How to Setup Staff Kiosk Leave Applications (SK)

Step

Menu Path

Details

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1

TASS.web Employee/HR > Employee Information > Employees.

Use the 'Supervisor Hierarchy' report to ensure that each employee has a 'Supervisor' allocated.

The employee's Supervisor is the first approver of leave applications. Approval flows then work up through the hierarchy, depending on the workflow entered into the Staff Kiosk (Steps 8 and 9).

Click here for more information on the Supervisor Hierarchy.

About the Supervisor Hierarchy

The Supervisor Hierarchy is an organisational chart that lists every employee's immediate supervisor(s) and their position within the hierarchy. It can be run via TASS.web Payroll HRM > Payroll > Employee Information > Employees. From the Employees search screen, click ‘GO’, then click the ‘Supervisor Hierarchy’ icon at the top of the screen. 

The report uses the 'Supervisor' and 'Supervisor 2' fields on each employee's record to determine their position in the hierarchy.

• If an employee has no Supervisor entered, they will appear in the Level 1 column.

• Two employees cannot report to each other. This creates an infinite loop, and an error report will be produced when viewing the Supervisor Hierarchy.

• If an employee has both 'Supervisor' and 'Supervisor 2' fields populated, their name will appear twice on the report. 

Example of the Supervisor Hierarchy Report

The Organisational chart below (not produced by TASS) reflects the above Supervisor Hierarchy Report from TASS. 

The Supervisor Hierarchy report can be provided to administrators who are responsible for managing Online Leave Applications and PD Activities in Staff Kiosk, as the approval flows for these programs reference the Supervisor Hierarchy.

Online Leave Applications

When an employee submits an online Leave Application, the approval workflow begins, requiring each approver to approve the leave in the hierarchy order.

Each Leave / Other Type can be set up to include any or all of three approver workflows:
  1st)  the number of approvers, including the employee's immediate Supervisor(s), and any number of people up the employee's hierarchical structure.
  2nd)  the employee's Supervisor at a certain level, allowing lower-level supervisors to be skipped.
  3rd)  a final designated approver, separate to the Supervisor Hierarchy.

Example Online Leave Application Approval Workflow:

For 'Sick Leave', each employee must have:

      1st)  2 Supervisor approvals
      2nd)  Level 2 approval
      3rd)  Olive Brown is the designated final approver for all Sick Leave applications.

Gavin Rogers applies for sick leave.

• His immediate Supervisor, Lou Warry, the first of 2 supervisor approvers, receives the application by email and he approves.

• David Johnstone, the second of 2 supervisor approvers, then receives the application by email and he approves.

• Peter Baskins, as the Level 2 approver, then receives the application by email and he approves.

• Olive Brown, as the designated approver, receives the application by email and she approves.
  Gavin Rogers receives an email as each approval occurs.

PD Activities

When an employee adds a PD Activity that requires approval, their immediate supervisor can approve it.

Example PD Activity Approval Workflow:

Gavin Rogers adds a PD activity in Staff Kiosk.

• His immediate Supervisor, Lou Warry, logs into Staff Kiosk and changes the status of the activity to Approved.

If an employee has both 'Supervisor' and 'Supervisor 2' fields populated, either can approve the leave application or PD Activity.

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2

TASS.web Payroll > Setup Information > Payroll Setup on the 'Schedule' tab.

Create the Work Schedule. Weeks are used to define weekly rotations for part-time and full-time employees who don't work a standard Monday-to-Friday week.

Example

Week 1 and Week 2, or Week A and Week B.

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3

TASS.web Payroll > Employee Information > Employees on the 'Payroll Details' tab.

Under the 'Work Schedule' section, enter the working days and hours for part-time staff and full-time employees who don't work a standard Monday-to-Friday week.

This is not required for full-time employees who work a standard Monday to Friday week.

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4

TASS.web General Ledger > Setup Information > Company Information.

On the 'General' tab, ensure that a 'No Reply Email Address' has been nominated.

This email address is used for system-generated Online Leave Application emails.

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5

TASS.web System Admin > Users > Portal Security Permissions.

Assign the Staff Kiosk permissions, located in the 'Payroll/HR' section, to the appropriate User Roles or staff:

Administrators/Approvers:

• My Staff Leave / Other Applications

  • --Add Draft Applications

  • --All Staff

  • --Submit Draft Applications

• Application Parameters (Setup)

• Public Holidays (Setup)

• Leave Types (Setup)

• Other Types (Setup)

Employees:

• Leave Entitlements

• Leave / Other Applications

  • --Add Applications

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6

Staff Kiosk Payroll/HR > Application Parameters (Setup).

Review the Online Leave Application Parameters.

Enable the Leave / Other Applications

Rename 'Other' to use your preferred school terminology. e.g., 'Inservice' (if required).

Associated references to these ‘Other’ non-payroll Leave Lypes will replace the word 'Other' with your preferred terminology.

Enable the Teacher Substitutions integration (if required).

Ensure teacher substitutions are set up in TASS.web before enabling this feature. See How to Setup Teacher Substitutions for details.

Upload any attachments that you want staff to see (if required).

Add a default Approval or New Draft Comment (if required).

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7

Staff Kiosk Payroll/HR > Public Holidays (Setup).

Enter all upcoming Public Holidays.

Ensure Public Holidays for at least 12 months in advance have been entered to prevent leave being added for these dates.

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8

Staff Kiosk Payroll/HR > Leave Types (Setup).

'Leave Types' only relate to Payroll.  If your school does not use TASS Payroll, proceed to the next step.

Create the 'Leave Types' that will be available to staff when submitting Leave Applications, and the approver requirements.

Each 'Leave Type' must be mapped to a Paycode, and it is assumed that Paycodes are already set up at your school.

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9

Staff Kiosk Payroll/HR > Other Types (Setup).

'Other Types' do not relate to Payroll. If you re-named 'Other' in the Application Parameters (Setup), e.g., 'Inservice', the menu item in Staff Kiosk will show as 'Inservice Types (Setup)'.

Create other types of leave that do not affect Payroll and the approver requirements.

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