Employee Self-Service (ESS) for Faculty and Staff
Access your Employee Self-Service (ESS) to see your timesheets and leave balances.
You can access Employee Self Service (ESS), securely, using your Reed credentials.
Instructions & User Guides
Review our ESS guides for step-by-step instructions.
Frequently Asked Questions
How do I log in to ESS?
Go to https://ess.reed.edu in your browser and bookmark it. Sign in with your Reed credentials.
What about information I already entered into GPS?
All information entered into GPS will transfer automatically to ESS. You do not need to reenter any information.
Will I still be able to view my past checks and W-2’s?
Yes. Any information that you were able to view in GPS will be available to you in ESS.
I am having trouble logging in with my GPS password
ESS uses your Reed credentials for access. There is no longer a need to have a separate login. If you are having trouble with your Reed credentials contact CUS at 503-777-7525 or firstname.lastname@example.org.
Is there other functionality in ESS?
At this time the only change is moving the current functionality of GPS to ESS. There are plans to add additional functionality in the future. That will be communicated as it is rolled out.
Why is the college changing?
The college’s software provider is ending support for GPS and ESS is the replacement product.
What if there is no timesheet listed in ESS to access?
Contact Human Resources to determine if you have been authorized to work. There may be necessary paperwork that you have not submitted in order for you to be set up as an employee.
How do I enter time for each pay period?
You will enter your time in hours worked and in 15 minute increments. If you worked from 8:30 a.m. to noon (3.5 hours) and 1 p.m. to 3:45 p.m. (2.75 hours), you would enter 6.25 hours worked.
You can submit your completed timesheet at any time during the pay period. timesheets should be opened and started by each employee no later than the first day of each pay period. You are encouraged to enter your time on a daily basis, or as often as is feasible for your workload. Make sure to save your entries before exiting the window. Do not wait until the last day of the pay period to input your time. Timesheets must be submitted no later than noon on the day after the pay period ends.
Do exempt and non-exempt employees submit their time differently?
Yes, non-exempt employees submit actual hours worked each pay period. Exempt employees report exception time—defined as those hours they take as sick and vacation time.
What if I am on vacation or sick during the timesheet submission period?
You should complete and submit your timesheet before you leave on vacation, as your hours will be known. If you are sick and unable to submit your timesheet, please contact your supervisor. Approvers can submit an employee's timesheet for them if the employee has started it and not submitted it. If you have not started your timesheet, your approver would need to contact Payroll Services to process the timesheet as the approver will be unable to access it.
How does my approver know when there are timesheets available to approve?
Approvers will need to go into ESS on a regular basis to check for the status of their employees’ timesheets. There is no automatic notification, unless the approver logs in to ESS regularly, then they will get a notice that there are timesheets to approve.
What if I didn’t work during the pay period?
Student employees should not submit a timesheet for any pay period in which they did not work. Employees who are on FLMA leave or unpaid leave, a personnel action form should have been submitted to the Human Resources office authorizing this time off.
What if I find an error on my timesheet after submitting it?
You will be paid for the time as entered and approved through ESS. If there is a mistake, you must notify your supervisor of the error. If the approver has not yet approved the timesheet and it is in a pending status in ESS, the supervisor can go in and make the changes. The supervisor would also need to document in the comments field that they spoke with you about the changes, and why the changes are being made.
The supervisor will then notify Payroll Services via email and Payroll Services will correct your pay on the following paycheck. It is important for the payroll system to have accurate information so you are paid correctly. As we are tracking sick and vacation time in the ESS system, any adjustments to those hours also need to be submitted to Payroll Services so your accruals are correct.
What happens if my timesheet is not submitted and/or approved by the due date?
Contact your supervisor immediately, and provide them with a paper timesheet. Your supervisor will then contact Payroll Services to process your pay. All employees and their supervisors are responsible for submitting and approving timesheets no later than the due dates in order to be paid in a timely manner.
What if I click on Submit for Approval before I was finished entering hours for the entire pay period?
If there is time before the submission deadline, you can click on recall time to return the timesheet to yourself, and you can finish and re-submit it. If it is after the submission deadline, please contact your supervisor to update and complete the timesheet before they approve it.
How do I report adjusted time or leave for a past pay period?
You can submit a paper timesheet, signed and approved by your supervisor, to Payroll Services for an adjustment on the next paycheck.
How do I report any overtime hours?
Any hours worked over your normal work hours should be entered as Regular hours (REG Earn code). The payroll system will automatically calculate overtime hours and pay.
Will I receive my paycheck if my approver does not approve my timesheet by the deadline?
We will not withhold paychecks if your approver did not approve your timesheet. You or your approver must contact payroll to let us know of the situation so we can process the pay. We will also run reports after the deadlines to see who hasn’t submitted timesheets and follow up with employees and approvers to pay the correct hours.