3E by PrimePay Employee Self-Service Auto-User Enrollment

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1 3E by PrimePay Employee Self-Service Auto-User Enrollment Document Revision History Date Version Change Reference June 19, 2009 AA Original version Table of Contents 1.0 What is 3E ESS Auto User Enrollment? How do I enable ESS Auto User Enrollment? Step by Step Instructions: Enabling ESS Auto User Enrollment What Happens Next? Step by Step Instructions: Activating Your ESS User Account (for the employee) Sample: Sharing the ESS Auto Create Enrollment URL What is 3E ESS Auto-User Enrollment? 3E ESS Auto-User Enrollment is a feature by which you can choose to have employee self-service ( ESS ) user accounts automatically created in PrimePay s 3E system. When this feature is enabled, 3E user accounts will be created for all existing active employees, as well as each time a new employee is added. If you have enrolled in one of our employee-centric services, such as Online Pay Statements or Online W-2s, this is an excellent feature, as it saves you from the administrative burden of creating accounts one-by-one for each of your employees! The security of your company and employee data is paramount to PrimePay. As a result, our auto-enrollment uses no default user names or passwords that could be easily compromised. In 3E, the employees themselves define their own user names and passwords in a highly secure manner. After activating their accounts, employees can use their new 3E user accounts to securely access any employee-centric PrimePay services that your company may have selected. 2.0 How do I enable ESS Auto-User Enrollment? You can ask your PrimePay representative to enable this feature for you. However, you can also enable it yourself with just a few easy steps described below. ESS Auto-User Enrollment is most valuable if you have enrolled in, or plan on enrolling in an employee-centric PrimePay service, such as Online Pay Statements. Copyright 2009, PrimePay, Inc. All rights reserved. This material is protected by the copyright laws of the United States and other countries. It may not be reproduced, distributed or altered in any way without written permission from PrimePay.

2 3.0 Step-by-Step Instructions: Enabling ESS Auto-User Enrollment You can ask your PrimePay representative to turn on the ESS Auto-User Enrollment feature. However, if you already have a 3E Employer Administrator account, you can enable it yourself in just a few easy steps: Step Action 1. Log into 3E using an Employer Administrator account. 2. Navigate to My Employer Settings: 3. The Employer Settings screen will appear: Check the Auto-Create ESS User Accounts checkbox. Once you do so, two additional fields of information will appear: Page 2 of 6 Last Updated: 6/26/2009

3 4. Note the ESS Auto-create Enrollment URL. This is the address of a web site that your employees must visit to set up their new user accounts. You must share this URL with your employees. For enhanced security, we do not directly provide your employees with this URL. Some common ways of sharing this URL with employees include: In a handout in new hire paperwork Via a flyer posted in a common area Through a mailer On a company Intranet 5. Using the drop-down, choose an ESS Authentication Token. Each employee who attempts to activate their user account will be asked to provide this value one time only. So, if you select SSN (without dashes), then each employee will be required to provide his/her Social Security Number when activating his/her account. Employees will also need a separate, one-time Verification Key that will be described below. 6. Click Save. ESS Auto-User Enrollment is now enabled! 4.0 What Happens Next? As soon as ESS Auto-User Enrollment has been activated, several things will happen: If any employees are added, or already exist in the system, AND we are aware of their e- mail address, then 3E will them a one-time Verification Key. They will need this Verification Key, along with whatever you selected as the ESS Authentication Token, in order to activate their account. The will look something like this: If any employees are added, or already exist in the system, and we are NOT aware of their address, no will be sent. However, a Verification Key will be generated on each of pay statements, whether paper or online, and this can be used to activate their account. Your employees must be instructed to visit the 3E ESS Auto-Create Enrollment URL to activate their accounts. They will need the following information when they do so: a. A Verification Key b. Whatever you identified as the ESS Authentication Token, such as their SSN See below for detailed instructions from the employee s perspective. Page 3 of 6 Last Updated: 6/26/2009

4 5.0 Step-by-Step Instructions: Activating Your ESS User Account (for the employee) Below is the process your employees must follow to activate their ESS user accounts: Step Action 1. Obtain a Verification Key from one of the following sources: a. Via e mail You may have received an e mail when you were hired including a Verification Key. b. On a pay statement from the past 45 days Verification Keys are printed on every employee s paycheck, whether paper or online. c. From the account creator If someone created your account manually, they would have provided a Verification Key to you directly. 2. Go to the web address provided by your employer. You should see a screen like this: 3. Enter your Verification Key, and click Next. 4. Enter the requested values, and then click Next. You may also change the address if it is already listed. Note: You must provide an address! Page 4 of 6 Last Updated: 6/26/2009

5 5. Enter a user name, password, and three Security Questions, and then click Next. 6. The account creation process is complete, but the account needs a final verification. 3E will you a URL that you must follow to validate the account. 7. Once the account is validated, you can log into the system! Page 5 of 6 Last Updated: 6/26/2009

6 6.0 Sample: Sharing the ESS Auto-Create Enrollment URL As mentioned above, you must share your ESS Auto-Create Enrollment URL with your employees, so that they know where to go to activate their user accounts. This can be done through any means the employer desires. Some typical examples are: Posting a flyer in the workplace Distributing handouts Posting on an Intranet Below is some sample content that you could use in publishing this information to your employees: Dear Employee, You can access your pay statements/w-2 copies (depending which services you have) online via our payroll provider s system, 3E by PrimePay. To access your personal information, you must first activate your user account in the system by visiting the following web site: (insert ESS Auto-Create Enrollment URL here) When you visit this site, you will need a Verification Key, which will either be ed to you or can be found on a recent pay statement. Follow the instructions on the web site to activate your account. If you encounter any problems, please contact us. Thanks very much, Employer Page 6 of 6 Last Updated: 6/26/2009