NEW ESS USER MANUAL

Serial Topics Page

Numbers Numbers

1 Home Page 2

2 Introduction 9

3 Profile Page 11

4 Time & Attendance Menu 18

5 Leaves Menu 27

6 Payroll 32

7 Income Tax 41

8 Team Menu 43

9 Tickets Menu 49

10 Approval Inbox Menu 50

 Home Page
The Home Page consists of the Dashboard section where the information of the company that
are to be communicated to the employees via the management corner, HR corner etc.
Similarly, if there are any particular news to be inform to the employee, the news section can
be use. All the important dates of other employees, such as birthdays, anniversary work etc.
can be use as Reminders. Polls, Surveys, any Questionnaires, etc. can be displayed on the
Dashboard.
All the dashboard features are set and manage by the Admin. On right- top of the screen, the
notification tab consists of all the necessary details that the employee has to be notify. We
will look in detail all the features of the dashboard one by one below.

1. Date and Time

As the name, suggests, the Date and Time window displays the systems Date and
Time, so the employee is aware of the time and date for any activity in ESS Portal.
2. Thought for the Day

Any motivational quotes in the morning can boost up the employee’s psychological
mindset, which can make their performance more effective. Therefore, the Admin can
set such quotes in the Thought for the day, so the employees can read as soon logins
the ESS portal.

3. Jokes

Laugh is the best medicine to relief the stress, so here some jokes can make the
employees smile in the morning to make the day fresh and productive, the Admin can
set such jokes on the dashboard so the employees can read it.

4. All Reminders

The All Reminders window displays the important dates such as Birthdays, Work
Anniversary, Probations, Any exits, etc. of all the employees working in an
organization, so the colleagues (or) teammates can plan such events and surprise you.
In the window, a drop-down filter is provided so you can select the desired type of
event and results will be filtered in the window. Also, a small “SAVE” icon is provided
beside the filter option, so you can save the event type and whenever you login into
the ESS portal, by default the filter will be visible on the screen.
5. Management Corner
Any Notice (or) important information that needs to be conveyed to the employees
can be set in the management corner by the Admin user, so all the employees are
aware of it in one go.
6. Look In
The Look In window shows the hierarchy level of the team, it provides you the details
of the employees working under you and above you. The filter options are provided,
so that the employees can select the desired filter to check the details. For example;
the “Reporting Heads” filter will show you your reporting manager details; the
“Subordinates” filter will show you your employees working under you; the
“Department Heads” will display the details of the all the departments and its head in
an organization and in the similar way for the “Branch Heads” filter and so on.

7. To Do List

The to Do List is an important feature provided on the Dashboard; the employees can
set up the tasks and activities in the window performing in a day/week (or) month,
this will be helpful to improve the tasks and project timelines efficiency and
performance. The employees can add the Description, Details, Date, and Time along
with the Alarm- minutes before the event with a desired color.

To add the tasks in To Do List, follow the below steps –

1. Click on the “Add Task” button; add the tasks in the Description fields and
Save It.
2. If you want to add more details for the tasks, click on the “Show More”
option, other filed will be visible such as Details, Date, Time and set up
Alarm i.e. the application will notify you
8. HR Corner

The HR Corner window displays the information that needs to be conveyed to the
employees on behalf of the HR disciplinary (or) any events, etc. The Admin has the
access to set up such details in the dashboard.
9. Company and Employee Documents
The Company Document windows displays the company related information
documents such as Leaves Policy, Attendance Policy, Outfit policy, etc. The employee
just have to click on the respective option and can view the details. In the similar way,
if there is any employee related documents during onboarding it will be display in the
Employee Document window.

10. Bookmarks

The Bookmarks window is a useful tool on the dashboard to save all the quick links that
will be use on frequent basis (or) later on. The employees can easily add (or) edit the
bookmarks and just click on it and it will be redirect to the page.

To add the links in the Bookmarks, follow the below steps –

1. Click on the “Add New Bookmark” button; add the “Title” and it’s respective
“URL” in the given field and click on the Save button.
2. In the similar way, if want to edit the added Bookmarks, select the record
and click on the edit button, do the changes and Save it.
12. Factual Questions

The Admin can set up some factual questions on the dashboard for the employees to
answer them, this can create awareness about the mindset of the employees, which
will be helpful to understand them and act upon it. In the similar way, the admin can
set up Polls, Surveys, etc. for the employees and employees has to answer them.
 Introduction
The Sensys ESS module is an one-stop effective solution for the all the employee’s needs
working in an organization, basically its an Employee self-service portal, which allows the
employees to access their own respective profile details and company provided features such
as managing Leaves and Attendance details, Timesheets where the employees can manage
the time and activities for the projects, Monthly Payslips and other documents can be viewed,
Reimbursements to claim any expenses, Loans can be applied, Travel requests can be
generated for any company visits, Training programs can be scheduled, Performance
Management System to track and improve the employees performances and targets, Tickets
creation option for any queries (or) issues to report, Exit management, etc. all these can be
managed with a workflow system and role based access control.

Other features such as News, Announcements, Surveys, Polls, Birthdays and Anniversary
reminders, Quotes, Team details, etc. are available on the dashboard and managed by Admin.
The user interface is vibrant and very ease to use for the employees, multiple themes available
to make it more attractive as per need; we will look all the features of ESS module in detail
into this user guide.

In order to begin with the ESS module, the employee has to login into the application, as it is
a web application so a link, company code, username and password will be provided to the
employees by the Admin user. The employee should have a good internet connectivity and
web browser installed on the desktop, laptop (or) mobile to access the ESS application.

Logging into the ESS Application

To login into the ESS application, follow the below steps –

1. Open the web browser, copy the provided link and paste on the search bar tab.
2. Once the page opens as shown in below image -Figure 1, select ESS option from the
drop down menu; enter the provided Company Code, then User Name and Password
followed by the click on the LOGIN button.
3. If the credentials entered is correct, it will redirected to the Dashboard page of the
ESS Module, else the system will pop-up with an “Invalid Login Credential” message.
4. In case the employee forgets the password, then there is an option as “Forget
Password” just click on that, an auto-generated password/code will be delivered to you
on your company registered email id. Use that code as a password, login and reset it
with your new password, and confirm it.
Understanding the sidebar

The side menu bar consists of the multiple modules, which have separate functionalities;
based on the organization adopted modules it will be visible to the employees on their ESS
portal. Let us look in detail all the modules one by one in the below pages,

In the ESS application, multiple modules have been provided in order to meet all the needs
of the organization and its employees related to managing profile, attendance and leaves,
travel and claims, training programs, performance management, timesheets and many more.
 Profile menu
In the Profile menu, the employee can view all their information in detail, submitted to the
organization. The profiles menu is bifurcated into section so it ease for the employees to check
the desired data, also the employee can edit the details if found something wrong (or) convey
to the admin the same. The workflows can be set, so based on the modified details submitted;
the admin/ hr. can approve the information and update the profile menu. The Profile menu
consists of General Information section, Employment Information section, Documents section,
Letters section, Assets section and Profile History.

1. General Information

Important Dates: Displays the dates of the events occurring for the employees.
1. Birth Date: Shows the date of birth of the employee.
2. Joining Date: Shows the date of joining in the organization.
3. Probation Date: If the employee is under probation period then that date will be
shown.
4. Trainee Date: If the employee is under training period then that date will be
shown.
5. Confirmation Date: when the employee gets permanent then that date will be
shown.
6. Scheduled Exit Date: It shows the date when the employees will be exited in
future.
7. Exit Date: It shows the date when the employees is exited from organization.
8. Personal Information: Displays the personal information of the employees
9. Personal Email Id: Shows the personal email id of the employee.
10. Blood Group: Shows the blood group of the employee.
11. Marital Status: Shows the marriage status of the employee.
12. Current Address: Shows the current address information of the employee.
13. Permanent Address: Shows the permanent address information of the employee

14. Bank Details: Displays the bank account information of the employees

15. Bank Name: Shows the bank name of the employee where the salary will be credited.
16. Payment Mode: Mode of the Payment i.e. Bank/ Cash/ Cheque.
17. Bank Account Number: Shows the bank account number of the employee
18. Transfer Ratio: Shows the transfer ratio of payment i.e. if two banks then 60-40 as
such.

19. KYC Details: Displays the document related information of the employee.
20. KYC Type: Shows the type of document of the employee submitted to organization.
21. Document Number: Displays the unique number of the respective document.
22. Expiry Date: Shows the expiry date of the respective document.
 In the similar way, other information are bifurcated into sections,

23. Qualification: Displays the educational qualification of the employee.

24. Skills: Displays the skills related information of the employee.

25. Family Member: Displays the family related information of the employee.

26. Hobbies: Displays the hobbies of the employee.

27. Achievement: Displays the achievements related information of the employee.

28. Work Experience: Displays the total work experience related information of the
employee.

29. Visa: Displays the visa information of the employee.

30. Insurance: Displays the insurance related information of the employees if taken any.

31. Vaccination: Displays the vaccination information of the employee i.e. covid (or) any.

Tip: If any information is found incorrect then the employee can approach to the admin for
rectification (or) if edit access if provided then the employee itself can do the changes and
submit for the approvals, so admin can verify and update it. The edit button can be found at
the right top corner of the information window.

2. Employment Information

The employment related information will be displayed in the grid such as PF details,
Pensions, ESIC applicable (or) not, PF applicable (or) not, the employee’s Branch,
Department, Grade, Designation, Division, Contracts (if any), etc
3. Documents

The employees has the option to upload the documents in the portal, so whenever it is
required the documents can be download (or) viewed. There are multiple attachment types
provided in the filter so it’s feasible for the employees to upload and access the documents.

To upload the documents, follow the below steps –

32. Go to the “Documents” tab, a blank screen with an “Add” button will be visible.

33. Click on the “Add” button, below screen will be visible, enter the Attachment Name*,
select the Attachment Type; enter the Description, click on the Attach Files option and upload
the file.
34. The employees has the option to store in the zip format, just tick on the option, once
it is done, click on the “Submit” button
Tip: To remove the documents, click on the “Cancel” button, enter the “Remarks” and click
on the “Submit” button.

4. Letters

The Letters section will display the letters allocated to the employee such as Offer Letters,
Application Letters, Promotion/ Increment Letters, Bonus Letter, etc. The employee can click
on the desired letter and view the letters, also the employee can download the letters. The
Letters are allocate by the Admin (or) HR to the employees, the employees can only view (or)
download the letters.

5. Assets

The Assets section will display the details of the company assets allocated to the employee
such as Laptops, Mobile, Headphones, etc. Also, it shows the details of the assets that have
been returned to the company. Two tabs has been provided “Asset Issued” and “Asset
Returned” where the details can be viewed respectively
6. Profile History

The Profile History shows the logs of the data submitted for the approval process, the tabs
and the filters has been provided to bifurcate the data. Basically, the modifications which
needs to be made in the Profile menu are done by the employee and submitted to the Admin/
HR for approving the data.

The tabs details are as follows,

1. Submitted- The profile details submitted to the Admin for the approval process.
2. Accepted- The profile details accepted by the Admin in the approval process.
3. Rejected- The profile details rejected by the Admin in the approval process.
4. Cancelled- The profile details submitted are later cancelled by the employee
 Time and Attendance Menu
The Time and Attendance module will be useful for the employees to keep the track of their
daily IN/OUT punches/attendance along with the date and time details. Features such as
Attendance Mark In/Out, Roster details, List of Holidays, Time log details, applying the OD
applications, printing the attendance details and many more…..let us look in detail below all
the features.

1. Attendance Mark In and Mark Out

The employees can mark their attendance in their portal itself, just by one click.

To mark the attendance in the ESS portal, follow the below steps –
1. Go to the “Time and Attendance” menu, a window will as shown in the image.
2. Tick on the box in left up corner, the Mark button will appear to mark the In Time and
subsequently Out Time.
3. Once clicked, it will show the Date, Time, and Type of Punch.

2. Roster Details

The employees can view their day (or) weekly roster details in the Roster window.

The window will display the Shift Name, Shift Timings, the Break Timings, etc. Also, to view
the more details, click on the Hamburger icon in the top corner, you can ‘view” (or) “print”
the attendance roster details
 1. View Attendance Roster
In the View Attendance Roster, the employee can view their roster details in the Time
Table format, where the Date Range filter can be selected, if the shifts have been
assigned the same will be viewed in the date window (or) if the access is provided for
the employees to select the Shifts from the drop down, it can be done too and submit
for the approval

2. Print Attendance Roster

In the Print Attendance Roster, the employee can print the roster details (or) export
in the pdf format and save in the disk drive

To print the attendance roster details, click on the print option, side shown window will
appear, select the “month” and click on the “Print” button. The data will load on the
page either “Export” in pdf (or) “Print the details
 3. Calendar
The Calendar window graphically display the details of the employee’s Present Days, Absent
Days, any Half Days, Holidays list, Shift details, On Duty submissions and acceptance, Week
Offs, Late Marks, Early departure, Punch In and Out time, etc. The employees can click on
the dates to apply directly for the any Attendance (or) Shift Regularization
Multiple color representation provided to identify the attendance type and the count i.e.
Present Days highlighted in the Green color, Absent Days in the Red color, Unpaid Leaves i.e.
LWP in the Yellow color and similarly, different type of attendance will display a color, so it’s
easy to identify for the employees.

The employees can click on the “View Holiday List” option and details of the holidays will be
displayed on the screen as shown in the below image
 1. Attendance Application

In the Attendance application window, the employee has the option to generate the
On-Duty applications in case if the employee missed the working hour punches, if
employee wants to apply for the Weekly Offs, any OT hours to be added, Shift related
regularizations, etc. There are multiple tabs available to bifurcate the data, the
employee can view (or) print the details of the applications…let us see in detail all the
functionalities.

1. All record – will show all the applications that has been accepted, submitted,
cancelled, etc.
2. Submitted – will show all the attendance applications submitted for the approval
process.
3. Accepted – will show all the attendance applications accepted after the approval
process.
4. Rejected - will show all the attendance applications rejected by the reporting head.
5. Cancelled – will show all the attendance applications cancelled by the employee only.
6. New Application – to create a new attendance regularization (or) shift application.

2. New Application
In the New Application, the employee can create the attendance application; a window will
appear where the fields will available to enter the details.

To create the attendance application, follow the below steps –

1. Click on the “New Application” tab (or) directly on the date of Calendar; a window will
open to enter the required details.
2. “Application Date” will appear by default system’s date, select the Application Type i.e.
Attendance Regularization (or) Shift Regularization.
3. Select the respective type of the regularization
4. Attendance Regularization: In this type, the employee has the multiple options/
reasons to select such as On Duty, On Training, forget to punch, etc. to get paid for the
day in case the attendance is not recorded, the details are as follows,
5. On Duty: if the employee not able to do the attendance punch for the day due to field
visits/ WFH (or) any, then On Duty option can be selected.
6. Forget to Punch Card: if the employee has missed the day punch but was present in
the office, so this option can be selected.
7. Short Leave: If the employee wants to take a short leave then this reason can be
selected.
8. OT Hours: if the employee has worked any overtime then this reason can be selected.
9. Weekly Off: if the employee wants a week-off for the day then this reason can be
selected.

10. Shift Regularization: It is similar to the Attendance Regularization; just here, the
employee has to select the Shifts from the drop-down list i.e. shifts created by the admin as
per the organization needs will be visible in the list
 11. Select the “Day Basis” (or) “Time Basis” to apply the OD for the whole (or) to
apply the OD on hour basis respectively.
12. If the application is for the full day, then do not tick the “First Half” (or) “Second Half”
option and if it is for the half day then tick one of the options.

13. Enter the “Reason” and “Remarks”, so the approver will be able to know the reason
behind the application.
14. In the “CC to Email ID” you can keep the email id of the person you want to mail the
application, by default the reporting manager will get the mail if configured else if want to
mail someone else keep their email id in the CC.
15. Once done, click on the “Submit” button.
16. View the Attendance Punch logs in the side window, the date range filter and print
option provided, so it can be printed (or) downloaded in the pdf format.
Examples
An on-Duty application submitted for the approval process.
An On Duty application accepted by the Reporting head.

An On Duty application rejected by the Reporting head

3. Attendance Log

The Attendance Log window in the bottom, will display the time log details of the
employee for the date range selected, “Date”, “In Time”, “Out Time”, “Facility No”. i.e.
from Area where the attendance is captured such Office no. (or) Warehouse, “Record
Type” i.e. the attendance captured from machine (or) manually uploaded.

Tip: To view the time logs in more detail such as Hardware and its Type i.e. In Punch (or)
Out punch, Record Type, etc. click on the “Show Timelog” button.
 Leaves Menu
The Leaves module will be helpful for an employee to manage all the types of leaves allocated
by the company such as Privileged leave, Casual leave, Sick leave, Compensatory leave,
Optional leave, etc. along with that the details of Leave Balance, Opening Balance, Yearly
Credits, Utilized, Balance, Pending and Net count can be viewed. The employees can apply
for the leave applications, download (or) print the leaves register, etc.

1. Leave Details

Employees can view the details and count of the leaves allocated to him/her; the graphical
representation of the leaves makes ease for the employee to track it.

1. Year Filter: The leaves allocated to the employee for the year will be visible, so
if any previous year leaves details want to check then employee can choose the
year from the filter option.
 2. Total: Displays the total leave count allocated to the employee, if it is monthly
incremental leaves then the count will be increase subsequently.

3. Utilized: Displays the total count of leaves used till date with respect to the year.

4. Balance: Displays the total count of leaves unutilized till date with respect to
the year.

5. Pending: Displays total count of the leave submitted for approval process but
still not approved yet by the reporting head.

6. Encashment: Displays the total count of leaves encashed in the monthly salary.

7. Adjustment: Displays the total count of leaves adjusted till date.

8. Net: Displays the total count of leaves available to the employee for utilization.

Tip: To check the leaves in more detailed way, click on the “Show Leave Details”.

1. Show Leave Details

In the Show Leave Details option, the employee can check the leaves in more detailed view
where the monthly (or) yearly credits and balances count, sanctioned and utilized count,
approvals and pending counts, etc. will be displayed.

9. Attendance Year – will show year range filter from the employee’s Date of Joining Year.
10. Leave Type – will show all leave types in the filer available in the organization.
11. Opening Balance – will show the leaves credited from previous years closing balance.
12. Yearly Credit – will show the leaves credited to the employee for the year.
13. Monthly Credit – will show the leaves credited to the employee for the month.
14. Total Leaves available – will show the total leaves credited to the employee.
15. Less: Total Leave Enjoyed – will show the leaves utilized by the employee.
16. Less: Sanctioned Unaccounted Leave – will show the leaves that has been accepted
by the Reporting Manager, but it is not been considered in attendance summary of that
respective payroll month.
17. Balance Leaves – will show the leave pending for the utilization.
18. Less: Pending Approval for Leave Applications – will show the leaves pending for
approval.
19. Net Leave Balance – will show the total count of balance leaves.
20. The monthly bifurcation has been provided where the employees can
view the details of a particular leave credited, utilized, adjusted, encashed,
submitted, sanctioned, etc

2. Print Leave Register

In the Print Leave Register option, the employee can print the ledger details (or) export
in the pdf format and save in the disk drive, just click on the print leave register option
and a table view format as shown in the below image. Select from the drop down
option i.e. PDF (or) Word format and click on the “Open” button, then save (or) print
the data.
 Abbreviations shown on the report:

CL – Casual Leave
PL – Privileged Leave
SL – Sick Leave
COL – Compensatory Leave
ABS – Absent
LWP – Leave Without Pay i.e. unpaid leaves.

Note: The Calender view is same as provided in the Time and Attendance module, hence not
repeating in the Leaves module.

3. Leave Application

In the Leave application window, the employee has the option to generate the Leave
applications in case if the employee wants to take a paid holiday i.e. casual leave, sick
leave (or) any other. There are multiple tabs available to bifurcate the data, the
employee can view (or) print the details of the leave applications.
 1. All record – will show all the applications that has been accepted, submitted, cancelled,
etc.
2. Submitted – will show all the leave applications submitted for the approval process.
3. Accepted – will show all the leave applications accepted after the approval process.
4. Rejected - will show all the leave applications rejected by the reporting head.
5. Cancelled – will show all the leave applications cancelled by the employee only.
6. New Application – to create a new leave application.

4. New Application

In the New Application, the employee can create the leave application; a window will
appear where the fields will be available to enter the details.

To create the attendance application, follow the below steps –

1. Click on the “New Application” tab (or) directly on the date of Calendar; a window will
open to enter the required details.
2. “Application Date” will appear by default system’s date, select the Application Type i.e.
Leave Application (or) Leave Adjustment (or) Leave Encashment.
3. Select the respective type of the leave based on point 2 selection
4. If the leave application is for the full day, then do not tick the “First Half” (or) “Second
Half” option and if it is for the half day then tick one of the option.
5. Enter the “Reason” and “Remarks”, so the approver will be able to know the reason
behind the application.
6. In the “CC To Email ID” you can keep the email id of the person you want to mail the
application, by default the reporting manager will get the mail if configured else if want
to mail someone else keep their email id in the CC.
7. Once done, click on the “Submit” button.

Note: In the leave encashment, point no 4 will not be there, instead there will be count field
where the employee can enter the number of days to be encashed.
 Payroll menu
The Payroll menu shows all the related payroll activities of an employee. The payroll section
is the option, where the employee can view Personal payroll related information, access it and
keeps monthly track on certain details of the same. There are submenus available as well,
such as payroll, income tax, reimbursement, loan application and PF reports. The basic
requirement from an ESS portal with the Payroll section is the visibility of Salary Slip in their
portal and the income tax related tax calculations.

1. Payroll

In the Payroll section, the employees can view their monthly pay slips and salary related
details.
To navigate to the Payroll Submenu, follow the steps given below –
1. Click on the Payroll option, from the menu.
2. From the drop-down menu, select the Payroll Submenu.
3.
A new window will appear, with three payroll related options, Monthly Payslips,
Salary Register and CTC Details

To view monthly Payslip, follow the below steps –

1. Select the desired month for which the Payslip is to be viewed.
2. The payment name will be by default selected as “Monthly Salary”.
3. Click on Show Monthly Payslip.
4. A new small window will appear with the Payslip details.

This slip can be viewed in PDF as well, and downloaded by clicking on the Format select option
on the top right
To view Salary Register–
1. Select the desired month for which the Salary Register is to be viewed
2. The payment name will be by default selected as “Monthly Salary”.
3. Select the month from and to from the drop down.
4. Click on Show Details and a new report with the register details will be visible.

2. Reimbursement

If the employee has gone to a company assigned task, and the employee has spent money
his own money, then as per certain rules and policies set by the company, the employee is
eligible to claim the amount spent, this can be achieved using the reimbursement section.

To navigate to Reimbursement option, follow the steps given below –

1. Click on the Payroll option, from the menu.
2. From the drop-down menu, select the Reimbursement option.
3. A new Window will appear, with basic widgets and details.
4. Select the Period of Reimbursement Cycle from the Reimbursement with Balance List
Drop down.

5. As per the details configured by the admin user, the details will be visible to the
employee user against each active expense heads as well

6. On Clicking more… option, it will be redirected to a new window, with all the details
necessary for the employee to know about that particular expense.
7. The next section of the screen shows all the tracking details of the reimbursement
forms of the employee.
8. All Records: The total number of records submitted by the employee, as well as the
ones approved and rejected. The records will be visible in the grid, based on the application
number denoted at the top left of the form. (E.g. #1, #2).
9. Submitted: All the records under the Submitted Tab, which have not been approved
or rejected are visible here. The preview of the submitted application can be seen. Also the
application can be cancelled by the user as well.
10. Approved: All the records that are approved after submission are visible on this widget.
The Approved application can be then printed out if needed.
11. Rejected: All the records that are rejected after submission are visible here. This type
of application can be copied, and a new application can be made.
12. Cancelled: All the records cancelled by the employee, before submission are visible in
this option.
13. New Application: A new pop up will appear for the employee, to add a new
reimbursement request.

14. In the new form, the application number can be seen on the top of the screen along
with the Application Date.
15. Salary Head is the drop-down option, against which the reimbursement is to be
applied.
16. View Details Tab, shows the details of the selected Salary Head, and the opening
balance, yearly credit, Total Sanction Amount etc., in a new pop up window.
1. In the original Form, Total Claimed Amount: The amount that the employee has to
claim total for this particular expense head.
2. Advance Amount: In this option, the advance amount is to be entered if the employee
has taken, particularly.
3. Claimed Amount: The Amount that is the difference between the total claimed and the
advance amount, which is the amount that the employee is to be reimbursed for. It is
auto calculated.
4. Reimbursement Year: The year for which this reimbursement is to be recorded this is
an auto populated record for the current year, in the drop-down option, the year can
be changed as well.
5. TDS Year: The TDS year, which is auto, populated as per the current year.
6. Remarks: If there are any remarks to be made against this record then it can be
entered here
7. Attachment: A separate provision is been made for the attachment of records as well.
By, clicking on Add a new pop up will be visible.
8. In this pop up, the file can be attached, saved with a description as needed. An
attachment name is to be added against the record

Once the details are entered, it can be submitted to the manager for approval process.
Kindly note, the policies and the types of reimbursement are managed by the admin
user, and the changes in the process done accordingly for the employee to fill the
form.
3. Loan Application

Certain companies provide their employees with an option to get loans through the company
policies, for that purpose the ESS portal allows the employee to request for the Loan as well.
This can be done through the Loan Application Tab. The employees will maintain the records
of all the loans accepted, rejected etc., and keep a track of the pending loans as well.

To navigate Loan Application option, follow the steps given below –

1. Click on the Payroll option, from the menu.
2. From the drop down menu, select the Loan Application option.
3. A new Window will appear, with Pending and All loans Details.
 4. Pending Loans: The Records of all the pending loans to be completed, will be visible
here.
5. All Loans: Details of all the loans combined in one screen will be visible.
6. The next section of the screen, shows all the tracking details of the Loan Application
forms of the employee.
7. All Records: The total number of records submitted by the employee, as well as the
ones approved and rejected. The records will be visible in the grid, based on the application
dates denoted at the top right of the form.
8. Submitted: All the records under the Submitted Tab, which have not been approved
(or) rejected, are visible here. The preview of the submitted application can be seen. Also,
the application can be cancelled by the user as well.
9. Approved: All the records that are approved after submission are visible on this widget.
The Approved application can be then printed out if needed.
10. Rejected: All the records that are rejected after submission are visible here.
11. Cancelled: All the records cancelled by the employee, before submission are visible in
this option.
12. Apply For Loan: A new pop up will appear for the employee, to add a new Loan request

13. Form Fields:

i.Loan Application Date: It will be shown as the current date of request.
ii.Loan Type: The types of loan, created by the Admin user for the employee to select will be
visible here. (E.g. Medical Loan, Education loan, Home loan etc.).
iii.Loan Amount: The amount that the complete loan is consisted of. This amount is the total
amount the employee has to borrow as loan.
iv.Loan Principal Installment: The amount of principal installment to be recovered every month.
This has to be entered by the employee specifically after discussion with the respective teams.
v.Calculate loan Schedule: Once the Loan Amount and the Loan Principal Installment amount
is entered, the system will calculate the schedule for each month, and the installment amounts
will also be reflected in the grid below.
vi.Loan Tenure: This field is auto calculated, based on the loan amount and the Loan Principal
Installment amount, after the schedule is generated. If one of the two values is changed, and
the Schedule is created again the value of the tenure will also change.
vii.Start Recovery From: is the option, to select the recovery period of the Loan Installments. If
the employee wants to change the option for the request purpose, that can be done as well.
Depending on which the loan months will also change in the schedule.
Kindly note: If there are any changes made in the options above, Calculate Loan
Schedule option is to be selected, only then the employee will be able to Submit the
application

viii. Month wise installment grid, the same can be printed out as well for
reference.
 The next two grids, shows the details and the basic components of the selected loan type.
The Admin users set the field under this section and the same is reflected in the form creation
grid.
ix.Interest details such as the Interest Type, Interest rate, interest recovery method, interest
on closing balance etc., are pre-defined based on the policies set by the company, against
the selected Loan type.

xi. Once the details have been entered, and the schedule has been created,
the employee can submit the application to the manager login, and the
workflow request for the loan application of the employee, has been
initiated.
 Income Tax
The next option under the payroll section is income tax, as we all know; income tax is a very
big routine of all the employees in the organization. That is why special emphasis is provided
on the Income tax option in the HRMThread ESS login.

To navigate to Income Tax option, follow the steps given below –

1. Click on the Payroll option, from the menu.

2. From the drop-down menu, select the Income Tax option.
3. A new Window will appear, with the Income Tax filling details

1. TDS Year: The period for which the Income Tax calculations are to be made.
2. Consider Reimbursement Limit: Maximum Allowed Bills and actual bills, is the setting
in which the reimbursement limit is to be calculated. One of the two options is to be
selected.
3. Consider Investments: Declared investments and Actual Investments are the two
options, given for this purpose. On the basis of the selected option the Investments
calculation for tax purposes will be calculated.
4. Projected basis: The Projected Basis report provides the details of the combined
Earnings and Deduction Pay Head values, which are considered for Income Tax
Employee wise. It provides the tax calculation for the entire year, that is by considering
the actual number of months of which salary is processed & balance number of months
left in that particular financial year.
5. Actual Basis: Similar to Projected Basis, in this report, the generated option shows the
actual tax liability based on the actual number of months for which salary is processed.
actual tax calculation, based on the set parameters as selected.
6. The next section of the screen, shows all the tracking details of the Tax returns forms
of the employee.
1. All Records: The total number of records submitted by the employee, as well
as the ones approved and rejected. The records will be visible in the grid, based
on the application dates denoted at the top right of the form.
2. Submitted: All the records under the Submitted Tab, which have not been
approved or rejected are visible here. The preview of the submitted application
can be seen. Also, the application can be deleted by the user as well. We have
provided the option to print the record as well to Print 12BB.
3. Approved: All the records that are approved after submission are visible on this
widget. The Approved application can be then printed out if needed.
 4. Rejected: All the records that are rejected after submission are visible here.
5. Cancelled: All the records cancelled by the employee, before submission are
visible in this option.
6. New application: A new pop up will appear for employee, to add a new request.

i.The TDS Year, will be pre-selected, according to the current year.

ii.In Declaration Basis Tab: Select the type of basis, actual or projected.
iii.The Tax regime is predefined as well, based on the new and old option the details are to be
calculated for calculation purpose.
iv.Each declaration is defined separately to be entered in respective form.
v.The details of the declarations can be entered in the forms provided below. Each option is
based on the policies and regulations set by the government as per the Tax Policies.
vi.Scan copies of supporting documents can also be attached against each declaration.
vii.Once the declarations are entered, the employee can click on the “Show Tax Projection Based
on Below Declaration” option for the output.
viii.Once the declarations are done, click on the Submit, for the declarations to be submitted
ix.This will initiate the workflow for the approval process of the declarations

Note: The TDS Declarations policies are defined as per the Government norms, so the TDS process here
also gets updated with new policies as such
 Team menu
Team menu helps the Manager to keep a track on the employees Attendance, Leave
Applications and other Relevant Report helps the manager to view and manage all the
employees within the team. The Manager can search for a specific team member by accessing
the search box, can view all the exit employees by enabling the “Show Exit” checkbox, can
view the Attendance Roster of an employee and can view or change the shift.
To navigate to Teams menu, follow the steps given below –
1. From the menu option click on Teams section.
2. A window will appear with some team details.
3. Search Team Members
4. “Click” on “Search” and mention the employee’s name whom you want to search from
the list of employees.
5. “Click” on the “Show Exit Employees” checkbox to search for the employees who have
exited from the organization.
6. “Click” on the Employee name to view the employee’s profile.
7. "View” the employee details by visiting the employee’s profile.
8. Click” on the “Hamburger Icon” next to the employee’s name to view the employee’s
9. View Attendance Roster – To View the attendance shift and time of attendance of
the employees.
10. “Click” on the “View Attendance Roster” to view the attendance details of the
employee.
11. The representation provided on the right signifies “Exit” and “Notice Period” icons
referring to which employees can be identified.

12. Reimbursement – Manager can apply for Reimbursement for the employee.
13. Click” on the “New Application” to apply Reimbursement for the employee
14. Loan – Manager can apply Loan for an employee.
15. Click” on the “Apply for Loan” to apply Loan for an employee
16. Apply Exit - Manager can apply for the exit details of an employee
17. Apply Attendance- Manager can apply attendance for the employee.
18. Day Basis/ Time Basis – The attendance can be configured based on Day or Time.

19. Apply Leave - Manager can apply leave for the employee by entering the necessary
details
 Tickets menu
Tickets helps in effective solving of employee problems by automating the process of
considering complaints and managing requests. Tickets menu allow the employees to raise a
ticket in the name of the respective employee regarding any found bugs (or) issues, any type
of enhancements, any requirement, etc. A unique number is assigned to ticket so it will be
helpful to track the resolution and time taken.

To navigate to Tickets menu, follow the steps given below –

1. From the menu option click on Ticket section.
2. A window will appear with some ticket’s details.
In order to raise a Ticket, follow the below steps –
1. Click on the “New Ticket” tab, a new window will appear to enter the details.
2. Select the type of “Helpdesk” and Select the “Status”, if the ticket is been created for
the first time then by default the status will be indicated as “New”.
3. Select the priority as “High”, “Medium” and “Low” according as per the preference.
4. Select the category from the dropdown which defines the type of issue.
5. “Add” subject which indicates the subject of the issue been faced.
6. “Type” a brief explanation inside the editor regarding the issue faced.
7. “Attach” documents if any.
8. Once all details entered, click on the “Send” button to create the ticket.
9. Once created, it will be shown in the “New” tab with a unique ticket number assigned.
10. The employee can also, reply to the ticket in order to add more details (or) want to
continue the trails of the ticket created.
11. The ticket can be closed by the employee if the issue (or) the concern gets resolved.

12. The tab details are as follows;

13. New Tab: The tickets that are newly created by the user will be listed in the new tab.
14. Open Tab: The ticket created for the respective user will put the ticket as status: Open,
then it will be visible under this tab.
15. Re-open Tab: The ticket which were closed earlier, then opened again.
16. Closed Tab: The ticket which are resolved are status as Closed.
17. Escalated Tab: The ticket gets status as Escalated will visible under this tab.
18. WIP: The tickets which gets status as “Work In Progress” will visible under this tab.
19. New Ticket Tab: New tickets to be created from the tab.
 Approval Inbox menu
The Approval Inbox helps the manager to get an overview on all the applications (Loan,
Training, Reimbursement, Leaves, Employee Profile, Travel, Timesheet, TDS Declarations,
Employee Checker, Exit Application) related employee requests which are pending to be
approved. The employee requests can be filtered by accessing the options provided in the
dropdown.

1. Assess “Approval Inbox” menu provided on the left in the “Navigation” bar.
2. “Select” the Approval Inbox Menu to get an overview on the applications such as Loan,
Training, Reimbursement, Leaves, Employee Profile, Travel, Timesheet, TDS
Declarations, Employee Checker, and Exit Application.
3. "Select” any one application to “View” the all the employees request which are pending
for approval

4. To filter the employee requests

1. “Click” on the dropdown

2. “View” the types of application received for approval and
3. “Select” the type of application the employees have sent on which approval will be
required.
4. “View” the applications visible in the grid
 5. The record displays information such as Employee code, Employee name, Address
Information, Status of the Application, Approval level and Sender’s Name
To filter the Application based on the application status
6. “Click” on the dropdown provided on the right.
7. “Select” the of Application status as “Received”, “Accepted” or “Rejected”
8. “View” the records whose status will be “Received”, “Accepted” or “Rejected”
accordingly
9. Approver can act on the “Received” application and take required action

To act on the Application

1. Assess the record by clicking “View” button.

2. Accept the record by clicking “Accept” button.
3. Reject the record by clicking “Reject” button
4. Choose option as “Accept” or “Reject” and give appropriate remarks