Employee User Manual

For staff members using self-service features such as profile, payroll banking, leave, and study applications.

Cover Page

Document Title: Employee User Manual

Prepared On: 2026-06-08

Audience: For staff members using self-service features such as profile, payroll banking, leave, and study applications.

Purpose: This manual explains the main tasks for this role in clear language with example screenshots.

Contents

• Introduction
• Main System Areas
• Step-by-Step Instructions
• Help and Support
• Screens Included In This Guide

Introduction

• Sign in using the account provided for your role.
• After signing in, start from the dashboard.
• Use the menu on the left to move between the pages described below.

Main System Areas

• Dashboard
• My Profile
• My Bank Details
• Request Payroll Bank Change
• Apply for Leave
• Leave History
• Apply to Study
• My Study Applications
• Change Password

Step-by-Step Instructions

Sign In And Start

Sign in with your account and wait for the dashboard to open. If the system asks you to change your password, complete that step before continuing.

1. Enter your email address and password.
2. Select the sign-in button.
3. Check that the menu on the left shows the pages you normally use.
4. If your session locks after a period of inactivity, enter your current password to unlock it or sign out.

Update Your Profile

Open My Profile and check that your important details are correct before you send any request.

1. Review your name, contact details, and other important information.
2. If you notice a mistake, contact HR before continuing.

Review Payroll Banking Details

Use My Bank Details to check the payroll banking details currently recorded for you and to request a change when the details are no longer correct.

1. Open Payroll, then My Bank Details.
2. Review the masked account number, bank, branch, account type, and effective date.
3. Select Request Change when the details need to be updated.
4. Complete every new banking field and submit the request to the Bursar.
5. Wait for Bursar acknowledgement before sending another bank change request.

Apply For Leave

Use the Apply for Leave page when you want to request time away from work.

1. Review your current leave balances at the top of the page.
2. Choose the leave type.
3. Enter the start date and end date.
4. Fill in the address and any explanation if needed.
5. Check the details and submit the form.
6. If the system blocks the request, check for insufficient balance, another pending request, an active approved leave period, or overlapping dates.

Track Leave History

Use Leave History to see what happened to your earlier leave requests.

1. Open Leave History.
2. Look at the status shown for each request.
3. Use this page to confirm whether a request is pending, approved, or rejected.

Submit A Study Application

Use Apply to Study when you want to send a study request.

1. Choose the programme from the programme list.
2. Select a valid study type, study mode, and duration combination shown for that programme.
3. Choose who will pay the fees.
4. Attach any required documents.
5. Submit the form and check My Study Applications for updates.
6. If submission is disabled, contact HR because the active study workflow is not ready yet.

Change Your Password

Change your password whenever you are asked to do so or whenever you want to improve account security. Non-super-admin accounts must change passwords after 90 days.

1. Open Change Password.
2. Enter your current password and your new password.
3. Save the change and use the new password next time you sign in.

Help and Support

If information on your profile is wrong, or you cannot complete a request, contact HR for assistance.

Screens Included In This Guide

• Dashboard
• My Profile
• My Bank Details: screenshot should be saved at ../screenshots/employee/payroll-banking-index.png
• Request Payroll Bank Change: screenshot should be saved at ../screenshots/employee/payroll-banking-change-create.png
• Apply for Leave
• Leave History
• Apply to Study
• My Study Applications
• Change Password