OCDE Business Applications

Transcription

1 OCDE Business Applications Employee Information System (EIS) WILLIAM M. HABERMEHL County Superintendent of Schools Employee Reference Guide February 2010

2 Table of Contents Welcome...2 Overview...2 Data Security...2 New User Requirements Employee ID...3 Social Security Number...3 Accessing EIS...4 Login Page...5 Employee ID...5 Initial Password...5 Security Setup...6 Instructions...7 Retrieving Account Information...9 Forgot my login information...9 my account information...9 What is my Employee ID...10 What if I forgot my password...11 System message...13 What if I forget my answer to my Secret Question...13 Changing Security Setup...15 What if I don t provide a personal Change Password...17 Change Address...18 Change Secret Question...18 Features of EIS...19 Software Requirements

3 WELCOME TO EIS Welcome and congratulations for being a new user to the Employee Information System. In an effort to provide a full self-service center for employees, this system was created to provide a way for employees to access their personal payroll information at their convenience. Overview OCDE s Employee Information System (EIS) is your single point of access to view your employee information online. The following features are available to be displayed on EIS. On-line Paycheck Stubs o On-line three year history retention On-line W2 s o On-line three year history retention Data Security Your personal payroll information is secure! EIS was designed with data integrity and data security at it s core. Data is secured using multiple layers of abstraction and encryption. OCDE has taken every precaution available to ensure your data is secure. For more information regarding the security of EIS, use the link on the login page to learn more. The following area below is provided to assist you with remembering key information you will need to provide to access the Employee Information System. Secure this information by placing it in a safe location accessible only to you. Employee ID: *Your Personal Password: Secret Question: Secret Answer: Personal *Personal password is not the initial password provided by your employer. This password is the one selected by you during the Initial Security Setup. If you choose to write this information above, remember to update this information after you make changes to your Employee Profile. 2

4 NEW USER REQUIREMENTS Items you will need before getting started: account, Employee Id, and Social Security Number If you are a new user to the Employee Information System (EIS) you will need the following before logging in to the system. A valid address may be any of the following types of accounts o A personal account Example: Hotmail, Gmail, etc. o A work account The provided will be used to correspond with and assist the user with looking up their employee identification number and the resetting of a forgotten password. Whether the provided is a personal or work account , the user must consider that the provided must be accessible to the user (employee) from any location and at any time. 2. EMPLOYEE ID - A new user will need to familiarize themselves with their district provided employee identification number. Employee ID is 10 numeric characters o Example: o The first two digits will identify your district employer number Employer ID is currently located and printed on your pay check stub o Locate your Employee ID on your pay check stub, at the top left-hand corner, under your name. Use this 10 digit number to log on to EIS. The employee identification number will be required the first time you log in to EIS and thereafter. It is vital that you remember your employee identification number. Should you need assistance from your district office regarding accessing EIS, the employee identification number is the method in which your employer may quickly identify you as the employee. You should refrain from using your social security number as a method of identification and use your district employee identification number (Employee ID) when speaking to district payroll office. 3. SOCIAL SECURITY NUMBER A new user to EIS will need the last four numbers of their social security card to first log on to EIS. 3

5 ACCESSING EIS - Start by opening your preferred Internet/Web browser and typing and entering in the following web address: The welcome page will be displayed and an access button will gain entrance into EIS. Click on the Click here to begin button to access the login page. 4

6 Login Page If you are a first time user, you will be prompted to type in your district assigned Employee ID and the initial first time user password. Employee ID The Employee ID is the same number found on your payroll check stub (10 numeric characters). Initial One time User Password The initial first time user password consists of a combination of the last 4 digits of your Employee Id and the last 4 digits of your Social Security Number. Example: If your district provided Employee Id is and your Social Security Number is , your initial first time user password will be: Forgot your password, refer to page 11 Retrieve Account Information Password. 5

7 Initial Security Setup- When accessing and logging into EIS for the first time, you will need to create your Initial Security Setup information. This screen allows the system to further customize and personalize your security information to identify you in the future. Data entered on this screen will be used in the event you forget your Employee ID or password. The entered on this screen is vital and will need to remain current. Your address will be used for the password recovery feature and account maintenance information. Users may make modification to their Security Setup at any time by updating any of the information on this screen. 6

8 Initial Security Setup Screen Instructions The Employee ID will be automatically entered on the first field. 1. Follow the screen direction, by first entering the initial password of the last 4 digits of your Employee ID and the last 4 digits of your Social Security Number. Example: If your district provided Employee Id is and your Social Security Number is , then your initial first time user password will be: If this is not your first time logging in to EIS, but you want to make a change to your current Security Setup, use the current password you have in place. 2. Enter a new password 3. Confirm the new password Passwords must be between 7 to 15 characters in length The new password must contain at least 2 numeric characters and at least 2 alphabetic characters The password cannot be the same as the old password The password will be effective the next time you login 4. Select a secret question. This question will be used in the event you forget your password. By providing an and keeping it current, it will enable the system to e- mail you your Employee Id and password for access. 5. Provide an answer to your selected secret question. Your question and answer will confirm your identity in the future in the event you forget your Employee ID, , or password. Keep your answer simple and to the point. This will help you remember it in the future. 7

9 6. Provide an address as part of your EIS profile. In the event you forget your account information you can request to have the information ed to you. The system will use the current address provided. Remember to keep your address updated when changes occur. This will also be used for future notifications, message alerts, account activations and forgotten password. This address, in conjunction with the secret question/answer, is used to confirm your Employee ID. You may enter and use your work, home, or personal address, so long as you can access this account in the future. 7. Save your data by clicking on the save button at the bottom of the screen. 8. Lastly, after submitting and saving all the required information, an will be sent to the address provided containing a web link. Click on this web link or copy the link into a new browser window. The EIS login screen will appear with a message confirming that your is now validated as part of your profile on EIS. Terms of Use (After Initial Sign-On Only) During your initial sign-on, the Terms of Use will display additional information about the system. Please review the terms and click the I Accept Terms button to continue. This message will not re-appear during succeeding logins. Clicking I Do Not Accept Terms will log you out of the system and will prevent your access into EIS. You will now be able to access EIS with from any internet location with your Employee ID and new personal Password by using the following web address: 8

10 Retrieve Account Information Employee ID What if I forgot my Employee ID? In the event you do remember your Employee ID, you can have the information e- mailed to you. Just follow these simple instructions below. If you forgot your Employee ID, click on the link: Forgot your login information? Account locked? Click here for further instructions (shown below in the dash outlined box). By clicking on the link, the system will display a new window (shown on below). By clicking on I forgot my Employee ID link will display a new window. 9

11 Enter your current Address is on file with EIS as part of your employee profile information. This can be the address you entered when you first set up your EIS account or one you have since updated on your EIS profile. After entering and confirming your address, the system will redirect you to the login page and you will see the following message: Look for an message from that will be sent to the address on file with EIS. It will display the following system driven message: You have requested your EIS Account Information to be sent to your . Below is your login information. Employee ID: XXXXXXXXXX You can access the EIS system using the link below. If you did not request your EIS Account Information please contact your payroll department. Thank You. 10

12 Retrieve Account Information Password What if I forgot my Password? In the event you do remember your password, you can have the information e- mailed to you. Just follow these simple instructions below. If you forgot your Employee ID, click on the link: Forgot your login information? Account locked? Click here for further instructions (shown below in the dash outlined box). By clicking on the link, the system will display a new window (See next page). 11

13 Enter your Employee ID in the open box field (shown below in the dash outlined box). By entering your Employee ID, the system will display a new window (shown below). Answer the Secret Question by entering your answer in the open box field (shown below in the dash outlined box) and click continue. Sample of Questions As a user you are able to select from 6 questions to answer. Upon Initial Security Setup, you selected one of the following questions: 12

14 After answering correctly your secret question, the system will you the following message. You have requested your EIS Account Information to be sent to your . Below is your login information. Employee ID: XXXXXXXXXX Password: XXXXXXXX Please remember this password is case sensitive. You can access the EIS system using the link below. If you did not request your EIS Account Information please contact your payroll department. Thank You. 13

15 What if I do not remember my Answer to my Secret Question? In the event you do not remember your Answer to your Secret Question, you will need to contact your payroll department to have your account reset. You will need to provide your payroll department a current address to have a temporary password sent to that account. Once you receive the temporary password via , you may use it to access EIS. The system will prompt you to redo the security setup on the EIS profile. See screen example below: 14

16 Re-Initializing Security Setup The Employee ID will be automatically entered on the first field. 2. Enter the temporary password as the current password. 3. Enter a new password 4. Confirm the new password Passwords must be between 7 to 15 characters in length The new password must contain at least 2 numeric characters and at least 2 alphabetic characters The password cannot be the same as the old password The password will be effective the next time you login 5. Select a secret question. This question will be used in the event you forget your password. By providing an as part of your EIS profile and keeping it current, it will enable the system to your Employee Id and password for access. 6. You will need to answer your selected Secret Question. Selecting a question and answering it correctly will confirm your identity in the future in the event you forget your Employee ID, , or password. 15

17 7. Provide an address as part of your EIS profile. In the event you forget your account information you can request to have the information ed to you. The system will use the current address provided. Remember to keep your address updated when changes occur. This will also be used for future notifications, message alerts, account activations and forgotten password. This address, in conjunction with the secret question/answer, is used to confirm your Employee ID. You may enter and use your work, home, or personal account address, so long as you will be able to access this on file when using the EIS system. 8. Save your data by clicking on the save button at the bottom of the screen. 9. Lastly, after submitting and saving all the required information, an will be sent to the address provided containing a web link. Click on this web link or copy the link into a new browser window. The EIS login screen will appear with a message confirming that your is now validated as part of your profile on EIS. What if I do not or did not provide an address as part of my profile? If you did not provide an address upon initial setup or thereafter, you will not be able to retrieve any forgotten information from your EIS profile. This is why it is strongly recommended that you provide an . You will need to contact your district s payroll representative during your employer s business hours to further assist you. Employing School District: Business Hours: Telephone Number: Payroll Representative: 16

18 Employee Profile The user is able to change the following profile options within EIS: Change Password Change Change Secret Question & Answer Change Password To change your current password, you will need to enter the current password, supplying a new password and confirm the new password in the open field boxes. You will also need to the answer to your secret question on file. By clicking the change password button will make the new password effective upon re-entry to EIS. 17

19 Change Address To change your personal , enter your new desired address in the open box field. Your current address will be displayed above it. You will also need to answer your secret question. The correct answer to your secret question will trigger and initiate an to the new address. When this happens, validate the new by clicking on the link within the message. This will confirm your new address for EIS. Change Secret Question To change your secret question, select a new question from the drop-down box. Provide an answer for that question. For security purposes, you will also need to provide your current password. By clicking on the change secret question button, you will make your new secret question and answer effective upon re-entry into EIS. 18

20 Features of EIS- Once within EIS, your name and employer will display at the top information bar. The tabs below your name will feature the options available by your district. Tab features Online Pay Stubs Screen displays the following: Current calendar year Payroll cycle, Issue Date, Payment Type (NetCheck or Direct Deposit), Gross Earnings, Federal Tax, State Tax, Net pay amount, and Status of payment. This feature also has the following: o 3 Year History Retention or onset of district implementation of Employee ID o Displaying in calendar year format o On-line view of payroll check stub o Downloading of payroll check stub Online W2 s- Screen displays the following: Year, Last Earnings Information, Total Federal Earnings, Total Federal Tax, Total State Earnings, Total State Tax, Corrections made to W2, and has the following features: o 3 Year Calendar History Retention o Download Capability Employee Profile Ability to change and customize your personal EIS profile Help Provides the following assistance and how to instructions on the following: o Updated User Manual o Enable JavaScript o Install Adobe Reader necessary software in order to view or download online Pay Check Stubs or W2 information o Configure Adobe o Allow EIS pop up windows o Trusted Sites Zone Logout Securely logs you out of EIS 19

21 Software Requirements For complete instructions on downloading software and enabling functions needed and required for certain features of EIS, please refer to the HELP menu within EIS. To preview your pay check stub does not require any software. To download your pay check stub requires Adobe Reader software. This software is free and is easily installed. JavaScript and style sheets must be enabled on the browser. 20