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SAP and PI: basic information about the Integrated University Management System, first steps and operation of the SAP system. Issues pertaining to logging in, filling in requests and permissions concerning the SAP production system.

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Information Portal

Information Portal

Information Portal for everyone.

First steps - Information Portal

Logging into the Information Portal

Change PI/SAP password

Information Portal user guides

Official trips – Information Portal

News

FAQ

I forgot my password to SAP and Information Portal

In order to recover the password to the SAP system or the Information Portal, please visit https://pi.uj.edu.pl. To the right of the login window, you can find a “problems with logging in?” link. When you click on this link, a password recovery procedure will start. Follow the instructions.


Note: in order to recover the SAP and the Information Portal password, you need to remember your login details to your university e-mail account in the uj.edu.pl domain.

Access to the Information Portal for staff members employed on the basis of a civil-law contract.

NOTE (concerns staff members who are not employed on the basis of an employment contract)!

 

Staff members employed at the Jagiellonian University on the basis of a civil-law contract do not have access to the Information Portal by default.

 

In order to create an Information Portal account, a staff member employed on the basis of a civil-law contract should:

  1. check whether their contract has been entered into the IT systems and an employee SAP number has been assigned,
  2. contact the IT Helpdesk in person (at Straszewskiego 25/4a) if they do not have an e-mail address in the @uj.edu.pl domain. Creating an e-mail account requires a valid ID card,
  3. on the second day after creating an e-mail account (point 2), the staff member needs to send an e-mail from their mailbox to sapiens.basis@uj.edu.pl with a request to grant access to the Information Portal.

Change direct telephone number (desk phone) of an employee

After logging in to https://pi.uj.edu.pl select “My data” from the menu and then click on the “My data” icon. Then open the “Official data” tab and press the “Change telephone number” button. After changing the desk phone number, press “Save changes and close the window”.

The information will be updated in the employee search engine within a few minutes.

Issues with payslips

Please send an e-mail with information to sapiens.basis@uj.edu.pl You need to provide the employee ID number and e-mail address used by the employee (the e-mail is necessary to verify whether the employee has not been erroneously given a second e-mail address).

How to submit a holiday application through the Portal?

Video guide:
Application with appointment of a substitute
Application without appointment of a substitute

Instructions in PDF format

How to accept/reject a holiday application (guide for manager/supervisor)

How to exclude the substitute from the next holiday request (PI)?

The procedure can be seen in a video guide:
https://www.sapiens.uj.edu.pl/Portal_Instrukcja_Video_21_Wniosek_o_nieobecnosc___procedura_skladania

(starting at 2:25)

What kinds of holidays are supported by the Portal (PI)?

As of now, only vacation leaves are supported.

Can I apply for a current date or submit an application for a date in the past (PI)?

It is possible to submit an application for a current date or for a date in the past – up to 7 days for UJKR. In the case of UJCM, it is not possible to submit an application for a past date.

I'd like to see my payslip through the Portal. Since when are current slips available (PI)?

https://www.sapiens.uj.edu.pl/Portal_Instrukcja_Video_17_Pasek_wynagrodzen
The current payslips can be viewed from the first day of the month in the case of teachers and from the 26th day of the month in the case of administrative staff.

Where can I download a description of all the elements on my payslip (PI/PY)?

Download PDF files available to the right https://www.sapiens.uj.edu.pl/SAP_Pliki_15_Pasek_wynagrodzen___lista_wszystkich_skladnikow

Where can I find the history of approved holiday requests?

The history of accepted applications (both via email and in the Portal) can be viewed by going to:
“Employee self-service system -> Overview of active processes -> Accepted/rejected requests”

My holiday request is stuck. After my substitute approved it, it never reached my supervisor.

Simple employee substitutions should be accepted from the “Substitutions” tab or via e-mail. Accepting a substitution from the “Leave requests” tab does not work.

I accepted the request (via PI), but it is still visible.

Accepting a request via the PI requires approving the decision by pressing the “Decision” button. In addition, if you accept a simple substitution, you must do it from the “Substitutions” tab.

I did not receive the holiday request to my mailbox.

1. First check the “Spam” folder and other folders in your mailbox. Maybe that's where the request ended up.
2. Make sure that your mailbox is not full.

I want to make a training appointment

First you need to call the relevant team in the Department of University Management Systems at the Jagiellonian University (depending on the subject matter of the training) to set a date (https://www.sapiens.uj.edu.pl/crsz_kontakt).
Then you should fill in the form available at https://www.sapiens.uj.edu.pl/sap_szkolenia.

If you did not find an answer to your question…

For more information, please visit https://www.sapiens.uj.edu.pl/

or

Describe and report your problem to IT Help Desk staff using the form available on the website or by sending a message to pomocit@uj.edu.pl.