Employee and Manager Self Service

Employee Self-Service (ESS) is a central part of working at the University.  Through it staff can:

  • View and change your personal details and sensitive information;
  • Get payslips/P60s and see your pay history;
  • See your holiday balance (Annual Leave and Public Holiday Entitlement Guidance);
  • Submit requests including
    • holidays and other types of leave;
    • training events;
    • timesheet claims;
    • overtime claims;
  • Record personal training events such as conferences;
  • Add end dates to your sickness absence;
  • Complete online appraisals and record work objectives.

Manager Self-Service (MSS) allows managers to approve requests and access a range of information:

How to access ESS/MSS

For additional support with logging into ESS or MSS please use the IT Portal (https://itportal.sunderland.ac.uk/) for help and advice (using your normal username and password) or call the helpdesk on 0191 515 3333.

Guidance documents and videos for all aspects of Employee Self-Service (ESS) and Manager Self-Service (MSS) can be found here: 

 

OPTION 1 - At your desk / From an on-campus managed (“UDS”) PC:

This is the simplest option for staff who work in a university building or have access to a managed PC on-campus.

 

1. Right-click on the “Citrix Receiver” icon near the clock, and click ‘Open’. If you haven't already logged into Citrix earlier in the day, log in by typing uni\ before your UserID (e.g. uni\ue0abc) and enter your usual password.

 

2. Click on the 'Employee Self Service' or 'Manager Self Service' icon and log in with your usual UserID (e.g. ue0abc), and password.

 

For additional support with logging into ESS or MSS please use the IT Portal (https://itportal.sunderland.ac.uk/) for help and advice (using your normal username and password) or call the helpdesk on 0191 515 3333.

OPTION 2 - On a PC/Mac that is not managed by the University

On a Desktop PC or Mac that is not managed by the University, then in addition to your password you will need a mobile device to "authenticate" (help you login) using the Duo Mobile app. (The Duo app does NOT see your password.)

Please follow one of the following three sets of instructions depending on which stage you are at.  You will need to use your University staff email account even if you have a personal or student email account.

2a) If you are ALREADY SET-UP on the Duo Mobile app, the instructions are:

 

1. Visit the Access Gateway website (https://access.sunderland.ac.uk/) and log in with your UserID (e.g. ue0abc) and password, click “Send me a push” and tap “Approve” in the Duo Mobile app.

2. Click on the 'Employee Self Service' or 'Manager Self Service' icon and log in with your UserID (e.g. ue0abc), and password.

2b) If you know your University IT account details but are NOT YET SET-UP on the Duo Mobile app, the instructions are:

 

1. Set up the Duo Mobile app

a)      Download and install the Duo Mobile app from Google Play or the Apple app store.

b)      Check your University staff email inbox for an enrolment email from Duo Security. You can log-in to your email off-campus at https://outlook.sunderland.ac.uk.   If you cannot find this email, contact the IT helpdesk on extension 3333 (0191 515 3333) who can send this email to you again. 

c)       Click on the link in your email to enrol your device and then follow the steps in that link.

2. Visit the Access Gateway website (https://access.sunderland.ac.uk/) and log in with your UserID (e.g. ue0abc) and password, click “Send me a push” and tap “Approve” in the Duo Mobile app.

3. Click on the 'Employee Self Service' or 'Manager Self Service' icon and log in with your UserID (e.g. ue0abc), and password.

 2c) If you do not know your University IT account login details, the instructions are:

 IT

1. Get your User ID and Password.

a)      If you don’t know your staff UserID or password please ring the IT helpdesk on extension 3333 (0191 515 3333).  They will ask for your date of birth, NI Number and/or your 7 digit staff/payroll number (e.g. 0001234 - you can find this on University letters or payslips) before telling you your login details.

2. Set up the Duo Mobile app

a)      Download and install the Duo Mobile app from Google Play or the Apple app store.

b)      Check your University staff email inbox for an enrolment email from Duo Security. You can log-in to your email off-campus at https://outlook.sunderland.ac.uk.  If you cannot find this email, contact the IT helpdesk on extension 3333 (0191 515 3333) who can send this email to you again. 

c)       Click on the link in your email to enrol your device and then follow the steps in that link.

3. Visit the Access Gateway website (https://access.sunderland.ac.uk/) and log in with your UserID (e.g. ue0abc) and password, click “Send me a push” and tap “Approve” in the Duo Mobile app.

4. Click on the 'Employee Self Service' or 'Manager Self Service' icon and log in with your UserID (e.g. ue0abc), and password.

For additional support with logging into ESS or MSS please use the IT Portal (https://itportal.sunderland.ac.uk/) for help and advice (using your normal username and password) or call the helpdesk on 0191 515 3333.

OPTION 3 - Viewing ESS/MSS on a mobile device

Using ESS/MSS on a mobile device is nearly the same as on a desktop PC but you will need one extra app (Citrix Receiver).  Once installed you can forget about the app.

Please follow one of the following sets of instructions depending on which stage you are at.  You will need to use your University staff email account even if you have a personal or student account.

3a) If you are ALREADY SET-UP on both the Duo Mobile app and the Citrix Receiver app, the instructions are:

1. Visit the Access Gateway website (https://access.sunderland.ac.uk/) in a web browser on your mobile device and log in with your UserID (e.g. ue0abc) and password, click “Send me a push” and tap “Approve” in the Duo Mobile app.

2. Click on the 'Employee Self Service' or 'Manager Self Service' icon and log in with your UserID (e.g. ue0abc), and password.

3b) If you know your University IT account details but are NOT YET SET-UP on the Duo Mobile app and/or the Citrix Receiver app, the instructions are:

1. Set up the Duo Mobile app

a)      Download and install the Duo Mobile app from Google Play or the Apple app store.

b)      Check your University staff email inbox for an enrolment email from Duo Security. You can log-in to your email off-campus at https://outlook.sunderland.ac.uk.   If you cannot find this email, contact the IT helpdesk on extension 3333 (0191 515 3333) who can send this email to you again. 

c)       Click on the link in your email to enrol your device and then follow the steps in that link.

2. Set up the Citrix Receiver app

a)      Download and install the Citrix Receiver app from Google Play or the Apple app store.

b)      Set-up the app as follows:

    • Address – enter: access.sunderland.ac.uk
    • User Name – enter your university user id
    • Password – enter your password
    • Domain – enter: uni

 

3. Visit the Access Gateway website (https://access.sunderland.ac.uk/) in a web browser on your mobile device and log in with your UserID (e.g. ue0abc) and password, click “Send me a push” and tap “Approve” in the Duo Mobile app.

 

4. Click on the 'Employee Self Service' or 'Manager Self Service' icon and log in with your UserID (e.g. ue0abc), and password.

 3c) If you do not know your University IT account login details, the instructions are:

 IT

1. Get your User ID and Password.

a)      If you don’t know your staff UserID or password please ring the IT helpdesk on extension 3333 (0191 515 3333).  They will ask for your date of birth, NI Number and/or your 7 digit staff/payroll number (e.g. 0001234 - you can find this on University letters or payslips) before telling you your login details.

 

2. Set up the Duo app

a)      Download and install the Duo Mobile app from Google Play or the Apple app store.

b)      Check your University staff email inbox for an enrolment email from Duo Security. You can log-in to your email off-campus at https://outlook.sunderland.ac.uk.  If you cannot find this email, contact the IT helpdesk on extension 3333 (0191 515 3333) who can send this email to you again. 

c)       Click on the link in your email to enrol your device and then follow the steps in that link.

 

3. Set up the Citrix Receiver app

a)      Download and install the Citrix Receiver app from Google Play or the Apple app store.

b)      Set-up the app as follows:

  • Address – enter: access.sunderland.ac.uk
  • User Name – enter your university user id
  • Password – enter your password
  • Domain – enter: uni

 

4. Visit the Access Gateway website (https://access.sunderland.ac.uk/) in a web browser on your mobile device and log in with your UserID (e.g. ue0abc) and password, click “Send me a push” and tap “Approve” in the Duo Mobile app.

 

5. Click on the 'Employee Self Service' or 'Manager Self Service' icon and log in with your UserID (e.g. ue0abc), and password.

For additional support with logging into ESS or MSS please use the IT Portal (https://itportal.sunderland.ac.uk/) for help and advice (using your normal username and password) or call the helpdesk on 0191 515 3333.

Manager Self-Service

Manager Self-Service allows managers to do a range of crucial taks including:

  • View a summary of each team member's details, holidays and sickness absence;
  • View a calendar of your team's absence and availability;
  • Record sickness / add end dates to sickness absence for your team members;
  • Conduct online appraisals;
  • View team objectives;
  • Paperless approvals of:
    • holiday and leave requests from your team;
    • training requests;
    • timesheet claims;
    • overtime claims;
  • Redirect requests and approvals when you are away from work

This page was published on 11 September 2020