FAQ: ESS and SAP System Maintenance
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FAQ: ESS and SAP System Maintenance

FAQ: ESS and SAP System Maintenance

Overview
SAP and ESS will be down for system maintenance from 5 p.m. on Friday, December 22 through Sunday, December 31, 2017.  We must complete critical maintenance on these systems to remain supported by our SAP vendor. In an effort to minimize impact to the district we will be completing this work over winter break.

Who needs to enter their time?
All hourly employees, as well as any employee using sick or vacation time from 12/10–12/23/17, need to enter their hours in ESS.

What if I'm a salaried employee and didn't have any sick or vacation time.  Do I need to enter time?
Salaried employees only need to enter sick, vacation, or other leave time. You do not need to enter regular hours.

When do I have to enter my time?
By 5 p.m. on Wednesday, December 20, for the time period of 12/10–12/23/17. That will allow time approvers to approve your time before the system is down for maintenance.

When will I be paid?
Time entered and approved by 5 p.m. on Friday, December 22, 2017 for the 12/10–12/23/17 time period will be paid on January 5, 2018. If time is not submitted by December 20 and approved by December 22, your next paycheck may not arrive until January 19.

What if I need to change my bank account information?
Bank account information change requests must be submitted to payroll by December 20.  Complete a Direct Deposit Authorization form and submit the form to payroll.

What if I entered my time and need to change something?
Changes can be made by working with your time approver through 5 p.m. on Friday, December 22.  After that, corrections to time must be made after winter break.  Any changes/corrections made after December 22 will not be reflected until the January 19, 2018 payroll.

How do I tell if my time is approved?
Check with your time approver to see if they have approved your time.

What if my time approver did not approve my time?
Payroll is not allowed to approve time. Check with your school/department back-up time approver if your regular time approver is not available to approve your time.

What functions will be impacted by this system outage?
PAYROLL CANNOT ISSUE CHECKS/DIRECT DEPOSITS FROM 12-27-17 – 1-4-2018
The functions that will be unavailable during the maintenance window include:

  • Time entry
  • Time approval
  • Pay inquiry / Pay advice / Pay information
  • Benefits changes
  • Creating purchase requisitions
  • Viewing department budget information
  • Paying invoices
  • Receiving goods (MIGO)
  • All other SAP and ESS functions

Why is this system maintenance occurring?
We must perform this critical maintenance to ensure our ESS and SAP systems are current, supported and functional. This planned maintenance is critical to the overall health of our system. Every effort is being made to minimize impact by performing this work during winter break.   

Who do I contact if I have additional questions?
Contact your time approver regarding time approval questions.  Your time approver should be able to answer most questions.  If they are not, contact payroll.