cost Assignment for Trip New Entry Check Delete im Cost Assign Company Code Business Area Accoun 100 00 AVENTON GMBH v WBS El And accept here again lt Previous Step Accept Save Draft Note The selection of a Cost Assignmet is extremely important If you enter a wrong project you manager will refuse the expense report and you will have to record it in the system again Your manager must check the cost assignment before confirming your expenses report Per Diems for Meals and Accommodations Per Diem Reimbursement for Meals v No of Deductions 0 Enter Deductions for Meals Per Diem Reimbursement for Accommodations If you are to receive Per Diem Reimbursements for your travel activate this checkbox here Mileage Total Distance 0 km Enter Mileage Per Diems for Meal
15. false project is chosen the travel expenses will be refused and must be corrected by the employee If projects are missing or you don t know which one to enter please contact the SAP Support Click on this Search Function Bezeichnung AV1110B001 01 Workflow und Prozessmanagment B AV1110N001 01 Interne Schulung BU Matthias Habel u AV1110N002 01 Externe Schulung BU Matthias H a AV1110N003 01 Schulung Trainer BU Matthias Habel AV1110N005 01 Non billable hours BU Matthias H AV1110N009 01 Technical support BU Matthias Habel for Administration Employees Business Managers Schema Non Consultant Trip the right Cost Center must be set as a cost assignment The Cost Center is set automatically by the system based on your Employee data This means you don t need to change the cost assignment in this case Seite 16 27 ALTEN 6 2 1 Example Expense Report for a Consultant Schema Consultant Trip Create Expense Report Employee Step 1 select Schema Consultant Trip and click on Start Schema Selection Schema Step 2 Enter General Data All General Data Start Date mandatory fields have a blue asterisk End Date T 18 00 for instance Start and End Dates Additional Information Reason Meeting with Client X for Engine Design Comment Step 3 Change Cost Assignment Cost Assignment Search PSP Element B
16. is responsible for its approval The conditions of normal leave requests also apply e Sickness the employee must inform without delay his manager and the personnel department per email to hr de alten com This also applies for sickness leaves during the working day The personnel department enters these absences in the system All other guidelines concerning sick days are to be asked to your manager e Special Leave special leaves must also be requested by the employee in ESS Their names start with SL for instance special leaves for marriage SL Marriage or for births SL Birth They must be requested at least 4 days before starting the leave and your manager is responsible for their approval Specific guidelines concerning special leaves are to be asked to your manager Type of Leave Description Start Date End Date Begin Time Leave w Business trip Leave 1 2 Day Unpaid Leave Time in Lieu of Flextime SL Death SL Marriage SL paid special leave SL Birth SL projectrel Relocation e Public holidays the function Public Holidays shows all public holidays that are valid in your case These are automatically present in the system and depend on your place of work Note For the days 24 12 and 31 12 request a full day of leave These days only have 4 hours of planed working time so in order to take them off the full 4 hours a request of a full day Leave instead of Leave 1 2 Day is needed 4 5 1
17. nnnnnnenn 27 Aventon GmbH Expense Report t c cccssscccccceseecceeceeeseceeesseeeeceeeseeueceeeeaeaeeeessseasecessssaeeeesssaageeeeseaas 27 Contact for Support and Questions u222200000000nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nun 27 Seite 2 27 ALTEN 1 Employee Self Service ESS Login and Training Starting 01 01 2016 the Employee Self Service ESS Portal will be available for all employees ESS is your new system for the following tasks record your working hours exception employees with trust based working hours request absences leave special Leaves etc enter expenses reports for business trips This manual describes the most important processes and steps to achieve these tasks 1 1 SAP Access Login and Password The links to access the System are ALTEN GmbH ALTEN Digital GmbH _https de alten com altenintern gt Click on SAP Aventon GmbH http aventon de unternehmen aventon intern 3 Your login is your current email address vnachname de alten com vorname nachname aventon de and your password is your current windows password Note for employees at client sites without access to the ALTEN network If you cannot access ESS from your client s network you must record your working hours from your home or with your smartphone Please let us know through sap support de alten com if this is the case We will try to request unblocking the portal access to the
18. nt meas unit Content Start time End time AV1110B001 01 Workflow und Prozessm AV1110B001 01 Workflow und Prozessm 2 Important News concerning the SAP GoLive for ALTEN GmbH 2 1 New Systems and Processes for you starting 01 01 2016 Working Hours and Expense Reports From the 01 01 2016 on PAST will no longer be available Please enter your working hours from 02 01 2016 on the SAP Employee Self Service ESS Employees with trust based working hours must not declare working times Your Travel Expenses Reports for business trips done from the 01 01 2016 on must also be entered in ESS Note Travel Expenses for Business Trips taking place in 2015 must still be recorded with the excel formular for travel costs and sent by post as currently done From the 01 01 2016 on the travel expenses will no longer be reimbursed together with your salary They will be transferred on regular intervals to your bank account 2 2 Migration of your approved Absences Leave Flextime from PAST into ESS All absences from PAST entered and approved until 31 12 2015 taking place until the end of january 2016 will be migrated into the new system These absences will be present in ESS Note All absences Leave Flextime which are not approved by your manager until 31 12 2015 must be requested in the new system ESS again This is also valid for approved absences in PAST from february 2016 on These must be entered again in ESS 2 3 Migration of Rem
19. oto Name Details Main bank Date of Birth Payee Bank name IBAN Addresses Pencil Change Communication Permanent residence Street Name Details City Telephone Number Private E Mail Address Private mobil number Private phone Trash Can Delete 6 Travel and Expenses In this section you will be able to declare all travel expenses that you paid yourself and that must be reimbursed If the company took charge of some costs for you for instance if they paid for a flight you must not enter this receipt The only exception are Hotels Even if those are booked and paid by the company you must enter a receipt of type Hotel with an amount of 0 00 This is needed so the system can calculate the per diem reimbursement for meals correctly Expense reports can only be entered in ESS up until two months after the project ended Note The Expense Reports must be printed signed and sent by post with all orginal receipts to the Accounting Department in Munich ALTEN GmbH Accounting Elsenheimerstra e 55 80687 Munchen 6 1 Overview of Expense Reports In the overview you will see all expense reports you have created Drafts or expense reports that are not yet approved can be selected in this list and then changed or deleted Always check the last Refresh Date down to the right on the list If you think some expense reports are missing in the list please try to refresh again before con
20. s and Accommodations Per Diem Reimbursement for Meals v No of Deductions 0 Enter Deductions for Meals If during your stay breakfast or other meals were taken care for please click here Per Diem Reimbursement for Accommodations Mileage Total Distance 0 km Enter Mileage Details Seite 18 27 ALTEN Previous Ster Accept Save Draft On the next screen please select the meals that were taken care for Generally it is the case for breakfast After checking the boxes klick on Accept Deductions for Meals Day of Week Date Breakfast Lunch Dinner Monday 28 09 2015 vV Tuesday 29 09 2015 vV LOI LAFL Te Step 5 click on Enter Receipts Here you can enter all the receipts that you paid during your travel lt Previous Step Enter Receipts 3 Receipts in This Expense Report Delete New Entry U No ency Receipt Date Step 6 click on New Entry you must do this for each Receipt Receipts in This Expense Report New Ent Copy Delete o No Status Expense Type Rdceipt Amount e Amount Step 7 Select the Expense Type Automobile Expenses a Breakfast Car Rental Enterntainment Exp intern Entertainment Exp extern Flight Hotel Miete Appartement Monthly Ticket Moving Costs Note Please enter a separate receipt for Hotel and Breakfast even if they figure both on the same invoice Please do not enter the total cost of
21. sh to take half a day of Time in Lieu of Flextime you must enter Begin and End Times To take one or several complete days off with Time in Lieu of Flextime it is enough to Enter Start and End Dates Leave Details Check Full days of Time in Lieu of Flextime If you request full days of time in lieu of flextime you do not need to enter begin and end times Just enter start and end dates The system will automatically calculate how many hours to deduce from your account Type of Leave Type of Leave Time in Lieu of Flextime Description Time in Lieu of Flextime General Data Start Date 20 10 2015 End Date 21 10 2015 Absence hours are calculated automatically Begin Time 00 00 End Time 00 00 Absence hours 16 00 Seite 11 27 Leave Details Type of Leave ALTEN Half days of Time in Lieu of Flextime If you request a half day of time in lieu of Type of Leave Time in Lieu of Flextime flextime you must enter begin and end Description Time in Lieu of Flextime General Data times For instance 8 to 12 00 Be very carefull to avoid collisions between work times and absences For instance for this absence 8 to 12 00 you must not enter Start Date 20 10 2015 work times from 8 to 12 00 End Date 20 10 2015 Begin Time 08 00 End Time 12 00 4 00 Note for absences during th
22. ss to Request Absences in ESS Leave days vacation non paid leave and special leave must be requested by administration employees in ESS Sick leave must be communicated to the Personnel Department and are recorded in the system exclusively by them Exceptions Administration Employees which must record working hours in ESS Following departments or contract types have an obligation to record working hours IT Department e Trainee e Intern Working students e Part Time employees Temporary employees Special arrangements if an administration employee has an overtime account 4 4 Recording of Travel Times In case you are allowed to enter travel times they are to be entered this way WBS Element Activity Type Name Example for the BU DG1200 DG1200A215 01 TRAVO1 Design DG1200N005 01 UNTRO1 Example Engine Non billable hours Definition Remarks Travel times allowed and billable Travel times allowed and non billable Seite 9 27 ALTEN 4 5 Absence Requests and Public Holidays e Leave must be requested by the employee in ESS The manager is responsible for the request approval The request must be sent at least 4 days before the leave starts The leave can only be taken if approved by the manager e Time in Lieu of Flextime this absence can be requested if enough overtime has been collected and if the employee has an overtime account It must be requested by the employee in ESS and the manager
23. sseeeeeeeeeeeeeeeeeeaeeeceeecaeeeeceeeeseeeseeeesseaeeeeeessaaseeeesssaaeeeees 8 WBS Elements available ccccccccccccssscceteeseceeceeeceeceeeeeeeeeeceeseeceessaecesseaeceeseaeceessaeecessaeeceesaeeeesaaeeeeeas 8 Recording of Working Times for Administration Employees with Trust Based Working Hours 9 Fe CORGINIG Ol Way Gl TIMES een een ee 9 Absence Requests and Public Holidays ccccccccccsesseeeeecaeeeeceeeeeeeeeceessaeeeeeeeessaaeeeseeseaseeeeesaaeeeeeeeaas 10 Create Leave Request ccccccsssscccccsseeceeccseeseceeesseaeceeeseeaeeeeeeeaeaseceeeseuaaeceessseaseceesssaaeceesesaaseseeesaageeeess 10 Print Time Statement if required by your client uuus4002400000n00nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnn nen 13 Personal PT TONIE scene aneignen E EE nen einen ee ween ecient een enE Ten eeH Haren een 13 TRAVELING Expenses prne genen nn enee nenne Teen ene Ten a EEE Ten een 14 Overview of Expense Reports ccccccccccsssseccceceesseceeeceeseeceeeseaseeeeeesauaeceeesseaeceeesseaeeeeessageeeesessageeeessaas 14 Create Expense Repdflsa una ee ee 15 Example Expense Report for a Consultant Schema Consultant Trip cccccccsesseeeeeeeeeeeeeeeeeeaeees 17 Example Monthly Ticket Expense Report for a Consultant uus2 u4u0s040nnne nennen nennen nnennnnnennnn nenne 22 Particular features or gaps between the companies uursunnaannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn
24. stination Click on Create Expense Report to open this window Please select the schema for your travel Non consultant Trip Trip for administration employees usually BMs Admin Recruiting IT Consultant Trip Trip for Consultants Engineers Consultants must ALWAYS select Marketing etc this schema Reason Please be precise and concrete on the reason of your business trip and also enter the client for which you are travelling This data is very important for the approval of your expense report by your manager Eventually per diem reimbursements if so stated in your project contract and mileages if you drove with your own car for this business trip Additional Information In the additional information it is important that you set the cost assignment as follows for Engineers Consultants Schema Consultant Trip that you select the correct Project also called WBS Element Usually this will be the WBS Element on which you enter most of your work hours If you currently have no client projects enter your Intercontract IC project The list of WBS Elements that you can use as a Cost Assignment is shown this way Seite 15 27 ALTEN Additional Information Reason Comment Click here to change the cost assignment Cost Assignment In this list select the project for which the travel was done This is very important for the approval of the trip If a
25. t Assignment Enter ltemization Check Copy Delete Seite 25 27 ALTEN Step 13 Review lt Previous Step Review gt Save Draft lt Previous Step Step 14 Save and Send for Approval Be very careful not to only save the Expense Report as a Draft by error Final Action Save Draft only want to save my expense report an Save and Send for Approval want to save my expense report and send confirm that all expenses were incurred by and on behalf of the company Create Expense Report 3 i Fe eneral Data Enter Receipts Review and Send Completed Employee Schema Consultant Step 15 The Expense Report was sent to your Manager for Approval Now you must display the Expense Report print it and send it with the original receipt in this case the monthly Ticket to Accounting in Munich lt Previous Ste Expense report 1020000250 was saved Display Expense Form Seite 26 27 ALTEN 7 Particular features or Gaps between Companies 7 1 Aventon GmbH Expense Report Before an Expense Report is created in ESS the employees must request an absence of type Business Trip for the planed duration of the trip This absence must be requested before the trips starts Only after your manager confirms this absence are you allowed to record an expense report in the system 8 Contact for Support and Questions The following email ad
26. tacting the support Seite 14 27 My Trips and Expenses All My Trips 33 All My Expense Reports 13 Pending Exp Reports 18 View Standard View v Create New Expense Report in Start Date 05 10 2015 19 10 2017 17 09 2015 23 09 2015 09 09 2015 01 09 2015 22 09 2015 26 11 2015 16 11 2015 15 10 2015 End Date 05 10 2015 19 10 2017 17 09 2015 23 09 2015 09 09 2015 01 09 2015 22 09 2015 28 11 2015 20 11 2015 30 10 2015 Destination M nchen Elsenheimerstrasse 55a Paris M nchen Elsenheimerstrasse 55a M nchen Elsenheimerstrasse 55a M nchen Elsenheimerstrasse 55a Miinchen Elsenheimerstrasse 55a 6 2 Create Expense Reports Reason Monatskarte Oktober 2015 Schulung ALTEN Change Query De Recommended Actions Change Travel Expense Report Change Travel Expense Report Change Travel Expense Report Change Approved Travel Expense Report Change Approved Travel Expense Report Change Approved Travel Expense Report You must create an expense report per business trip done If for instance an employee from Munich had a business trip in Stuttgart from 07 12 to 11 12 and then another business trip in Cologne from 14 12 to 18 12 he must create a separate expense report for each of these trips After clicking on Start you must enter the following data Create Expense Report Employee Schema Selection Schema Non Consultant Trip Consultant Trip e General Information e De
27. ts and N for non productive projects The company ID is defined as follows Company ID Company AL ALTEN GmbH AV Aventon GmbH DG ALTEN Digital GmbH 4 2 2 WBS Elements available Normally and if assigned to you on your worklist following WBS Elements will be available for you to record working hours Here is a table of examples for the Business Unit BU DG1200 Seite 8 27 WBS Element Activity Description Type German DG1200A215 01 PRODO1 Example Entwurf mit Catia V5 DG1200N001 01 UNPRO1 Interne Schulung DG1200N002 01 UNPRO1 Externe Schulung DG1200N003 0 1 UNPRO1 Schulung Trainer DG1200N004 01 UNPRO1 Intercontract DG1200N005 0 1 UNPRO1 Non billable hours DG1200N009 01 UNPRO1 Hours Technical Support ALTEN Definition Remarks Productive working hours You are trained by a colleague You are trained by an external person or institution Your train your colleagues You currently have no projects You are allowed to record up to your planed working time for a day and not more This is usually 8 hours if you have a work week of 40 hours lt was negotiated with the client that this work hours would not be billed If this is the case you will be informed on time Normally working hours used to support the writing of offers for clients 4 3 Recording of Working Times for Administration Employees with Trust Based Working Hours Employees with trust based working hours must not record working hours in ESS Proce
28. unich see Chapter 6 The sending of original receipts is extremely important No reimbursement of costs is possible without original receipts Seite 21 27 ALTEN 6 2 2 Example Monthly Ticket Expense Report for a Consultant You can record your expenses for a Monthly Ticket in ESS with the condition your project contract states that this expense is covered Follow this procedure to enter the Monthly Ticket in ESS Create Expense Report Employee Step 1 Schema Consultan Trip Schema Selection Schema Consultant Trip w Employee Schema Consultant Trip Enter Receipts gt Save Draft Step 2 Enter General Data Calendar of Trips Attachments 0 General Data Start Date 01 09 2015 ki 08 00 Departure from First Workplace w End Date 01 09 2015 7 08 01 Arrival at First Workplace v Destination Address Company M nchen 80687 Elsenheimerstrasse 55a Germany v Add Additional Destinations No destinations entered Enter Additional Destinations Additional Information Reason Monthly Travel Card September 2015 CH Comment Advances 0 00 European Euro Enter Advances Cost Assignment 0 00 Change Cost Assignment Per Diems for Meals and Accommodations Per Diem Reimbursement for Meals Per Diem Reimbursement for Accommodations Mileage Total Distance 0 km Enter Mileage Details Notes Start and End Date Please choose the first day of the month If another trip has alread
29. ust be complete at the latest on the second working day of the following month This deadline is very important for the invoicing processes gt If you have leave days at the end of the month please make sure to enter your working hours before you go on vacation Working hours with the exception of travel times of over 10 hours are not allowed Window after clicking on Record Working Time Record Working Times g Save Calendar Here you can choose the day for which you wish to enter work times v Calendar Time Accounts lt August 2015 September 2015 October 2015 gt Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su 31 27 28 29 30 31 FR 3 td 40 28 2930 1 2 ME 23456788 77 8 9 10011213 We 7 8 pon 3 10 1112 13 14 1546 14 HB 16 17 18 1920 42 12 13 14 15 16 17 18 34 17 18 19 20 21 22 23 39 21 22 23 24 25 2627 19 20 21 22 23 24 25 35 24 25 26 27 28 29 30 40 28 2930 1 2 3 4 44 26 27 28 29 30 31 1 3 M123 45 6 Ms 6 7 8 Ho 1 os Ss eae a es es a Legend with explananation of the different colours in Complete Non Working Day ei Holiday o Current Selection _ Today the calendar Timesheet Daily Weekly lt Previous Period Next Period gt Date 09 10 2015 Fr Apply D al Worklist Template Check Insert Row Activity Type WBS Element Rec bus process Hardware Name Int meas unit Content Start time End time 8 08 00 16 30 0 00 You can also us
30. y taken place on this day please choose the following available day on the month Two trips cannot take place in the system at the same time Adress Your place of work Per Diem Reimbursement for Meals This checkbox must not be checked Seite 22 27 Step 3 Change echte Cost Assignment nt for Accommodations ALTEN Cost Assignment for Trip Step 4 Use the TH Cost Assign Search Function to Business Area find your project Cost Assignment Table ru Sep EEE See Ort Step 5 for a Monthly Ticket choose the PSP Element Bezeichnung project where you usually enter most of your work times AV1110N001 01 AV1110N002 01 AV1110N003 01 AV1110N005 01 AV1110N009 01 AV1110B001 01 Workflow und Prozessmanagment Interne Schulung BU Externe Schulung BL Schulung Trainer BU Non billable hours BL Technical support BL Seite 23 27 ALTEN Cost Assignment for Trip New Entry Check Delete Step 6 click on Accept T Cost Assign Business Area yI cy Accept and New Entry Check Delete AV1110BQ8 lt Previous Step Accept Save Draft Check was successful Cost Assignment for Trip New Entry Check Delete 7 Cost Assign Company Code Business Area Au step 7 click on Accept again The Cost Assignment is now successfully set lt Previous Step Accept
31. ys as their status Leave 01 06 2015 015 00 00 00 Approved 72 00 9 Days Leave 04 03 2015 00 00 00 04 03 2015 00 00 00 Approved 8 00 1 Days gt Time Accounts Overview Time Account All Types v Show from 09 10 2015 Pr Apply Quota text Entitlement Entitlement Minus Planned Standard Leave On your Time Accounts Overview you can see 30 00 Days 4 00 Days your entitlements in the current year how many leave days you have left and your overtime if an account is activated for you 4 6 Print Time Statement if required by your client If required by the client you can print your Time Statement using this function v Working Time Time Statement gt Time Recording f Time Statement with Period Selection gt Leave Request amp Holidays You can display your working times abser At the end of the month and if your client requires it with this function you can print your timesheets and get them signed by the client v Time Statement Time Statement with Period Selection gt Personal Information gt Travel and Expenses 5 Personal Profile In this section you can check your Personal Data Address Bank Account Private Email Address etc and change it if needed Should there be incorrect information that you would like to change but are not able to please let us know through sap support de alten com Seite 13 27 ALTEN Personal Profile Personal Data Bank Information 3 Add Ph
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