The HRplus Department Administrator Module equips department administrators with key HR functions, including setting up event reminders, managing leave balances, updating employee profiles, and entering timesheet hours for payroll. Administrators can also request leave on behalf of employees, view leave entitlements, and request company assets for their teams. This role-based module ensures administrators efficiently oversee HR tasks within their designated departments, supporting an organized and effective workflow.

Before using the module, please ensure the following:

• You are designated as a Department Administrator

• You have Company Access for your designated departments

• Core HR modules are fully implemented to support module functionality

Roles:

Department Administrator: Manages HR tasks in their department, such as updating employee profiles, entering timesheet data, handling leave requests, and setting event reminders. Accesses the Department Administrator Module.

Employee: Uses the Employee Self-Service (ESS) portal or app for tasks like leave requests. Has limited HRplus access.

Payroll Administrator: Processes payroll, reviews timesheet data from department administrators, and ensures accurate employee payments. Accesses the Payroll module, including specific payroll data sections.

HR Staff: Oversees HR management, approves profile changes from Department Administrators and provides guidance.

This article provides a summary of recent updates to the HRplus Department Administrator module, focusing on key enhancements. These updates include new features, fixes and improvements designed to improve both user experience and the effectiveness of the module.

Employee Profiles

As a Department Administrator, you have the ability to access and update employee profiles for team members within your assigned departments, based on the Company Access granted to you. This access allows you to manage essential employee details and keep records up-to-date for your team. While your permissions are limited to specific departments, this functionality helps streamline internal updates, ensuring information accuracy without needing to rely solely on HR for routine changes.

Payroll Smart Entries

The Payroll Smart Entries feature enables department administrators to enter payroll cycle change data in batches, decentralizing the process from payroll administration and allowing data entry directly from the department into payroll. Once the payroll administrator has set up the header for fixed entries, department admins can input timesheet hours, allowances, or other relevant data, then post and send it to the payroll fixed data entry screen. Payroll staff can then review and validate this information before it is incorporated into the pay cycle, ensuring accuracy before employee payments are processed.

 • Enter all the respective entries.

• Tab out of a row to save or click the Save icon.

• When data entry is completed,click the Submit button to save all entries.

• Repeat Steps 1-3 to enter Allowances, Deductions, Salaries, Other Income, etc.

 • Once you have completed your data entry, post the data by clicking on the Post Rows Shown button.

• The application will ask you to verify the command. Click OK. You will be notified when the data is successfully posted.

• Rows are posted one page at a time, requiring the process to be repeated until all rows and pages have been posted to the Fixed Data Import screen in Import Cycle Changes.

Employee Leave

As a Department Administrator, if your company is using the HRplus Leave module, you have access to view an employee’s leave entitlements, check the status of pending, rejected, or voided requests, and advise them on their remaining leave balance. You can also submit leave requests on their behalf, making this feature especially useful for employees who don’t use the Employee Self-Service (ESS) portal or mobile app. This access enables you to support your team effectively with real-time leave management.

Next you can apply for leave or request leave Leave: How to Request Leave for an Employee.

Request Leave

As a Department Administrator, start by reviewing an employee’s available leave balance in the HRplus Leave module. Once confirmed, submit the leave request on their behalf and track its status—whether approved, pending, or requiring action.

For this example the employee is requesting ten (10) days Vacation Leave.

To access your submitted leave request, you can find it under the Pending Requests tab.

Event Reminders

The Department Administrator can create event reminders that trigger notifications for significant employee events within their assigned departments, such as:

• Annual Review

• Birthdays

• Contract Ending

• Employee Anniversary

• Going On Leave

• New Hires

• On Training

• Performance Review

• Returning From Leave

• Terminations