I selected the Reset Password/New User link to get my password reset. How long does it take to get my password reset? It usually takes less than 1 minute. ESS will automatically send a temporary password to your email address. This is the email address maintained in ESS Personal Information. If you do not receive an email, contact your Human Resources (HR) office to confirm your email address. You might also want to check your junk email settings to ensure you have not blocked email from 'no-reply' or 'WaTech' .
My agency supports Single Sign On (SSO) and I'm logged on to my agency network. Why does ESS still prompt me for a Logon ID and Password? ESS requires your work email address to support Single Sign On (SSO). Your work email address includes '.wa.gov' and is provided to you by your agency. If you do not know your work email address, contact your Human Resources (HR) office.
How do I log off if I'm using Single Sign On (SSO)? I selected Log off () but I'm still logged on. If you are logged on using Single Sign On (SSO), close your browser window to log off.
When is my current earnings statement available in ESS? Your current earnings statement is posted two business days prior to payday.
Can I get my earnings statements for previous paydays? Available earnings statements include the previous twelve months. If you need earnings statements that are more than twelve months old, contact your payroll office.
Can I get my earnings statements after I leave state service? When you leave state service (for example, you resign or retire), you will still have access to your earnings statements in ESS for thirty days.
Why does my old address still show on my current earnings statement? I updated my address in ESS but it doesn't match the address on my current earnings statement. Use Personal Information to verify the effective date used for your address change. Address changes are not reflected on earnings statements immediately. For example, if you updated your address on the first day of the month (with an effective date of the second day of the month), your changes will show on your earnings statement after the next payday.
- Address changes made between the 1st and 15th of the month will be displayed on your earnings statement for the payday on the 25th day of the same month.
- Address changes made between the 16th and last day of the month will be displayed on your earnings statement for the payday on the 10th day of the next month.
Where do I get definitions for payments, deductions, and other information on my earnings statement? A sample earnings statement with definitions for each field (how to read your earnings statement) is available on http://watech.wa.gov/payroll. For more information, contact your Human Resources (HR) office or Payroll office.
How do I print my earnings statement? Use ESS to display your earnings statement. ESS will display your earnings statement using PDF (portable document format) so you can use standard print functions. For example, if you are using Internet Explorer (IE), select File and select Print.
Why is my permanent address required in ESS? Your permanent address information is used to determine eligibility for some of your employee benefits (for example, health care benefits). Use Personal Information to maintain your permanent address. You can update your permanent address but you cannot delete it.
Is a mailing address required in ESS? No. Use Personal Information to maintain your mailing address if it is different than your permanent address. You can update and/or delete your mailing address.
When I update my address in ESS, does it also update other systems? ESS automatically updates the central payroll system (Human Resource Management System). HRMS will send updates for your permanent and mailing address to the Health Care Authority (HCA) and to the Department of Retirement Systems (DRS) after the next payday. Contact your Human Resources (HR) office if you require an immediate address change for HCA or DRS.
When I submit a leave request, is it automatically routed to my supervisor for approval? Yes. ESS automatically routes your request to your supervisor for approval. ESS also sends an email notification to your supervisor.
How do I know if my supervisor has approved my leave request? ESS automatically updates your leave request status. Use Show Overview of Leave or Show Calendar to display the status of your leave requests. ESS also sends an email notification to you when a supervisor approves or rejects your leave request.
I have a new supervisor. How do I change a leave request that was approved by my previous supervisor? Request the change as you normally would using Submit a Leave Request. ESS will automatically route the change to your new supervisor for approval.
How do I add a time stamp to a leave request? Use the note for approver field on your leave request. The time stamp will be displayed in the note for approver field after you submit your leave request.
I'm on a 24/7 work schedule. Do I need to submit a separate leave request for each day of leave? Yes. Employees on a 24/7 work schedule always need to submit a separate leave request for each day of leave.
My work schedule is 10:00pm to 7:00am. I'm planning to take vacation leave from 10:00pm to 2:00am. Do I need to submit two leave requests? Yes. You need to submit a separate leave request for each day of leave because your work schedule crosses over two days (10:00pm to 11:59pm and 12:00am to 2:00am).
Can a Personal Holiday be split into hours and taken on multiple days? Under certain circumstances, employees may be allowed to split their personal holiday. Reference WAC Section 357-31-070 (Holidays and Leave/Washington Administrative Code). Contact your Human Resources (HR) office for more information.
Can I submit a leave request if it exceeds my scheduled hours? ESS verifies your scheduled hours and will display an error message if you try to submit a request that exceeds your scheduled hours. For example, ESS will display an error message if your scheduled daily hours are M-F 8am-5pm (8 hours scheduled with 1 hour break) and you try to submit a request for 10 hours.
I used Show Time Account to display my leave balances. What's the difference between Entitlement hours and Remainder hours? Entitlement includes your balances up to and including the current day (this includes leave earned since the last payroll cycle). Remainder includes your leave requests that have been submitted for approval, including future dated leave requests.
Why doesn't my Personal Holiday-Shift show up on my leave balances? If you have already used your Personal Holiday-Shift, it will not be displayed because the balance would be zero. ESS will display your leave balance if it is greater than zero.
Can I submit a leave request if it exceeds my available leave balance? ESS verifies your leave balances and will display an error message if you try to submit a request that exceeds your available balance. For example, ESS will display an error message if you have 38 hours available for vacation leave and try to submit a request for 40 hours vacation leave. Use Show Time Account to review your leave balances before you submit a request.
My leave balance shows that I have vacation leave available but I get an error message. Why can't I submit my request? You might be trying to submit a leave request that exceeds your leave balance as of a specific date. For example, your leave balance on February 27 shows that you have 8 hours of vacation leave available and you try to submit a vacation leave request for February 9. You might get an error message because the 8 hours of vacation leave became available to you based on accruals that happened after February 9. If your available vacation leave balance was less than 8 hours on February 9, ESS will not let you submit the request because you had not yet earned (accrued) enough vacation leave.
Why are my leave balances in ESS different than my leave balances on my earnings statement? ESS will display your current balances and your earnings statement will display your balances based on a specific payroll cycle.
When do the monthly accruals appear in ESS? Accruals will be available the morning of day two during a payroll cycle. For more information about leave accruals (including dependencies on the eighty-hour requirement), reference WA Chapter 357-31 (Holidays and Leave/Washington Administrative Code). Payroll calendar/schedule information is available as a quick link from hr.wa.gov.
How often does ESS send email notifications? ESS email notifications for leave requests are scheduled to run every hour starting on the half hour. If you do not receive an email, use Personal Information to verify your email address. You might also want to check your junk mail settings to ensure you have not blocked email from 'TIDALSAP' .
Under what circumstances will I receive an email notification? ESS will send email notification if there is new leave request status during the hour.
|If this happens||ESS will send an email notification to|
You submit a leave request.
Your supervisor. For example, your supervisor will receive one email if you submit two leave requests during the hour.
Your request is approved or rejected.
|You. For example, you will receive one email if your supervisor approves multiple leave requests for you during the hour.|
|Supervisor/Manager submits a leave request on behalf of an employee who directly reports to them.||Supervisor. This is the supervisor of the employee (direct report).|
|Supervisor/Manager submits a leave request on behalf of an employee who reports to a supervisor who reports to them.||
Supervisor. This is the supervisor of the employee (direct report). If you are approving leave requests on behalf of a supervisor who reports to you, remember to log on to ESS to monitor leave requests (you will not receive ESS email notification for employees who report to a supervisor who reports to you).
An employee recently transferred into my team. How do I display their leave requests from their previous team? Use Submit/Approve on Behalf of my Employee to display their leave history.
Where is the team calendar? Use Approve/Reject Leave Requests to display a team calendar.
An employee on my team is out of the office and unable to submit a leave request. Can I submit a leave request on their behalf? Use Submit/Approve on Behalf of my Employee to submit the request.
How do I change or delete a leave request on behalf of an employee? Use Submit/Approve on Behalf of my Employee if you need to change or delete a leave request on behalf of employees who report to you (direct reports) or employees who report to a supervisor who reports to you. Instead of submitting a new request for the employee, select Show Overview of Leave then select the leave request that you need to change or delete.
A supervisor on my team is out of the office and unable to approve a leave request for an employee on their team. Can I approve the leave request on their behalf? Use Submit/Approve on Behalf of my Employee to approve or reject the request.
I am going to be out of the office and unable to approve leave for my team. Can I use ESS to delegate someone else to approve leave in my absence? The delegation process is automated based on your organizational structure. For example, your supervisor or manager automatically has access to submit/approve leave on your behalf. For more information about your organizational structure, contact your Human Resources (HR) office.
Does someone in my agency have access to all of the leave requests and related information in ESS? It depends on your organizational structure. Usually, the agency director and their executive assistant will be setup to access all of the leave request information across the agency. For more information about your organizational structure in ESS, contact your Human Resources (HR) office.
What is ESS? Employee Self Service (ESS) is a secure, password-protected, on-line portal for employees who are paid through the State of Washington central payroll system (Human Resource Management System). ESS is not available for employees of higher education institutions because they manage their own payroll systems.
- Display and print your earnings statements.
- Maintain your permanent address, mailing address, email address, telephone/contact numbers and emergency contact information.
- If your agency has implemented the Leave Request feature, you can also use ESS to manage leave requests and display your leave balances.
What is ESS Leave? Employee Self Service (ESS) includes an optional leave request feature. You can use ESS to manage leave requests and display your leave balances if your agency has implemented the leave request feature.
- Employees can display their leave balances, leave request history, and manage their leave requests. Leave requests are automatically routed to a supervisor for approval.
- Supervisors can also display team calendars and manage leave approval processes for their teams. Approval status is automatically updated for the employee.
- Agencies using ESS leave have significantly reduced their paperwork and shortened the turn-around time for leave approval processes. Approved leave requests are automatically posted to HRMS. Some agency payroll offices have reported up to a 67% reduction for time needed to input leave into HRMS after they implemented ESS leave.
Is there a quick video or eLearning available to learn more about ESS? A quick video is available on YouTube. The video includes voice and closed-captioning with examples to walk you through basic steps to log on and use some of the ESS Leave features.
What if I don't have access to a computer or the internet? Contact your Human Resources (HR) office. For example, most agencies provide alternate paper-based forms and processes to help ensure address, telephone, and emergency contact information is updated.