Reduce HCM Costs with Employee Self Service
Empower your employees to view and update personal information with a solution that enables them to be successful. COINS Employee Self Service (ESS), part of our comprehensive Human Capital Management (HCM) solution, gives employees secure access to personal details and the ability to request changes online. It also streamlines HCM administrative tasks, improves accuracy and reduces cost.
Employees Can Manage Their Own Personal Details
Employee Self Service is simple for employees to access and use. It connects to COINS OA for real-time updates and immediately routes employee change requests to the appropriate manager or HCM staff depending on the type of request.
COINS ESS features individual color tiles that quickly guide users to Employee Details, Pay History, Time Off Requests, Training/Certificates and Timesheets. Employees can:
- View a wide variety of personal and employment demographics
- Update emergency contacts, mailing address, email and bank information
- Manage paid time off (PTO) and cancel PTO requests
- Review Qualifications and download Certifications
- Review Training records to ensure compliance
- Submit daily hours (US only)
- Email or print pay stubs, W-2 Forms and 1095-C Forms
- View individual and team calendars
Update Personal Information
ESS provides a convenient, always available mechanism to review and update information like emergency contacts, email and address.
Change requests are automatically forwarded to the manager or other appropriate person for review and approval. The process reduces paperwork, labor costs and the potential for errors.
Request Paid Time Off
Employees can schedule PTO, record sick leave, and check balances and carryover hours for vacation, holiday and sick leave within ESS.
Submitting a request for PTO initiates an embedded workflow to automatically send the request to the appropriate manager. Rejected requests go back to the employee, while approved ones are automatically submitted to HR and Payroll.
Employees can view their requests’ status throughout the process. Employees can easily amend or cancel a request within ESS if they are unable to take the requested days off.
Roll Daily Timesheets up to Payroll (US only)
Employees can submit daily hours in COINS ESS with the confidence that built-in features ensure accuracy for job and cost code values as well as type of hours (Regular, Overtime, or Double time).
Once submitted, an automated process forwards the employee timesheet to the manager to review. The Payroll department can process timesheets that have been approved and track timesheets in progress.
Employee Self Service Benefits the Business and the Manager
COINS ESS streamlines HR and Payroll by reducing labor costs, simplifying administrative tasks, and improving processes for hiring, training and reporting.
Manager Tasks to Review in ESS
Workflows and automation simplify the work of supervisors, line managers and HCM staff while reducing paperwork and ensuring compliance.
Submitted change requests display in the COINS OA Activity Workbench along with other tasks that need to be reviewed and approved or rejected. A standard, embedded workflow manages the status of change requests will show as Pending, Approved, Rejected, or Done. A Pending request requires the manager to approve or reject. The manager or supervisor can filter each category by date, time, type of request or subject to better focus on tasks that are due or pending.
The embedded workflow defines what happens when a request is approved or rejected. For example, approved PTO requests automatically reconcile to Payroll, so managers no longer need spreadsheets to track employee hours.
Employee absences (planned and unplanned) display in the Team Calendar in ESS. Managers can filter by job titles to see who is not available during a given period to help ensure appropriate staffing levels.
Measurable Cost Savings
ESS offers measurable cost savings thanks to the hours saved through automated processes, training, documentation, and compliance. ESS automates complex HCM requirements, eliminates burdensome administrative tasks, and improves data accuracy – all of which increase efficiency in HR and Payroll processes.
Contact COINS if you need a solution that empowers employees to manage their personal details, reduces paperwork, automates processes, reduces costs, and ensures compliance for HR and Payroll.
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