HRMIS - External

1 1 HRMIS External 03/04/20 HRMIS - External Employee Self Service and Manager Self Service functions are available via HRMIS - External . HRMIS - External may not be accessible during periods of maintenance or essential processing, and will be advised via a sign on message. Maintenance can occur as required or during the ICT scheduled change window for Department of Education online services. For more information see Understand HRMIS access and availability. For HRMIS Processing Issues: Contact Payroll Services: Ikon Ph: 9264 8383 Email: For HRMIS Access issues: Contact the ICT Customer Service Centre Raise a support request via Ikon Contact Metro: 9264 5555 or Regional: 1800 012 828 Login to HRMIS - External via IKON Navigate to Login using your Single Sign-On details Login to the HRMIS using your Single Sign on details again.

2 NOTE: CYP users log directly into HRMIS . PLEASE NOTE: The following HR Transactions are available in HRMIS - External . All other HR processes must be completed while logged on to a Department Network. Eg. Bank Details and form uploads. 2 HRMIS External 03/04/20 News and Notifications tile .. 3 Vaccinations Tile .. 4 Upload Exemption .. 5 Payslip and Payment Summary tile .. 6 View a Payslip .. 6 View an Electronic Payment Summary .. 8 Absences and Timesheets tile .. 9 Request Absence .. 9 View Requests .. 9 Absence Balances.

3 10 Absence Yearly Calendar .. 10 Home and Mailing Address tile .. 11 Personal Details tile .. 12 Contact Details .. 12 13 Emergency Contacts .. 14 Diversity .. 14 Professional Profile tile .. 15 Professional Learning .. 15 Qualifications .. 15 Job Summary .. 15 Claims tile .. 16 Motor Vehicle Allowance .. 16 Travel Allowance .. 16 Transactions available through Manager Self Service - External .. 17 Approvals .. 17 Absences and Timesheets .. 17 Direct Reports .. 17 Staff Placements .. 18 Online Payroll Certification .. 18 Run and view reports.

4 18 Manage Delegations .. 19 Payment Processing .. 19 Cost Centre Manager .. 19 Approvals .. 20 Motor Vehicle Allowance .. 20 Travel Allowance .. 20 Transactions available through Employee Self Service - External 3 HRMIS External 03/04/20 News and Notifications tile The News and Notifications tile contains all the HR Notifications and Newsletters. Also viewable through the Notifications Flag Number indicates how many notifications are currently unread. 4 HRMIS External 03/04/20 Vaccinations Tile The State Government has announced mandatory vaccination will apply to certain occupations.

5 This includes staff: Working in schools (including Statewide Services located at 33 Giles Avenue, Padbury Working a community kindergarten Working in boarding or residential facilities To add a vaccination, begin by clicking Add Vaccination button Select Vaccine in the drop down, or click the Vaccine Exempted: Option of Covid-19 only available Continue Enter Vaccination Date (1st dose if registering, or second dose if both completed) Manufacturer: Dose: 1st or 2nd: 5 HRMIS External 03/04/20 Click on Add Attachment to upload your pdf, jpeg or png file.)

6 Once Upload Complete click done. Click the declaration check box. Click Save Upload Exemption To add a vaccination, begin by clicking Add Vaccination button From the Drop down, select COVID-19 Vaccine Check Vaccine Exempted check box Click Continue Select temporary or ongoing exemption. If the exemption is temporary, add the end-date of the exemption. Authority is defaulted to the Chief Health Officer Click on Add Attachment to upload your pdf, jpeg or png file. Once Upload Complete click done. Click the declaration check box.

7 Click Save 6 HRMIS External 03/04/20 Payslip and Payment Summary tile The Payslip and Payment Summary tile provides access to the last 6 Payslips and the last 3 Payment Summaries. View a Payslip Click on the Payslip and Payment Summary The search results will display the last 6 payment dates, with the latest pay date at the top. Select the required pay date by clicking the row. 7 HRMIS External 03/04/20 The selected payslip will display with a button at the bottom. A payslip will need to emailed to obtain a printable option.

8 NOTE: Only finalised pays can be emailed. On mobile devices, the mobile-friendly version of the payslips is used. Previous payslips can be viewed by using the filter and changing the dates. 8 HRMIS External 03/04/20 View an Electronic Payment Summary Click on the Payslip and Payment Summary A list of confirmed payment summaries organised by financial year displays. Click the View button to view the payment summary for relevant Tax Year or Click Email to email the payment summary to your preferred email address.

9 On Mobile devices, Email will be your only option. 9 HRMIS External 03/04/20 Absences and Timesheets tile The Absences and Timesheets tile through Self-Service allows users to Request a new Absence, view all requests, view Absence Balances, view absences through the Absence Yearly Calendar and My Timesheets (where applicable). Request Absence Requests workflow to your online manager. View Requests View current and historical leave requests and bookings and their approval status. 10 HRMIS External 03/04/20 Absence Balances View current leave balances.

10 Absence Yearly Calendar Displays leave in calendar format. 11 HRMIS External 03/04/20 Home and Mailing Address tile Add or update home and mailing addresses. **Address updates are not available on small form factor devices such as mobile phones. Click on Home and Mailing address tile To update or add a new address click the Edit icon Change As Of date defaults to today s date. Change this date as required. A past or future date can be used. Enter the street number and name, the predictive field will show a list of possible addresses.