SAP HR Employee Self-Service (ESS)
UCT HR Employee Self-Service (ESS) provides UCT staff with access to leave, payslips, IRP5 tax certificates and some 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.
Logging in to HR Employee Self-Service (ESS)
- Open a web browser (e.g. Google Chrome, Mozilla Firefox, Microsoft Edge).
- Log in to HR Employee Self-Service via https://sapfiori.uct.ac.za.
Note: You can also access HR Employee Self-Service via the HR website by clicking Login to HR Employee Self-Service in the light purple bar.
- If not already logged in, the UCT sign in page appears. If already logged in, the Home page immediately appears (see step 4).
- In the Staff/ student number field, enter your 8-digit 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
- In the Staff/ student number field, enter your 8-digit UCT staff number.
- The Home page appears.
- To view a payslip, click My Paystubs.
- To view an IRP5 tax certificate, click My Tax Certificate.
- For leave requests:
- Either create leave requests, view leave requests or view leave balances by clicking My Leave Requests. View either the Employee Self-Service quick reference guide or for detailed instructions, the Employee Self-Service guide.
- Or if you are manager, process leave requests by clicking My Inbox. View either the Employee Self-Service quick reference guide for managers or for detailed instructions, the Employee Self-Service guide for managers.
- To view or update your personal information, click My Personal Data, My Addresses, My Family Members or My Communication Data. View either the Employee Self-Service quick reference guide or for detailed instructions, the Employee Self-Service guide.
|Employee Self-Service quick reference guide||Employee Self-Service guide|
|Employee Self-Service quick reference guide for managers||Employee Self-Service guide for managers|
|1.||What is HR Employee Self-Service?||Employee Self-Service provides UCT staff members with web-based access to payslips, IRP5 tax certificates, 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 HR Employee Self-Service, what do I do?||
|3.||How do I save the 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 Home page.|
|4.||Can I access 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 HR Employee Self-Service on a mobile device?||Yes, Employee Self-Service is available on mobile devices via a web browser|
|6.||Can I access 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 tax certificates you may require before you leave.|
|7.||As a manager, how do I ensure new staff members are informed about and have access to HR Employee Self-Service?||All new T1 (≤ 2 years), T2 (2 - 5 years) and permanent staff members are automatically given access to Employee Self-Service to view payslips, view IRP5 tax certificates, update personal information and work with leave requests.
Managers can ensure that their staff members are aware of the HR Employee Self-Service page on the HR website.
|8.||Why don't hourly paid / ad hoc / paid-on-claim staff have access to 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. Payslips are emailed to this group of staff|
|1.||The My Personal Data page only displays my information; how do I change it?||To change any of the information on this page, please complete the HR101 (Personal Details) 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 My Personal Data section changed?||The marital status must be changed by HR. Please complete the HR101 (Personal Details) form 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 on. Please ensure that you notify Discovery Health / Kaelo Primary Healthcare or the UCT Retirement Fund of any changes.|
|5.||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.|
|1.||When will my payslip be available for viewing on 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 tax certificates do I have access to on HR Employee Self-Service?||Employee Self-Service provides access to your payslips on a rolling 4-year period determined by the current month. E.g. If the current payslip is November 2021, you will be able to view payslips as far back as December 2017. IRP5 tax certificates (issued by UCT) are available for the last 5 years.|
|3.||How do I download/ print a payslip or IRP5 tax certificate?||
Instructions for downloading or printing are included in the Employee Self-Service guide:Viewing an IRP5 tax certificate
|4.||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.|
|5.||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 to reflect your full monthly payment, including the additional payment.|
|See also: Leave (managers).|
|1.||Which leave types can be applied for using Employee Self-Service?||
The leave types listed below should be applied for using the appropriate HR form:
|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 and sick leave balances.
See: Full instructions for Viewing leave 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 My Leave Requests.
See: Full instructions for Viewing your leave 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:
Explore the HR website for further information on leave for academic and PASS staff.
|8||How do I apply for annual leave on 24 December?||As 24 December is a half working day, apply for a half day annual leave. If 24 December is part of a larger annual leave request, ESS will automatically deduct a half day annual leave for that day.|
|9.||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.
See: Employee Self-Service error messages in the Employee Self-Service guide.
|10.||How can I view my previous leave taken / approved?||Click My Leave Requests to display your leave requests for the current year.
See: Full instructions for Viewing, changing or deleting leave requests in the Employee Self-Service guide or for a reminder, see the Employee Self-Service quick reference guide.
|11.||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?||Click My Team Calendar to view team member absences in the current week.
See: Using the team calendar in the Employee Self-Service guide.
|12.||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 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.|
|See also: Leave (employees).|
|1.||How do I know when I have leave requests to process?||You will receive an email from HR Online Leave. 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 Employee Self-Service guide for managers or for a reminder, see the Employee Self-Service quick reference guide for managers.
|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. If you can’t access ESS 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 planned manager substitution in the Employee Self-Service guide for managers. For a reminder of key procedures, see the Employee Self-Service quick reference guide for managers.
|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 can create a leave request on their behalf and process it via your ESS Inbox. 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 Employee Self-Service guide for managers or for a reminder, see the Employee Self-Service quick reference guide for managers.
|4.||How do I view a team member’s leave balances and previous leave requests?||Click My Leave Requests and switch to the team member using the Act on behalf of another employee option on the bottom right of the page.|
|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.
Employee Self-Service leave: Learn about online leave, creating leave requests, checking leave balances and viewing leave history (10 minutes).
Page last updated: 24 November 2021