People Employee Self Service Reference Guide. August 2017 Version 3.0

Transcription

1 People Employee Self Service Reference Guide August 2017 Version 3.0

2 What s in this Guide? Section Page Logging on to People 4 Requesting a Password 6 Changing Your Password 8 Changing Your Forgotten Password Help & 10 Personal Details 12 Contact Details 12 Emergency Contacts 13 Disability 13 Form I-9 13 Tobacco Status 13 Pay 14 Paychecks 14 Authorization Agreements 14 Direct Deposit Instructions 15 Leave Accrual Balance 15 Tax Form Direct Deposit 15 W-4 Tax Information 16 View W-2/W-2c Forms 16 W-2/W-2c Consent 16 Benefit Details 17 Benefits Summary 17 Benefits Enrollment 18 Performance 19 Total Rewards 19 Frequently Asked Questions (FAQs) 20 2

3 People DI Employee Self Service (ESS) PeopleSoft is DynCorp International s integrated human resources, payroll and benefits system. We call it People for short. With access to People, employees can maintain personal information, view their pay statements, update tax withholdings, find information on benefits and conduct performance assessments all from this single, online source. People provides employees with self-service capabilities for their human resources, payroll, and benefits needs, giving them more control over their personal information. Each employee is responsible for keeping his or her own data current. Since some updates are immediate and real-time, it is extremely important that information be entered accurately and verified before saving any changes. Please consider, as you view and update your information, that you must not misrepresent your employee data. This is addressed annually as part of Code of Ethics Awareness Training to which you certify your intent to comply. Employee data used for employment decisions may be subject to additional verification. Employees are encouraged to initially log into People and verify that all of your current information is correct and updated. Data from People is used in other enterprise-wide systems such as CostPoint and the system, Global Address Listing. Please Note People is available to employees who have a DynCorp International employee ID. If you do not have an employee ID, you should consult with your manager. If you have questions or need assistance with People, contact the IT Service Desk (24/7) at or

4 Logging on to People Enter the following URL into your browser s address bar: Supported browsers are Chrome 43.x, Firefox 38.x and 42.x, Internet Explorer 11.x and Safari 8.x-9.x. You can also find a link to People, and this Guide, on the DI Intranet. To access the site, enter your logon information User ID (this is your Employee ID) and password and Sign In. Reminders User ID = Employee ID Your password is case sensitive. 4

5 When you first logon, My Homepage displays a tile containing the classic People navigation, which you may still use. This guide focuses on the current tile and NavBar access. At the center top of the page, select Employee Self Service from the My Homepage drop down. Managers Only You are at the ESS Home Page. From here, you can use the tiles or (the NavBar) to get to all the functions that DynCorp International employees can use. NOTE: Managers and human resources professionals may have access to other tiles, links and functions not shown here. NOTE: Some menu items will only contain data if the employee s Pay and/or Benefits are administered through PeopleSoft. 5

6 Requesting A Password If you have never logged on to People before, you will need to request a password. To do this, select Forgot your password? from the initial logon page. Supply your User ID (this is your Employee ID) and select Continue. Provide User ID, then click Continue. Respond to the pre-populated question. Answer the question, then click New Password. 6

7 A password will be ed to you based on your System Profile (see Changing Your Forgotten Password Help ), which is populated by your Preferred address (if you provided one at the time of hire). Since your initial Preferred is usually your Home , you will need to change it, if you want to receive notifications at your work (see Changing Your Forgotten Password Help ). If you did not provide any address, you will get this message. If this occurs, you must contact the IT Service Desk (available 24/7) at or

8 Changing Your Password Periodically, you will need to change your password. 1. On the upper right, click 2. Click on 3. Scroll down to select Change My Password. You will first enter your current password. Next, enter your new password and confirm the new password by entering it a second time. Enter your current password. Enter and confirm your New Password, then select Change Password. 8

9 You will be notified of your success: NOTE: The DI Procedure for Password Complexity ( Identification and Authentication Sub-Policy) must be adhered to. The following statements apply to all users: Change passwords every 90 days Only re-use a password once every 5th time Select passwords with a minimum of 8 characters in length, which include upper and lower case letters, at least one number and at least one special character If you need assistance with your password, contact the IT Service Desk (available 24/7) at or Information Security It is each employee s responsibility to protect his or her personal information. Do not leave your computer unattended while connected to People. You should log off and close your browser whenever you finish a session. 9

10 Changing Your Forgotten Password Help & You will want to change your question and response for your forgotten password help the first time you access People. 1. On the upper right, click, NavBar 2. Click on 3. Scroll down to select My System Profile. Click the forgotten password help link: You will be presented several questions from which you can choose. Select one and type the correct answer in the Response field. Doublecheck your spelling before you click OK. 10

11 Select your Question, enter your Response, then click on OK.. After OK, you are returned to your Profile page. The listed here is the one where password resets & other system notifications are sent: You can change it to any of the Types you see listed. You must type in the new address. If left blank, you will not receive password reset s and will have to contact the IT Service Desk (available 24/7) at or

12 Personal Details You can view your existing Personal Details by selecting from the navigation on the left: Use the button to add a new item or click on an existing item to update the data. You can maintain your Contact Details (phone and ), Emergency Contacts and Disability. If you don t see an active button, you must contact your HR representative to have the information updated. Contact Details View or change your phone number and Personal or Other . Ensure that this information remains current as addresses are used for important benefits-related mailings. If you have more than one type of phone number or , one must be marked as Preferred. 12

13 Your DI-issued work , if provided, is automatically added from Active Directory (AD) as your Business . Only DI-issued s should be listed as your Business . If you have a government-issued or other non-di that you use for business purposes, add it as Other for the Type. Emergency Contacts View or change names, addresses and phone numbers for your emergency contacts. Mark one as Preferred. Disability View or change your disability status. Personal Information is where you can view or update your Form I-9 or Tobacco Status: 1. On the upper right, click, NavBar 2. Click on 3. Scroll down to select Form I-9 or Tobacco Status. Form I-9 Complete or re-verify your Form I-9 on-line using these Instructions. People validates your entries & notifies HR upon your successful submission. Have your valid documents ready for HR s verification. Tobacco Status View your tobacco status. Contact your HR representative for updates. 13

14 Pay You can view your Paychecks on-line here; this is especially useful if you use direct deposit. Click on the check date you want to view. Your check opens in a printable pdf document. Click to select a range of paychecks to view/print. Click to change the sort order. Payroll and Compensation is where you can change your direct deposits, view your Sick/Vacation/PTO balances, maintain your Federal tax withholdings and Form 673 (if overseas) and your W-2s. 1. On the upper right, click, NavBar 2. Click on 3. Scroll down to select Payroll and Compensation. Authorization Agreements Before you can have your pay direct deposited, you must give DI your authorization. You only have to do this one time. 14

15 Direct Deposit Instructions This explains how to properly set up and modify for your direct deposit(s) in People, step-by-step. You can also find answers to frequently asked questions about direct deposits. Leave Accrual Balance Click on Search and select the pay period end date for which you wish to view your leave (sick, vacation, PTO and/or personal) beginning and end balances. You can see how much leave you have earned and taken for the year, as well as any adjustment. Click on Advanced Search to enter a specific date. Tax Form 673 Only overseas DI employees are potentially eligible to claim this annual exemption from U.S. income taxes. Read the instructions to see if you qualify and complete the form online. If you have additional questions, more detailed Instructions and FAQs are available on the HR Intranet. Direct Deposit You can request and update your direct deposits in People. You must first complete the Authorization Agreement (covered previously). Refer to the Direct Deposit Instructions above for assistance. If you want to start or stop receiving a paper copy of direct deposit pay statement, click on the Pay Statement Print Option link, select the appropriate radio button and Submit. If you select paper, it is important to ensure your home address is current within the Personal Information Summary. 15

16 W-4 Tax Information It is easy to update your U.S. Federal taxes on-line. When you are first hired, you will default to Single with zero withholding allowances until you initiate a change. In addition to the instructions provided in Payroll and Compensation, more detailed Instructions and FAQs are available on the HR Intranet. View W-2/W-2c Forms Just like it says, view your current W-2 and W-2c Forms here, but only if you have first provided your consent (see next section). Click on the View a Different Tax Year link for previous years statements. W-2/W-2c Consent Before you can receive your W-2/W-2c Forms on-line, you must give DI your consent; you only have to do this one time. If you want to go back to receiving a paper form, you can withdraw your consent. Information Security Many of these forms contain your Social Security Number, which you should protect to help prevent identity theft. Employees are advised to NOT leave their computer screen unattended when viewing tax information. Also, immediately retrieve any printed copy of your tax information if routed to a shared printer. 16

17 Benefit Details You can view your dependent information, health, life, disability, savings plans or other DI-provided benefits information for payrolls processed in the U.S by selecting from the navigation on the left: Benefits Summary This page summarizes your current elections. Click any elected Benefit Type to see more information. For Medical, Dental and Vision, click on your Dependent s Name to see their information, which can only be updated at the time of hire or rehire, or Annual Enrollment. Use on the top left or your browser back arrow to return to the Benefits Summary. To view historical elections, just change the date and click Go. Information Security It is each employee s responsibility to protect his or her benefits information. Do not leave your computer unattended while connected to People. You should log off and close your browser whenever you finish a session. 17

18 Benefits Enrollment You can only enroll on-line if you are a new hire, rehire or during Annual Enrollment. If you do not have an active enrollment event, you will see this message: If you are enrolled in a DI-sponsored savings plan, you can make changes to your contributions or your savings plan beneficiary at any time by contacting T. Rowe Price, Your life and AD&D beneficiaries are maintained separately at and can be updated at any time throughout the year. Other mid-year changes to your benefits must meet certain qualifications and be coordinated through your local HR representative. 18

19 Performance Use this section to review and complete your historical and current performance assessments by selecting from the navigation to the left: Click on a displayed document to see the details. Use on the top left or your browser back arrow to return to your Current or Historical documents. In-depth guides and timelines are available from the HR Intranet using the Performance Management link. Total Rewards Use this section to review and print your historical and current Total Rewards Statement by selecting from the navigation to the left: 19

20 Frequently Asked Questions (FAQs) 1. Is my personal information safe within the Web-based system? Yes. In order to safeguard your personal information, you are required to sign on to People using a User ID and password. Both your User ID and password will be encrypted when sent over the internet using Secure Socket Layer (SSL). SSL is an industry standard technology that protects and secures information transmitted via the internet using encryption enabled by a security certificate. If you have connected with financial institutions or purchased anything over the internet, you ve probably noticed https instead of http in your address space or seen the padlock icon at the bottom of the page in Internet Explorer or similar browser. This indicates a secure server access through the internet. 2. What if I don t know my Employee ID? Your Employee ID can be found on your printed paycheck or you may contact an HR Representative or the Service Desk (verification of identity will be required). 3. Who can use People? Everyone who works for DynCorp International LLC with an Employee ID and valid password including Service Contract Act (SCA), Collective Bargaining Agreement (CBA) and Employment Agreement (EA) populations. DIFZ employees may also access limited information using People. If you terminate, you will still be able to access your information for one year. 4. How do I correct my personal information if it is wrong? Many fields are editable by you. In instances where you cannot edit information, such as Name, Home Address and Marital Status, you should contact your local HR representative. These fields are blocked from editing because any changes could adversely affect your benefits or taxes. 20

21 5. I clicked on a link, but it didn t work. Should I ask for help? There are many links that appear to be active, but either pull up a blank page or a message stating it is unauthorized. All of the allowable People navigations are listed in this Guide. You should seek assistance if one of the allowed functions is not operating correctly. 6. I made a mistake or changed my mind about making a change. Is there a way to exit without saving my changes? For a quick exit without saving your changes, you can always click the upper right corner. in 7. I work overseas but my mailing address is in the domestic US. How will I receive my paycheck if I do not utilize direct deposit? There are multiple benefits to using direct deposit and we encourage every employee to utilize this company benefit. There are no checks to be lost or stolen. Payments reach your account the day the check is issued even if you are out of town, sick or unable to get to your financial institution. Direct deposit can help you avoid bouncing checks because the deposit is direct and on time. It can save you trips to the bank and help you avoid long lines at tellers or ATMs. Many employers will deposit your check a day early if the regular payday falls on a holiday. If you do not wish to utilize this feature, you must elect to receive a paper paycheck and designate your Home Address as the delivery destination. 21

22 8. Why can I not change my benefit elections? Benefit elections are only editable during the enrollment period or at the time of hire or rehire. If you have a qualified life event, you should contact your local Benefits representative. 9. I do not want my personal data available on People. How can I remove it? Unfortunately, having your information removed from People is not an option. It is a business necessity and you can be assured the information is safeguarded using encryption. 10. Why is some information not editable? Some data fields are not readily editable by employees because to change them could adversely affect payroll and your benefits information. If any un-editable information needs to change in your profile, you should contact your local HR representative. Some changes will require additional documentation or verification. 11. My vacation hours are incorrect. How do I fix it? Please contact the Payroll department. 12. Why can t I use tiles to access everything? PeopleSoft is in the process of converting more functionality to tiles. At this point it is unknown when that will be completed, how much functionality will be converted and how much functionality will remain accessible by navigation only. 13. I have a question that hasn t been addressed. Who do I contact? Contact your local HR representative for general questions. For technical assistance, contact the IT Service Desk (available 24/7) at or