4.1.1. Adding or Modifying Dependency/Household member requests for family members (ESS Workflow)

1. The staff member submits the original documentation offline for verification by the HR Administrator, who stamps and dates a copy as seen and verified; and returns the originals to the staff member.
2. After checking the staff member’s family profile and ensuring this is not a duplicate record, the staff member or in exceptional cases, the HR Administrator enters personal data related to dependency (marriage, newborn child, etc.) in the Employee Self-Service (ESS) and, if applicable, requests dependency benefits. If no dependency benefits are requested, the approval will be for a household member.
3. As part of the submission, the staff member or HR Administrator needs to upload the previously verified supporting documentation as an attachment.
4. The HR Partner reviews the information provided by the staff member in ESS against the verified documentation submitted as attachments and approves, if appropriate. The HR Partner will reject applications that are not complete (including missing or not verified documents) explaining the reason for the rejection and pointing out any missing documents, etc. If rejected, the staff member or the HR Administrator on behalf of the staff member must submit a new application as the system does not allow modification of the current application based on the feedback received at the time of rejection.
5. Once the approval is made in ESS, a Maintain Family status – Change family member PA is created automatically in Enterprise Central Component (ECC) and notification is sent to the staff member.

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