Online OTAL System - User Manual

OVERTIME & LEAVE ONLINE SYSTEM

™
USER MANUAL

PART 1: LEAVE
PART 2: OVERTIME WORK

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Online OTAL System - User Manual

PART 1: LEAVE

TABLE OF CONTENT

A. Leave work flow ............................................................................................................3

B. OTAL User guidance

I. Leave application ......................................................................................................3

1 Create and submit a new leave requisition form ....................................................3

Step 1: Launch a Leave Requisition Form..........................................................3

Step 2: Check default information of Employee and Leave summary................3
Step 3: Input leave details...................................................................................4

Step 4: Select person to recommend/approve leave..........................................4

Step 5: Submit the Leave Requisition Form .......................................................4

2 View leave forms status..........................................................................................5

II. Leave recommendation..........................................................................................6

1 Recommend an applied leave ................................................................................6

2 Decline an applied leave ........................................................................................7

3 Delegate other person to recommend leave .........................................................8

III. Leave approval.....................................................................................................10

1 Approve a recommended leave ...........................................................................10

2 Disapprove a recommended leave.......................................................................11

3 Delegate other person to approve leave ................................................................8

IV. Search & view leave details................................................................................11

V. Contacts for helps ................................................................................................12

C. OTAL PIC guidance ....................................................................................................12

1 Post a qualified leave ...........................................................................................12

2 Disqualify a leave .................................................................................................13

3 Adjust an approved leave .....................................................................................13

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A- LEAVE WORK FLOW

Application Recommendation Approval Post

Create a leave requisition form 1. Recommend an applied leave 1. Approve a recommended leave 1. Post the qualified leave

Step 1: Launch Leave Requisition Form 2. Decline an applied leave 2. Disapprove a recommended 2. Disqualify a leave
leave
Step 2: Check employee information 3. Delegate other person to 3. Adjust the approved leave
and leave summary data recommend leave 3. Delegate other person to approve
leave
Step 3: Input leave details

Step 4: Select person to recommend/

approve leave

Step 5: Submit Leave Requisition Form

View status of the submitted leave form Search & View leave details Search & View leave details Search & View leave details

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 Online OTAL System - User Manual

B - OTAL USER GUIDANCE

I. LEAVE APPLICANTION

1. Create a leave requisition form

Step 1: Launch a Leave Requisition Form

• Click the link to OTAL system on Intranet: http://otal.vn.kworld.kpmg.com/Default.aspx

• Click from left hand side menu

Step 2: Check employee information and leave summary data

Applicant needs to check the details stated in this part and make sure it correct before going to the next
step.

• Employee data:

• Leave summary: = + + -

- The applied leave day(s) has not been updated into the OTAL system database right after
approval. The Leave taken in the current year and Current Balance is updated after the leave form is
reviewed and posted by OTAL person in charge.

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- Periodically, the current leave balance is to be reconciled with timesheet and adjusted
consistently.

Step 3: Input leave details

• Input leave details in all fields required and click

• Click if want to delete row just added

Step 4: Select person to recommend/approve leave

• The persons entitled to recommend/approve leave from applicant department is default in drop down
list. Select the appropriate one and go to Step 5

• If the appropriate person is not in the drop down list,

o Click at to search other option

o Click after fulfilled searching details

o Click and the appropriate person will be inserted into the field
or accordingly.

Step 5: Submit leave requisition form

• Click

• The below dialogue box will appear to confirm your successful submission.

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• Click and the page My Leave Forms will be shown.

• An email will be automatically sent by system to the person selected as recommender.

2. View status of the submitted leave form

• Click link on the left hand side menu to access the page as below:

• Possible statuses of the Leave Online form through the workflow are 1) Pending; 2) Rejected; 3) N/A
or 4) Completed with the following details:

1) Pending

1.1) Person in charge to recommend/approve/review has not fulfilled his/her responsibility to your leave
form.

1.2) Person in charge to recommend/approve the leave might delegate other person to
recommend/approve the leave.

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1.3) The delegated recommender/approver has not fulfilled his/her responsibility to your leave form.
2) Rejected
Person who was selected (or delegated) to recommend/approve the leave or the HR PIC have rejected,
disapproved or disqualified the applied leave.
An email was sent automatically by the system to the leave applicant informing the leave was rejected/
disapproved/disqualified, sample is as below.

3) N/A
When a leave form is rejected or disapproved, it’s status is turned to N/A at all next steps on the online
workflow as the form was stopped and will not go on through the workflow.
4) Completed
The applied leave form has passed the certain step on the online workflow.

Back to Table of Content

II. LEAVE RECOMMENDATION

• After the leave form submitted successfully, the person who was selected to recommend the leave
will receive an email sent by the OTAL system automatically as below:

• Click the link on the email, system will show the recommender/approver
the page wit all form need his/her action:

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1. Recommend a leave requisition

There are two ways to recommend leave

™ If the information listed on the page List of forms need your action is adequate for your
recommendation, click at at the column to complete recommendation step.

™ If you need to see more details of the leave requisition form, click to access the form
as below example:

• Click to view the document supporting the applied leave if applicable

• Type comment if any in the box

• Click

• Recommendation was recorded on the form, sample as below

2. Decline a leave requisition

• From the page List of forms need your actions, click to access the form

• Type comment in the box as comment is always required when recommender

rejects an applied leave.

• Click

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• Status of the form now is

• An email will be sent automatically by OTAL system to the applicant informing the disapproval
reason.

3 Delegate other person to recommend/approve a leave requisition form

• The person who was selected to recommend/approve leave can delegate other person to do this
task.

• From the page List of forms need your actions, click to access the leave form.

• To search for the person you want to delegate recommending this leave form, click to access
search page as below:

• Select or

• Type name, select office, select department and click to access the page as below:

• Click and Requestor’s information page will be filled with selected name in the fields
as below:

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• Click

• After the successful delegation, an email will be sent by the OTAL system automatically to the
person who was delegated to recommend/approve the leave.

Back to Table of Content

III. LEAVE APPROVAL

• After the leave form passed the step recommendation, the person who was selected to approve
the leave will receive an email sent by the OTAL system automatically as below:

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• Click the link on the email, system will show the approver a list of all forms
need his/her action:

1. Approve a leave requisition

There are two ways to approve leave

™ If the information listed on the page List of forms need your action is adequate for your approval,
click at at the column to complete approval step.

™ If you need to see more details of the leave requisition form, click to access the form
as below example:

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• Click to view the document supporting the applied leave if applicable

• Type comment if any in the box

• Click and status of the form now is

• The approval is recorded on the form as

2. Disapprove a leave requisition

• From the page List of forms need your actions, click to access the leave form

• Type your comment explaining the disapproval reason in the box

• Click

• Status of the form now is

• An email will be sent automatically by OTAL system to the applicant informing the disapproval

Back to Table of Content

IV. SEARCH & VIEW LEAVE DETAILS

• From the left hand menu, click to access the search page as below

• Input necessary data for searching and click and a list of relevant employees will be
shown

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• Click next to the employee needed to access list of his/her leave forms

• Click to have more leave details

Back to Table of Content

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V. CONTACTS FOR HELP

Topic Office Contact person Internal Ext

OTAL operation Ha Noi Ho Thi Thu Trang 6333

Nguyen Thi Thanh Huyen 6333

OTAL operation HCMC Nguyen Thi Minh Nguyet 8415

Nguyen Dang Minh Anh 8229

Nguyen Ha Noi 8204

OTAL operation Phnom Penh Hing Sopheavy 122

Panharoith Leang 220

Sopheak Leng 237

OTAL system/database All 3 offices Bui Quang Nghi 8344

Back to Table of Content

C. OTAL PIC GUIDANCE

1. Post a qualified leave

• From left hand side menu, click to access list of approved leave form need to
be reviewed and posted.

• Click to access the approved leave form

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• Type comment if any and click

• Leave details then posted into the system.

2. Disqualify an approved leave

• Access the leave form from

• Type in comment box the reason to disqualify leave form and click

• An email will be sent automatically by OTAL system to the leave applicant informing the
disqualification reason.

3. Adjust an approved leave

™ Any adjustment on approved leave must be approved by relevant PICs and OTAL PIC should
ensure to have the evidencing available for reference.

• Use search function to access the leave need to be adjusted.

• Click to active edit function

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• Fill in the details need to be adjusted and click

Back to Table of Content

End Part 1

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PART 2: OVERTIME WORK

TABLE OF CONTENT

A. Overtime claim workflow ...........................................................................................18

B. OTAL User guidance

I. Overtime claim.........................................................................................................19

1 Create and submit a new overtime claim form .....................................................19

Step 1: Launch an Overtime Claim Form..........................................................19

Step 2: Check default information of Employee and Leave summary..............19

Step 3: Input OT claim details & select person to recommend/approve...........19

Step 4: Save a draft form & modify before submission.....................................20

Step 5: Submit the Overtime Claim Form .........................................................21

2 View Overtime claim forms status ........................................................................21

II. OT claim verification ............................................................................................22

1 Verify an OT claim ................................................................................................22

2 Decline an OT claim .............................................................................................23

III. OT claim recommendation..................................................................................23

1 Recommend an OT claim.....................................................................................23

2 Reject an OT claim ...............................................................................................24

IV. OT claim approval ...............................................................................................25

1 Approve a recommended OT claim .....................................................................25

2 Disapprove a recommended OT claim.................................................................26

V. Search & view OT claim details ..........................................................................26

VI. Contacts for helps...............................................................................................26

C. OTAL PIC guidance ....................................................................................................27

1 Post a qualified OT claim......................................................................................28

2 Disqualify an OT claim..........................................................................................29

3 Adjust an approve OT claim .................................................................................30

4 View and export OT claim for payment for payroll purpose .................................30

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1. OVERTIME CLAIM WORKFLOW

Dept. PM/Engagement HR Local/

All Staffs Senior team member
Manager
Secretary OT PIC

Email notification to requestor

Reject with comments

Create/Sub Verify Recommend Approve Review / End

mit OT Form process
Post

Draft
Email notification to recommender/approver

Claim Verify Recommendation Approval Post

Create an overtime claim form 1. Verify an OT claim 1. Recommend an OT 1. Approve a 1. Post the qualified OT
Step 1: Launch Overtime Claim Form claim recommended OT claim claim
2. Decline an OT claim
Step 2: Check employee information
2. Reject an OT claim 2. Disapprove a 2. Disqualify an OT claim
Step 3: Input OT details & Select recommended OT claim
person to recommend/ approve 3. Adjust the approved OT
Step 4: Save a draft form & modify claim
before submission
4. View and export OT
Step 5: Submit Overtime Claim Form
claim for payment for
payroll purpose

Note: OT can be requested and submitted within 2 months from the time it’s occurred, OT requests over 2 months will not be accepted and processed.

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B - OTAL USER GUIDANCE

I. OVERTIME CLAIM

1. Create an Overtime Claim Form

Step 1: Launch a Overtime Claim Form

• Click the link to OTAL system on Intranet: http://otal.vn.kworld.kpmg.com/Default.aspx

• Click from left hand side menu

Step 2: Check employee information

Applicant needs to check the details stated in this part and make sure it correct before going to the
next step.

• Employee data:

Step 3: Input OT claim details and select person to recommend/approve

• Input OT details in all fields required

• The persons entitled to recommend/approve OT claim from applicant department is default in drop
down list. Select the appropriate one.

• If the appropriate person is not available in the drop down list,

o Click at to search other option

o Click after fulfilled searching details

 o Click and the appropriate person will be inserted into the field
or accordingly.

• Click and the OT details will be added in the form.

- Note: OT can be requested and submitted within 2 months from the time it’s occurred, OT requests over 2
months will not be accepted and processed.
• Click if you want to remove the OT just added.

• Go to step 4 if you want to save the form or skip step 4 if you want to submit the form

Step 4: Save a draft OT claim form and modify before submission

• Click if you do not want to submit the OT claim form right now.

• To modify the saved OT claimed form

o Click from the left hand side menu to access page My Overtime Form

o Click to access the draft form

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 • Click to active the edit function;

o Change the save OT details and then click or

o Click to remove the row;

o To resume the draft form click

• Click to input more OT claim details and then to resume the draft
form.

Step 5: Submit the OT Claim Form

• Click

• The below dialogue box will appear to confirm your successful submission.

• Click and the page My Overtime Forms will be shown.

• An email will be automatically sent by system to the department secretary

Back to Table of Content

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 2. View status of the submitted OT claim form

Click link on the left hand side menu to access the page as below:

Possible statuses of the OT claim form through the online workflow are 1) Draft 2) Pending; 3)
Rejected; 4) N/A or 5) Done with the following details:

1) Draft

• The form was saved as draft by the creator and has not been submitted.

2) Pending

• Person in charge to verify/recommend/approve/review has not fulfilled his/her responsibility to

your OT claim form.
3) Rejected
The department secretary or the person who was selected to recommend/approve the OT claim or
the HR PIC have rejected, disapproved or disqualified the OT claim.
An email was sent automatically by the system informing the employee that the OT claim was
rejected/ disapproved/disqualified.
4) N/A
When an OT claim form is declined/rejected/disapproved, it’s status is turned to N/A at all next steps
on the online workflow as the form was stopped and will not go on through the workflow.
5) Done
The OT claim form has successfully passed the certain step on the online workflow.

Back to Table of Content

II. OT claim verification

• After the OT claim form submitted successfully, the department secretary will receive an email
sent by the OTAL system automatically.

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• Click the link on the email, system will show the secretary the page with
all forms needs his/her action. This page is also accessible by clicking at from the
left hand side menu

1 Verify an applied leave

• Click to access the form as below example:

• Type comment if any in the box

• Click to complete the verification and the verification comment/date/time is

recorded on the form.

2 Reject an OT claim

• From the page List of forms need your actions, click to access the form

• Type comment in the box as comment is always required when

recommender rejects an OT claim.

• Click to reject a single row or to reject all OT claim and the

verification comment/date/time is recorded on the from

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• An email will be sent automatically by OTAL system to the applicant informing the reason.

Back to Table of Content

III. OT claim recommendation

• After the OT claim form verified by secretary, the person who was selected to recommend the
OT claim will receive an email sent by the OTAL system automatically as below:

• Click the link on the email, system will show the recommender the page
with all forms need his/her action:

1. Recommend an OT claim

There are two ways to recommend OT claim

™ If the information listed on the page List of forms need your action is adequate for your
recommendation, click at at the column to complete recommendation step.

™ If you need to see more details of the OT claim form, click to access the form
as below example:

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 • Type comment if any in the box

• Click and the recommendation comment/date/time was recorded on the

form, a sample as below

2 Reject an OT claim

• From the page List of forms need your actions, click to access the form

• Type comment in the box as comment is always required when

recommender rejects an OT claim.

• Click to reject a single row or to reject all OT claim and the

recommendation comment/date/time is recorded on the from

• An email will be sent automatically by OTAL system to the applicant informing the disapproval
reason.

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 Back to Table of Content

IV. OT claim approval

• After the OT claim passed the secretary verification and recommendation step, the person who
was selected to approve the OT will receive an email sent by the OTAL system automatically as
below:

• Click the link on the email, system will show the approver the page with
all forms need his/her action.

1 Approve a recommended leave

There are two ways to approve a recommended OT claim

™ If the information listed on the page List of forms need your action is adequate for your
approval, click at at the column to complete the approval step.

™ If you need to see more details of the OT claim form, click to access the form

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 • Type comment if any in the box

• Click and the approval comment/date/time was recorded on the form

2 Disapprove a recommended leave

• From the page List of forms need your actions, click to access the form

• Type comment in the box as comment is always required when

recommender rejects an OT claim.

• Click to reject a single row or to reject all OT claim and the approval
comment/date/time is recorded on the form.

• An email will be sent automatically by OTAL system to the applicant informing the disapproval
reason.

Back to Table of Content

IV. SEARCH & VIEW OT CLAIM DETAILS

• The function to search and view OT claim details is available for department secretaries and
management team only.

• From the left hand menu, click to access the search page as below

• Input necessary data for searching and click and a list of relevant employees will
be shown

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• Click next to the employee needed to access list of his/her OT claim forms

• Click to have more OT claim details

V. CONTACTS FOR HELP

Topic Office Contact person Internal Ext

OTAL operation Ha Noi Ho Thi Thu Trang 6333

Nguyen Thi Thanh Huyen 6333

OTAL operation HCMC Nguyen Thi Minh Nguyet 8415

Nguyen Dang Minh Anh 8229

Nguyen Ha Noi 8204

OTAL operation Phnom Penh Hing Sopheavy 122

Panharoith Leang 220

Sopheak Leng 237

OTAL system/database All 3 offices Bui Quang Nghi 8344

Back to Table of Content

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C. OTAL PIC GUIDANCE

1. Post a qualified OT claim

• From left hand side menu, click to access list of approved OT claim need to
be reviewed and posted.

• Click to access the approved OT claim form, sample as below

• Type comment if any and click

• OT details are posted into the system.

2. Disqualify an approved leave

• Access the OT forms from

• Type in comment box the reason to disqualify leave form and click

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• An email will be sent automatically by OTAL system to the OT applicant informing the
disqualification reason with cc copy to recommender/approver

3. Adjust an approved leave

™ Any adjustment on approved OT claim must be approved by relevant PICs and OTAL PIC should
ensure to have the evidencing available for reference.

• Use search function to access the leave need to be adjusted.

• Click to active edit function

• Fill in the details need to be adjusted and click

4. View and export OT claim for payment

™ Once an OT claim was qualified and posted, it would be divided in two parts:

(1) Claim For Leave bank: OT added to leave bank will be updated in the leave data and user will
see the different in Leave summary on the Leave Requisition Form

(2) Claim For Payment: OT claimed for payment is stored in OTAL database and will be viewed
and exported by PIC for payroll purpose only

™ The function to view OT claim for payment and export to excel file is available for those who are in
charge of OT claim for payment only, currently are the C&B PIC based in HCMC for Vietnam
offices and based in PP office for Cambodia.

• Click to access the qualified OT claim for payment

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• Click into , and qualified OT claim for payment is available in an excel file

• OT claimed for payment could be exported to excel file one time only, i.e. the OT claimed for
payment, once exported, will no longer be shown on the list under the link of .

Back to Table of Content

End

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