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SAP HR Employee Self-Service

SAP HR Employee Self-Service

Launch SAP HR Employee Self-Service

Overview

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

Instructions for viewing your electronic payslip or IRP5

  1. Open a web browser (e.g. Internet Explorer, Mozilla Firefox, Google Chrome, Apple Safari).
    Note: SAP HR Employee Self-Service is available off-campus but is not yet available on mobile devices.
  2. Log on to SAP HR Employee Self-Service (via UCT single sign-on).
    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 View your payslip or IRP5 on SAP HR ESS.
  3. On the UCT single sign-on screen, log on using your UCT staff number and network password (staff number only, third party "T" accounts will not work). If already logged on to single sign-on, the SAP Business Client page immediately appears.
  4. The SAP Business Client page appears.
    • To view a payslip, click Salary Statement.
    • To view an IRP5, click IRP5 form. Once the page has loaded, select the appropriate tax year using the drop-down list

Frequently Asked Questions

No. Question Answer
1. What is SAP HR Employee Self-Service? Employee Self-Service provides web-based access to certain staff information stored on SAP HR, such as payslips and IRP5 forms. The service is available to T1 (≤ 2 years), T2 (2 - 5 years) and permanent staff.
2. I can't log on to SAP HR Employee Self-Service to view my payslip, what do I do?
  • If you are employed on an hourly paid / ad hoc / paid-on-claim basis or from 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 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 on, please contact the ICTS Helpdesk 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 on to Employee Self-Service while viewing the SAP Business Client page.
4. When will my payslip be available for viewing on SAP HR Employee Self-Service? 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. Your payslip will be available two calendar days before pay day.
5. 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 current month is November 2016 you will be able to view payslips as far back as December 2012.
6. How do I print a payslip or IRP5 form? In Internet Explorer:
  1. Log on to SAP HR Employee Self-Service.
  2. Display the payslip or IRP5 form to be printed.
  3. Hover your mouse over the payslip or IRP5 form until the Adobe toolbar appears at the top of the document.
  4. Click Internet Explorer print button image Print.
  5. In the Print dialogue box, make the appropriate printing selections and click Print.
In Mozilla Firefox:
  1. Log on to SAP HR Employee Self-Service.
  2. Display the payslip or IRP5 form to be printed.
  3. Click Firefox print button image Print.
  4. In the Print dialogue box, make the appropriate printing selections and click OK.
In Google Chrome:
  1. Log on to SAP HR Employee Self-Service.
  2. Display the payslip or IRP5 form to be printed.
  3. Click Chrome print button image Print.
  4. In the Print dialogue box, make the appropriate printing selections and click Print.
7. How do I save/download a payslip or IRP5 form? In Internet Explorer
  1. Log on to SAP HR Employee Self-Service.
  2. Display the payslip or IRP5 form to be saved.
  3. Hover your mouse over the payslip or IRP5 form until the Adobe toolbar appears at the top of the document.
  4. Click Adobe save button image Save a copy.
  5. In the Save a Copy dialogue box, select the location to save the payslip or IRP5 form and change the File name if required.
  6. Click Save.
In Mozilla Firefox:
  1. Log on to SAP HR Employee Self-Service.
  2. Display the payslip or IRP5 form to be saved.
  3. Click Firefox download button image Download.
  4. In the Opening dialogue box, make the appropriate selection (either open with Adobe Acrobat or save the file).
  5. Click OK.
In Google Chrome:
  1. Log on to SAP HR Employee Self-Service.
  2. Display the payslip or IRP5 form to be saved.
  3. Click Chrome download button image Download.
  4. In the Save As dialogue box, select the location to save the payslip or IRP5 form and change the File name if required.
  5. Click Save.
8. Can I access SAP HR Employee Self-Service from off campus? Employee Self-Service is available off campus but will not be available during the ICTS monthly scheduled maintenance slots.
9. Can I use SAP HR Employee Self-Service on a mobile device? Employee Self-Service is not currently available on mobile devices.
10. 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.
11. As a Line 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 their appointment letters that their payslips and IRP5 forms are available on Employee Self-Service.

Induction checklists for academic and PASS staff contain all the required information for staff members to access their payslips and IRP5 forms. Line Managers can support this process by checking that their staff members have been informed.
12. 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, when leave forms are captured the balance is reduced, when annual leave is accrued at the beginning of each month the balance is increased.
13. How do I keep a history of my annual leave balance/s? 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.
14. How does the Human Resources department communicate pay-related messages? Some messages may be communicated via your payslip, please regularly check the Messages section at the bottom of your payslip for messages sent only to you or for those of a more general nature sent to larger groups of staff.
15. I'm using Windows (Internet Explorer) and can't open the link to SAP HR Employee Self-Service from the Quick Links list on the HR website, the page just refreshes. How do I resolve this? The link to SAP HR ESS on the Quick Links list opens in a new window and sometimes Internet Explorer disables popup windows. Please try changing your pop-up settings using the instructions below.
  1. Click IE Tools button image Tools in the top right and choose Internet Options.
  2. The Internet Options dialogue appears, select the Privacy tab.
  3. Locate the Pop-up Blocker section towards the bottom of the tab and click Settings.
  4. The Pop-up Blocker Settings dialogue box appears.
  5. In the Address of website to allow field, enter *.uct.ac.za and click Add.
  6. Click Close.
  7. The Internet Options dialogue box reappears, click OK.
  8. Close Internet Explorer and re-open. Try accessing SAP HR ESS via the Quick Links on the HR website, it should now open in a new window.
16. I'm using a Mac and can't open the link to SAP HR ESS 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 Safari may have disabled popup windows. Please change your Safari security preferences to enable popup windows.
17. 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.
18. 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.

Page last updated: 24 March 2017