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SAP HR Employee Self-Service

 Overview   |   Instructions for logging in   |   Instruction guides   |   Frequently Asked Questions   |   Demonstration videos

Overview

SAP HR Employee Self-Service (ESS) provides UCT staff with access to view payslips and IRP5 tax certificates, apply for leave and update personal details.  Ad hoc staff, paid-on-claim staff or those paid by a temp agency will unfortunately not have access to the service due to the temporary nature of their role.

Instructions for logging in to SAP HR Employee Self-Service (ESS)

  1. Open a web browser (e.g. Mozilla Firefox, Google Chrome, Microsoft Edge, Microsoft Internet Explorer).
    Note: SAP HR Employee Self-Service is available off-campus but is not yet available on mobile devices.
  2. Log in to SAP HR Employee Self-Service via https://sapprd.uct.ac.za/sap/bc/nwbc/ess.
    Note: You can also access Employee Self-Service via the HR website by using the Quick Links drop-down list (in the light purple bar on every web page) and selecting Log in to SAP HR Employee/Manager Self-Service (payslip, IRP5, online leave). You may need to allow browser pop-ups to use this option.
  3. If not already logged in to single sign-on, the UCT single sign-on page appears. If already logged in to single sign-on, the SAP Netweaver Business Client page immediately appears (see step 4).
    • In the User name field, enter your UCT staff number.
      Note: UCT staff number only, third party "T" accounts will not work.
    • In the Password field, enter your network password.
    • Click Sign in
  4. The SAP Netweaver Business Client page appears.

Instruction guides

Employee Self-Service quick reference guide Employee Self-Service guide
Manager Self-Service quick reference guide Manager Self-Service guide

Frequently Asked Questions

General
No. Question Answer
1. What is SAP HR Employee Self-Service? Employee Self-Service provides UCT staff members with web-based access to payslips, IRP5 tax forms, online leave and personal details. The service is available to T1 (≤ 2 years), T2 (2 - 5 years) and permanent staff.
2. I can't log in to SAP HR Employee Self-Service, what do I do?
  • If you are employed on an hourly paid / ad hoc / paid-on-claim basis or paid by a temp agency, then you will not have access to Employee Self-Service.
  • Employee Self-Service is not currently available on mobile devices.
  • Employee Self-Service will not be available during any SAP downtime (e.g. financial year end processing) and the ICTS monthly scheduled maintenance slots.
  • Ensure that you have correctly entered your staff number and network password, third party accounts ("T" numbers) will not work.
  • If your issue has not been resolved and you are still unable to log in, please contact the ICTS Helpdesk online, via email icts-helpdesk@uct.ac.za or on extension 4500.
3. How do I save the SAP HR Employee Self-Service web site as a favourite or bookmark in my web browser? Ensure that you create the favourite or bookmark once successfully logged in to Employee Self-Service while viewing the SAP Netweaver Business Client page.
4. Can I access SAP HR Employee Self-Service from off campus? Employee Self-Service is available off campus but will not be available during any SAP downtime (e.g. financial year end processing) and the ICTS monthly scheduled maintenance slots.
5. Can I use SAP HR Employee Self-Service on a mobile device? Employee Self-Service is not currently available on mobile devices.
6. Can I access SAP HR Employee Self-Service after I leave UCT? Unfortunately due to licence restrictions it will not be possible to access Employee Self-Service after you have left the employment of the University. Please save or download copies of any payslips or IRP5 forms you may require before you leave.
7. As a manager, how do I ensure new staff members are informed about and have access to SAP HR Employee Self-Service? All new T1 (≤ 2 years), T2 (2 - 5 years) and permanent staff members are informed via the appointment process that their payslips, IRP5 forms and online leave are accessed via Employee Self-Service. 

Induction checklists for academic and PASS staff contain all the required information for staff members to access Employee Self-Service. Managers can support this process by checking that their staff members have been informed.
8. I can't open the link to SAP HR Employee Self-Service from the Quick Links list on the HR website. How do I resolve this? The link to SAP HR ESS on the Quick Links list opens in a new window and some web browsers disable popup windows. Please change your browser popup settings to allow popup windows from UCT websites (*.uct.ac.za).
9. Why don't hourly paid / ad hoc / paid-on-claim staff have access to SAP HR Employee Self-Service? Due to the nature of the employment contract and the submission of hours after the completion of the work, these staff are often no longer on campus when the payslip is produced.
Personal Profile
No. Question Answer
1. The Personal Data page only displays my information, how do I change it? To change any of the information on this page, please complete the relevant section on the HR101 (Personal Details) form. Attach any required documents to the form and submit to Human Resources.
2. Why can’t I delete my private e-mail address? HR requires a private e-mail address to send your last IRP5 tax certificate should you leave UCT.
3. I have added/removed a spouse, why hasn’t my Marital status in the Personal Data section changed? The marital status must be changed by HR. Please complete the relevant section on the HR101 (Personal Details) form. Attach any required documents to the form (e.g. SA identity document, marriage certificate) and submit to Human Resources.
4. I have added/removed a family member (spouse, partner, child), will they be updated on my medical aid or as a beneficiary of the UCTRF (UCT Retirement Fund)? Additions, changes or removals of family members on Employee Self-Service are not passed to the Medical Aid or UCTRF Offices. Please ensure that you notify these sections of any applicable updates.
5. When trying to change my bank information I get an error message “Change in the payroll past not possible”. How do I change my bank information? The bank information record is locked for internal payroll processes. It is advisable to make bank changes between the 1st and 16th of the month.
6. Why can’t I delete my emergency contact? Human Resources requires staff members to list an emergency contact, therefore this information can only be updated with a new emergency contact.
7. At times when trying to update my bank information, I get an error message “System locked, as payroll is being finalised for the current month”. How do I proceed? At certain times of the month the system is locked for payroll finalisation, changes cannot be submitted until the system is unlocked.

Below is a list of planned 2019 dates when the system is likely to be locked for payroll finalisation:
January: 02h00 Monday 21 - 13h00 Tuesday 22
February 02h00 Tuesday 19 - 13h00 Wednesday 20
March: 02h00 Monday 18 - 13h00 Tuesday 19
April: 02h00 Wednesday 17 - 13h00 Thursday 18
May: 02h00 Monday 20 - 13h00 Tuesday 21
June: 02h00 Wednesday 19 - 13h00 Thursday 20
July: 02h00 Friday 19 - 13h00 Monday 22
August: 02h00 Monday 19 - 13h00 Tuesday 20
September: 02h00 Wednesday 18 - 13h00 Thursday 19
October: 02h00 Monday 21 - 13h00 Tuesday 22
November: 02h00 Tuesday 19 - 13h00 Wednesday 20
December: 02h00 Wednesday 18 - 13h00 Thursday 19
8. The Personal ID (Passports & Permits) section only displays my information, how do I change my passport and/or permit details? To change passport or permit details, please complete the relevant section on the HR101 (Personal Details) form. Attach any required documents to the form and submit to Human Resources.
9. The Additional Personal Data section only displays my Ethnic Origin and/or Naturalizatio information, how do I change these? To change your ethnic origin or naturalization information, please complete the relevant section on the HR101 (Personal Details) form. Attach any required documents to the form and submit to Human Resources.
Payslips and IRP5 certificates / forms
No. Question Answer
1. When will my payslip be available for viewing on SAP HR Employee Self-Service? Your payslip will be available two calendar days before pay day. Pay day is normally the 25th of the month, unless the 25th falls on a weekend or public holiday, then the previous working day is pay day.
2. How many payslips and IRP5 forms do I have access to on SAP HR Employee Self-Service? Employee Self-Service provides access to your payslips and IRP5 forms on a rolling 4 year period determined by the current month. E.g. If the last payslip was for February 2019 you will be able to view payslips as far back as March 2015.
3. How do I print a payslip or IRP5 form?
  1. Log in to SAP HR Employee Self-Service.
  2. Display the payslip or IRP5 form to be printed.
  3. Click the Print button e.g. print button image 1 print button image 2 print button image 3.
  4. Make the appropriate selections in the Print dialogue box and click the Print or OK button.
4. How do I save/download a payslip or IRP5 form?
  1. Log in to SAP HR Employee Self-Service.
  2. Display the payslip or IRP5 form to be saved.
  3. Click the Save or Download button e.g. save button image 1 save button image 2 save button image 3.
  4. When prompted, rename Form.pdf and save the file on your computer.
5. Why do my annual leave balances remain the same when looking at older payslips? The annual leave balances for compulsory and accumulative leave are the current balances available on SAP at the time you view the payslip in Employee Self-Service. When viewing older payslips the displayed leave balances will be the current balances and not the balances at the time the payslip was issued. If you wish to keep a record of your monthly leave balances, please save or download a copy of your payslip between pay day and the start of the month when the next leave accrual occurs.

Annual leave balances change on a regular basis, for example, applying for leave online reduces the balance, accrual of annual leave at the beginning at the of each month increases the balance.
6. How do I keep a history of my annual leave balance/s on my payslip? Save or download a copy of your payslip on pay day each month to provide a snapshot of your annual leave balance/s at that moment. Ensure that you save the payslip before the start of the following month when your annual leave balance/s will change due to the monthly accrual. If there are annual leave forms awaiting capture, these will affect your annual leave balance/s once captured by HR.
7. Why is my annual leave balance no longer on my payslip? When your department / faculty begins using Employee Self-Service for online leave, you will have a new payslip layout that no longer includes your annual leave balance/s. ESS online leave is currently available to most departments and faculties.
See: Question 3: How do I check my leave balances? in the Leave (Employee Self-Service) section below.
8. I'm using the Microsoft Edge browser on Windows 10 and my payslip/IRP5 isn't loading in the bottom of the screen. Please try using a different web browser such as Mozilla Firefox or Google Chrome.
9. How does the Human Resources department communicate pay-related messages? Some messages may be communicated via your payslip, please regularly check the Messages section on your payslip for messages sent only to you or for those of a more general nature sent to larger groups of staff.
10. My payslip for the current month has changed since I looked at it on pay day, my net pay has increased but I haven't yet received an additional payment in my bank account. Occasionally the Human Resources department runs a second pay run due to special circumstances, e.g. tax year end, increased volume of payments in an area of the university. Your monthly salary is paid as usual on pay day. The second pay run may result in an additional payment to you which will only reflect in your bank account on the last day of the month. At the time of the second pay run (before month end) your ESS payslip is updated in order to reflect your full monthly payment, including the additional payment.
11. I require an official UCT payslip, how can I get one? If a printed Employee Self-Service payslip is not acceptable, you may ask your HR Administrator to stamp your printed payslip to verify it.
Leave (Employee Self-Service)
No. Question Answer
For leave FAQs related to the manager role, see Manager Self-Service Leave.
1. Which leave types can be applied for using Employee Self-Service?
  • Sick leave (full pay and half pay)
  • PASS annual leave (full and half day)
  • Family responsibility leave
  • Parental leave (partner)
  • Parental leave (primary)
  • PASS study and examination leave (full and half day)
  • Time off in lieu of overtime
  • Special leave (maximum 15 days)
See: Full instructions for Creating a leave request in the Employee Self-Service guide or for a reminder, see the Employee Self-Service quick reference guide.

The leave types listed below will remain paper-based for the time being and should be applied for using the appropriate HR form:
  • Unpaid leave
  • Study & research leave (including contact leave and leave encashment)
  • Special leave (includes special leave with pay over 15 days, special leave without pay / with rights and special leave without pay / without rights)
  • Injury on duty
  • Unpaid sick leave
  • Absent without leave (AWOL)
  • Strike (paid and unpaid)
  • Long leave
2. Which types of leave can I see balances (accruals) for on Employee Self-Service? PASS staff will see balances for their compulsory annual leave, accumulative annual leave and study and examination leave (where applicable).

Academic staff will see the balance for their study & research and contact leave but will not be able to apply for this leave online; the HR141 form should continue to be used.

All staff will see family responsibility leave balances.

See: Full instructions for Viewing your leave requests and balances in the Employee Self-Service guide or for a reminder, see the Employee Self-Service quick reference guide.
3. How do I check my leave balances? Click Leave Overview or View Time Account Balances. The Time Account / Time Accounts Overview section appears with the Show on: date defaulting to the end of the current month.
For PASS staff annual leave balances, click Apply to see the latest balances displayed. Note: If Apply is not clicked, you may see a negative figure in the Balance column.

See: Full instructions for Viewing your leave requests and balances in the Employee Self-Service guide or for a reminder, see the Employee Self-Service quick reference guide.
4. Is my leave balance reduced when I submit the leave application or when the leave is approved? Your leave balance is immediately reduced on Employee Self-Service when you submit the leave application. Your leave balance on SAP HR is only reduced when your Manager approves the leave request. If you later delete the request or your Manager doesn’t approve it, the days will be added back to your leave balance.
5. How do I apply for annual leave in advance if the leave hasn’t yet accrued but will accrue by the time the leave starts? Discuss your leave plans with your manager to get approval in principle for the full period.  Apply for the leave on ESS now using as much leave as you currently have available, and then submit the remainder when you have earned it.
6. Can I apply for leave retrospectively / in the past? Yes, you can submit a leave request for a date in the past but as with any leave request it will be subject to Manager approval.
7. Which leave types require an attachment? Attachments are required for the following leave applications:
  • Sick leave: 3 days or more requires the attachment of a medical certificate.
  • Family responsibility leave for illness: A medical certificate must be attached when applying for day 3, 4 or 5 of your entitlement (T1 staff for day 3 of your entitlement). Check your current usage of family responsibility leave by clicking Leave Overview or View Time Account Balances.
  • Family responsibility leave in the case of death: A death certificate must be attached for any days taken from your 5 day entitlement (3 day entitlement for T1 staff).
  • Study and examination leave: Requires the attachment of original or certified copy of the examination timetable, or a letter from the institution outlining the examination process and/or dates, or an original letter from the lecturer/supervisor supporting leave in the case of written submission.
  • Parental leave (primary and partner): Attachment required in the form of a marriage certificate, declaration or affidavit, birth registration papers or adoption papers.
See: Full instructions for Creating a leave request in the Employee Self-Service guide or for a reminder, see the Employee Self-Service quick reference guide.
Explore the HR website for further information on leave for academic and PASS staff.
8. At times when submitting a leave application for the current month or a past date, I get an error message “System locked, as payroll is being finalised for current month”. How do I submit this leave request? At certain times of the month the system is locked for payroll finalisation. Leave applications for the current month or a past date cannot be submitted until the system is unlocked. Leave applications for dates in the following month onwards will not be affected when the system is locked and can be submitted.

Below is a list of planned 2019 dates when the system is likely to be locked for payroll finalisation:
January: 02h00 Monday 21 - 13h00 Tuesday 22
February 02h00 Tuesday 19 - 13h00 Wednesday 20
March: 02h00 Monday 18 - 13h00 Tuesday 19
April: 02h00 Wednesday 17 - 13h00 Thursday 18
May: 02h00 Monday 20 - 13h00 Tuesday 21
June: 02h00 Wednesday 19 - 13h00 Thursday 20
July: 02h00 Friday 19 - 13h00 Monday 22
August: 02h00 Monday 19 - 13h00 Tuesday 20
September: 02h00 Wednesday 18 - 13h00 Thursday 19
October: 02h00 Monday 21 - 13h00 Tuesday 22
November: 02h00 Tuesday 19 - 13h00 Wednesday 20
December: 02h00 Wednesday 18 - 13h00 Thursday 19
9. How can I view my previous leave taken / approved? Click Leave Overview to display your leave requests for the current year.

See: Full instructions for Viewing your leave requests and balances in the Employee Self-Service guide or for a reminder, see the Employee Self-Service quick reference guide.
10. How do I view my colleague’s absence days before I save my leave request in order to check our leave dates don’t clash? There is no need to submit a leave application at this stage but you do need to start the Create Leave Request process in order to view your team’s calendar. You will only be able to view team members within your organisational unit / team.

Click Create Leave Request and choose Team Calendar to view team member’s absences in the current month. To view a different period, change the month and year and click Apply.

See: Leave Request: Using the Team Calendar in the Employee Self-Service guide.
11. How do I know when my leave request has been processed by my Manager? You will receive an email from HR Online Leave informing you that your leave request has been processed. The content of the email will indicate the status of your leave request/s (e.g. approved) as well as an indication of the leave type and leave dates.
Leave (Manager Self-Service)
No. Question Answer
For leave FAQs related to the employee role, see Employee Self-Service Leave.
1. How do I know when I have leave requests to process in MSS? You will receive an email from HR Online Leave informing you that your worklist contains leave requests to process. The email identifies the staff member applying for the leave as well as the leave type and leave dates they are requesting. Leave requests that aren’t processed within 10 calendar days will be escalated to your Manager.

See: Full instructions for Reviewing and processing a leave request in the Manager Self-Service guide or for a reminder, see the Manager Self-Service quick reference guide.
2. How are my unit / team’s leave requests processed when I am away from the office or on leave? You can access Employee Self-Service from off campus using a computer. If you will be unable to access ESS / MSS while you are away, you should choose another Manager to act as a substitute for you. Leave requests that aren’t processed within 10 calendar days will be escalated to your Manager.

See: Adding a substitute manager and Changing or deleting an existing substitution in the Manager Self-Service guide. For a reminder of key procedures, see the Manager Self-Service quick reference guide
3. One of my team members is unable to create their own leave request on Employee Self-Service, what can I do to assist? As their Manager, you are able to create a leave request on their behalf and process it via your worklist. The staff member will receive email confirmation when you process the leave request.

See: Full instructions for Creating a leave request on behalf of a team member in the Manager Self-Service guide or for a reminder, see the Manager Self-Service quick reference guide.
4. How do I view a team member’s leave balances and previous leave requests? For staff members in your team / unit you can view additional information such as their leave requests, leave balances, birthdays and work anniversaries by using the Homepage Application for Manager Self-Services.

See: Viewing additional team information in the Manager Self-Service guide.
5. At times when processing a leave application for the current month or a past date, I get an error message “System locked, as payroll is being finalised for current month”. How do I process this leave request?

At certain times of the month the system is locked for payroll finalisation. Leave applications for the current month or a past date cannot be processed until the system is unlocked. Leave applications for dates in the following month onwards will not be affected when the system is locked and can be processed.

Below is a list of planned 2019 dates when the system is likely to be locked for payroll finalisation:

January:  02h00 Monday 21 - 13h00 Tuesday 22
February:  02h00 Tuesday 19 - 13h00 Wednesday 20
March: 02h00 Monday 18 - 13h00 Tuesday 19
April: 02h00 Wednesday 17 - 13h00 Thursday 18
May: 02h00 Monday 20 - 13h00 Tuesday 21
June: 02h00 Wednesday 19 - 13h00 Thursday 20
July: 02h00 Friday 19 - 13h00 Monday 22
August: 02h00 Monday 19 - 13h00 Tuesday 20
September: 02h00 Wednesday 18 - 13h00 Thursday 19
October: 02h00 Monday 21 - 13h00 Tuesday 22
November: 02h00 Tuesday 19 - 13h00 Wednesday 20
December: 02h00 Wednesday 18 - 13h00 Thursday 19

6. Certain windows in MSS won’t open in my web browser, how do I fix this? Some windows in MSS open as a pop-up, but many web browsers have a pop-up blocker enabled for your safety. You can change your web browser settings / options to exclude the ESS / MSS website from the pop-up blocker. When the pop-up blocker works, your browser may offer an easy way to add the website as an exclusion by either following instructions in an on-screen error message or by accessing your pop-up blocker settings in the top right of the browser. You can also do an internet search for browser specific instructions on adding exclusions to your pop-up blocker or perhaps contact the ICTS Helpdesk for assistance.

Demonstration videos

Employee Self-Service leave video Learn about online leave, creating leave requests, checking leave balances and viewing leave history.
Manager Self-Service leave video Learn about processing leave requests, substituting managers when away from work and viewing the team calendar.

Page last updated: 3 June 2019