Employee/Manager Self Service Information

Self Service Login - use your standard University IT username and password.

Alternative high contrast login

Note: Depending on whether Self Service has been rolled out to your faculty/service this may simply show the E-expenses or KRISTAL interface.

Introduction

Self Service is a web-based interface that gives you direct access to the HR-related data the University holds on you.

You're able to view your payslips online, update your bank details, check your absence record and submit leave requests to line managers, and edit some of your personal and work-related information to make sure it's accurate and up to date.

Manager Self Service allows managers to view and approve individuals’ leave requests and view team calendars to make sure staffing levels are sufficient, review information on SRDS and training histories, and run reports to help with staff management.

Note: you'll only be able to manage your annual leave through Self Service if your area uses SAP to generate leave quotas and record holiday absences. Please speak to your local annual leave administrator if you're unsure if this is currently the case.

If you work part-time, or irregular hours, it's important that we have an up to date work schedule so leave can be calculated and booked correctly, so please let your local HR contact know if your working pattern or hours of work have changed.

Access

How?

You can access the Self Service system using an internet browser from any University PC directly connected to the University's network. If you're off-campus, or connecting wirelessly through eduroam, you'll need to log into Desktop Anywhere first and access the system via the Internet Explorer browser within.

The system uses your standard University (Active Directory) username and password. If you're a member of staff but don't currently have a University username/email account, you can apply for one through the IT website.

The University supports Self Service applications (i.e. ESS/MSS, Kristal, e-Expenses) on Internet Explorer 8 – 11. We also make reasonable endeavours to make sure it works with other browsers.

Note for Mac users: Most functionality should work with either Google Chrome or Mozilla Firefox, however if you do experience any problems please log in through Desktop Anywhere and use Internet Explorer instead.

When?

The system's being rolled out across the University in phases and is now available for staff in the following faculties and services:

  • Arts, Engineering, ESSL, Environment, FBS, LUBS, MAPS, Medicine & Health (excl. NIHR) and PVAC
  • IT, Library, Student Education Service and all areas of Central Administration
  • The majority of the desk-based services within the Facilities Directorate

For further information on the rollout and what changes/updates might be needed in your area to make the most of Self Service, please contact your Faculty HR office.

For general queries you can contact the Self Service project team at essmss@leeds.ac.uk.

Useful Links

Self Service Login (Note: Depending on whether Self Service has been rolled out to your faculty/service this may simply show the E-expenses or KRISTAL interface)

Frequently Asked Questions

Training Materials

Known Issues

IT Desktop Anywhere

Self Service Frequently Asked Questions

We've listed some of the common questions we've been asked so far below.

Note: for more comprehensive guidance please refer to the Self Service training guides.

How do I log on?

What browsers can I use?

Is Self Service secure?

How do I log off?

Annual Leave FAQ

How do I log on? 

The URL for Self Service is:  https://selfservice.mais.leeds.ac.uk:444/irj/portal

Typing "selfservice.leeds.ac.uk" (without quotes) directly into your browser's address bar will also redirect you to the URL above.

Please use your standard University (Active Directory) username and password to log in.

The system is only directly accessible when on a campus-based PC. If you are off-campus or using the University’s wireless access (Eduroam) you will need to log in through Desktop Anywhere.

Note: Depending on whether Self Service has been rolled out to your Faculty/Service this may simply show the E-expenses or KRISTAL interface. 

What browsers can I use?

The University supports Self Service (eg Kristal, ESS/MSS, E-expenses) on Internet Explorer 8 – 11. We also make reasonable endeavours to make sure it works with Google Chrome and Mozilla Firefox.

If you have any problems using the system on another browser or operating system, log on to the University network through the Desktop Anywhere service, then log into Self Service with Internet Explorer within Desktop Anywhere. 

What Browser Settings are recommended?

For security we recommend your pop-up blocker is disabled for Self Service by adding *.mais.leeds.ac.uk to your Trusted Sites. When you log off Self Service you might notice a small browser pop-up; this is used to terminate the session fully.

Is Self Service secure?

Self Service is a secure web site only available from within the University network. You can see that web address begins with ‘https://’. The ‘s’ stands for ‘secure’. 

Self Service uses the same system, SAP, as our HR, Financial and Payroll systems. SAP has been used at the University for over 10 years, it has many millions of global users across many industries including government departments. We use internal and external expertise to make sure our systems are secure.

How do I log off?

The Log Off button is in the top right corner.

You should always remember to log off from Self Service when you have finished and before you close the browser, as doing this alone won't necessarily log you off; some browsers might not send a message to the system to say you've closed your browser window, so the session stays open until it times out. Some internet browsers might also temporarily store secure pages in your computer's memory. To prevent this from happening you need to close all of your open browsers after you have logged off.

This is especially important on a shared or public computer. 

Annual Leave


How do I create an annual leave request?

  1. Select Type of Leave required (Full day / Half-day / Hours (part-time staff) / Maundy Thursday/Bank Holiday Hours for the half day before Good Friday).
  2. Select Start/End dates (end date should be last day of leave, not the date you are returning to work)
  3. Select required Approver if different from default (default approver is defined through the SAP HR Organisational Structure)
  4. Add text note (optional).
  5. Click ‘Check’ button to check dates and holiday quota availability.
  6. Click ‘Send’ then ‘Ok’.

How do I withdraw/cancel a submitted annual leave request?

Go to Working Time > Leave Overview, find the leave request in the Leave Data Overview list and click the Cancel/Bin icon.

Note: If the leave request has already been approved the cancellation will need to be confirmed by the manager that originally approved the request.

How can I edit a submitted approved/unapproved leave request?

Go to Working Time > Leave Overview, find the leave request in the Leave Data Overview list and click the Edit/Pencil icon. Edit any of the required details (leave type/dates/Approver/note) and click "Send and Back".

Why can I only choose full day/half day/hours type of leave?

The annual leave types available to you depend on your work contract. Generally, if you're a full-time member of staff, you'll only be able to select full/half day and if you're part-time you'll only be able to select hours. If you're part-time, it's very important we have an accurate work schedule recorded for you in the HR system so the right number of hours are deducted for each day of leave requested.

How can I select a range of dates using the Calendar in the Create Leave Request screen?

In the calendar click on the first date, hold down the [Shift] key on your keyboard and click on the last date. The range will change colour to show what you've selected and the date fields in the request at the top of the screen will update to reflect these dates.

How can I change who the leave request is sent to?

Click the white square icon in the Approver Name field and use the pop-up to search by Surname/Personnel Number for the Approver you'd like to submit your request to.

Why can’t I find my line manager in the Approvers list?

You'll only be able to find staff who have been assigned as managers within the SAP HR Organisational Structure in the Approver Search. If the line management structure hasn't been created in enough detail for your area it's likely your line manager won't have been assigned within the SAP HR Organisational Structure. Please contact your local Faculty/Service HR office for further information.

How can I book the Maundy Thursday half-day?

Due to the way the Thursday before Good Friday is categorised within the HR/Payroll system, you're currently required to use a specific absence type when booking leave for this day. If you're a full-time member of staff, you should select the "Maundy Thursday-Half Day" option and if you're part-time pick the "Bank Holiday Leave Hours" option.

How can I view my quota and outstanding holiday allowance?

Go to Working Time > View Time Account Balances.  You'll see the annual leave you've got left in the "Entitlement Minus Planned" column.

How can I report on my annual leave dates?

Go to Working Time > Leave Report. Please see the Training Guides for more detailed guidance on how to use the report.

Why do I have a separate Bank Holiday quota?

At the moment, this only applies to part-time Support staff. The University pro-rates a quota for closed days and bank holidays.

What does the “Check” button do?

When you click this button the system checks the details of the leave request to make the dates you've chosen are your working days (based on the work schedule held for you in SAP) and that you have enough annual leave left.

Why is my quota incorrect?

It might be that your quota needs to be changed because you've recently had a change to your contract (for example a change in FTE). Please speak to your local Faculty/Service HR/annual leave administrator to check this.

Why can’t I create an annual leave request?

Not all areas of the University are currently using SAP to record annual leave. If you're not able to submit an annual leave request it's likely to be for this reason as you won't have had a quota created for you within SAP.

ESS/MSS Training Materials

We've put together training guides to help you to use the Self Service system.

Employee Self Service

Manager Self Service

(Guides last updated 18.05.16)

We are very keen to receive feedback on the content of these guides, so if you have any queries that don't seem to be covered by them, please let us know.

We're providing dedicated training only to HR Support staff but, if your team or area is interested in coming to an overview session, please contact the project team at essmss@leeds.ac.uk.

ESS/MSS Known Issues & Development

MSS ‘Create Leave on Behalf of’

When a Manager creates a leave request on behalf of one of their team who doesn't yet have ESS access, the Team Calendar will be blank (ESS access is automatically provided to all employees who have an Active Directory account created).

MSS Multiple Employment 

When someone has more than one contract at the University (Multiple Employment) and they're managers in more than one contract, MSS will only allow processing for the primary contract. There is a work-around for this currently via the SAP HR Organisational Structure, so please contact the ESS/MSS team for further details.

MSS Employee view, Employee Profile

The Absent Days figure shown on the Employee Profile doesn't include University closed days for full time staff (this only shows absences recorded on SAP Infotype 2001).


Issues resolved:

Mozilla Firefox access issues

Following the upgrade of the Self Service platform over the weekend of 14-15th March users have been experiencing significant issues accessing any of the sections within the system when using Mozilla Firefox. It is recommended staff use only Internet Explorer (8-11) or Google Chrome to log in to the system until further notice.

Quick address postcode search system

This is in development to make it easier for you to update your permanent home and emergency addresses; we're hoping to have this in place by early 2015.