ESS Settings
Questions Related to ESS Settings
Introduction
This page provides step-by-step answers to the FAQs related to the ESS Settings.
Pre-requisites:
✔ Admin credentials
✔ User rights
Note - Kindly contact your Admin/HR for rights if you are not able to perform the steps below.
FAQs
1. How to add a new Policy in the ESS portal
Step 1: Log into the cloud portal and select the 'ESS Settings menu.
Step 2: Open the 'Profile Info' tab and select the 'Policies' sub-tab.
Step 3: Select ‘+’ icon as shown below.
Step 4: Select the policy type, visible name, and other details as per your requirement and choose the file using the 'Choose File' button.
Step 5: Once the file is selected, click on the 'Save' button to save the policy.
Step 6: Once the required policies are uploaded, you need to provide access rights by clicking on 'Role Allocation' sub-tab on the left side of the page.
Step 7: Select the Module as 'Profile' and the required role, and then click on the ‘Search’ button.
Step 8: Select the required policies by ticking the checkbox and clicking on the 'Save' button to save the access settings.
2. How to do Employee Master Modification?
Step 1: Log into the cloud portal and click on the 'Employee’ menu and then on the ‘Employee List’ as shown below.
Step 2: Select the employee you want to modify details for.
Step 3: Make the required changes, and click on the ‘Save’ button.
3. How to Update the Latest News Section on ESS Dashboard?
Step 1: Log into the cloud portal and click on the 'ESS Setting' menu.
Step 2: Select the ‘Profile Info’ and the ‘Latest News’ subtab.
Step 3: Enter the news content and format it with the rich-format textbox as shown below, and click on the ‘Save’ button.
Step 4: The update will be displayed in the ‘Latest News’ section on the ESS Dashboard.
4. How to enable the Investment Proofs Submission for all Employees?
Step 1: Log into the cloud portal and click on the 'ESS Setting' menu.
Step 2: Next select the 'Role Allocation' tab.
Step 3: Select the Module as “Profile” and Role as “Manager” and click on 'Search'.
Step 4: Select the options as shown in the image below and click on 'Save'.
Note: You need to repeat the above steps for other roles in ESS like User, HR, Finance etc.
5. How to enable Mobile app users to see TDS Proof Entry?
Step 1: Log in to the Cloud portal and select the ‘ESS Setting’ tab.
Step 2: Click on the ‘Profile Info’ tab and select the ‘Declaration Activation’ subtab under it. Now check the box opposite the employee’s name and click on the ‘Save’ button so the employees can declare and upload the proof in the ESS portal.
Note: After employees make the submission, disable the declaration using the following steps.
Step 1: Log in to the Cloud portal and select the ‘ESS Setting’ tab.
Step 2: Click on the ‘Profile Info’ tab and select the ‘Declaration Activation’ subtab under it. Now uncheck the box opposite the employee’s name and click on the ‘Save’ button to disable them from viewing the option in the Mobile App.
6. How to Import Income Tax Proof from the self-service portal?
Step 1: Log in to the Cloud portal and select the ‘Income Tax’ tab. Click on the ‘Utilities’ tab and select the ‘Web Post’ subtab.
Step 2: Select the ‘Import Proof From Self Service Portal’ and choose the month and click on the “Import’ button.
Step 3: Repeat ‘Step 1’, then select ‘Import Proof Documents From Self Service Portal’ and click on the ‘Import Proof Documents’ button.
How to set an ‘Expense Module’ for employees which will be reflected in ESS portal?
Admin can set an ‘Expense Module’ for employees which will be reflected in ESS portal by following steps.
How to create the ‘Expense Type’?
Step 1: Log in to the cloud portal and select ‘ESS Settings’.
Step 2: Click on the ‘Expense’ menu and select ‘Expense type’ in the subtabs.
Step 3: Click on the ‘+’ icon to add a new expense type and save. (Multiple Expense Types can be added)
How to fix the ‘Expense Eligibility’ for the expense type created?
Step 4: Under Expense Menu, select ‘Expense Eligibility’ and click on ‘+’ icon to set the eligibility.
Note: There are 2 Approval Type which can be configured as, ‘Claim Wise’ or ‘Monthly’.
· Claim Wise - When approval type is set ‘Claim Wise’, a single claim can’t exceed the set amount. An employee can claim the set amount multiple times a month.
For example, if you set the amount as ₹ 1000, there can be multiple claims in a month but an individual claim can’t exceed the amount of ₹ 1000.
· Monthly - When approval type is set ‘Monthly’, expense can be claimed multiple times a month till it reaches the set amount.
For example, if you set an amount as ₹ 1000, employee can submit multiple claims in a month till the collective amount in a month reaches ₹1000.
Auto Document Number Setting
· By this configuration setting a unique ‘Transaction Code’ will be created automatically when an employee requests a claim.
Step 5: Under Expense Menu, select ‘Auto Document Number Setting’, fill the required fields and click the ‘Save’ button.
How to create the ‘Expense Mode’?
Step 6: Under Expense Menu, select ‘Expense Mode’, click on ‘+’ icon, give the values and save it.
(Multiple Expense Mode can be created)
How to create the ‘Expense Purpose’?
Step 7: Under Expense Menu, select ‘Expense Purpose’, click on ‘+’ icon, give the values and save it.
(Multiple Expense Purpose can be created)
How to set ‘Lock Date’ for expense claims?
When you set a ‘Lock Date’, employee can request claims only within the configured date.
Step 8: Under Expense Menu, select ‘Expense Lock’, set the ‘Lock Date’ and click on the ‘Save’ button.
How to set an ‘Expense Module’ for employees which will be reflected in ESS portal?
Admin can set an ‘Expense Module’ for employees which will be reflected in ESS portal by following steps.
How to create the ‘Expense Type’?
Step 1: Log in to the cloud portal and select ‘ESS Settings’.
Step 2: Click on the ‘Expense’ menu and select ‘Expense type’ in the subtabs.
Step 3: Click on the ‘+’ icon to add a new expense type and save. (Multiple Expense Types can be added)
How to fix the ‘Expense Eligibility’ for the expense type created?
Step 4: Under Expense Menu, select ‘Expense Eligibility’ and click on ‘+’ icon to set the eligibility.
Note: There are 2 Approval Type which can be configured as, ‘Claim Wise’ or ‘Monthly’.
· Claim Wise - When approval type is set ‘Claim Wise’, a single claim can’t exceed the set amount. An employee can claim the set amount multiple times a month.
For example, if you set the amount as ₹ 1000, there can be multiple claims in a month but an individual claim can’t exceed the amount of ₹ 1000.
· Monthly - When approval type is set ‘Monthly’, expense can be claimed multiple times a month till it reaches the set amount.
For example, if you set an amount as ₹ 1000, employee can submit multiple claims in a month till the collective amount in a month reaches ₹1000.
Auto Document Number Setting
· By this configuration setting a unique ‘Transaction Code’ will be created automatically when an employee requests a claim.
Step 5: Under Expense Menu, select ‘Auto Document Number Setting’, fill the required fields and click the ‘Save’ button.
How to create the ‘Expense Mode’?
Step 6: Under Expense Menu, select ‘Expense Mode’, click on ‘+’ icon, give the values and save it.
(Multiple Expense Mode can be created)
How to create the ‘Expense Purpose’?
Step 7: Under Expense Menu, select ‘Expense Purpose’, click on ‘+’ icon, give the values and save it.
(Multiple Expense Purpose can be created)
How to set ‘Lock Date’ for expense claims?
When you set a ‘Lock Date’, employee can request claims only within the configured date.
Step 8: Under Expense Menu, select ‘Expense Lock’, set the ‘Lock Date’ and click on the ‘Save’ button.
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