Community Services Group Employee Portal

Transcription

1 Community Services Group Employee Portal Logging in to GreenEmployee.com Please use the above link to take you directly to a sign-in page or on the Insider you can go under the orange tab labeled My Employee Center (effective 11/1/13) to locate the link. The CSG logo will be featured prominently on this page and you should also see a picture of a closed padlock ( navigation bar of your browser. This indicates the site is secured. ) in the Once on the sign-in page for the first time you will add your last name + the last 4 digits of your social security number. Your last name would be your full legal name that is listed on your paystub(ex:smith- JonesJr). Then select No I need to setup my password or reset my password and click on continue or click enter. If you are having some difficulties seeing the continue button or not able to click the enter key. Please review the *IS tips at the end of these instructions. You will then be asked for your birth date. This must be in the following format MM/DD/YYYY(ex: 10/28/1980). Please do not forget the slashes. Click continue or enter and you will be asked to create your password. Save your password and you will be able to return to the employee login screen. This time enter yes to having a password and enter the password you created. Click signin or enter. Your first visit to GreenEmployee.com The first time you visit GreenEmployee.com you may be asked to enter or verify some basic information about yourself as part of a welcome wizard. Common welcome screens include: Verification of your Time Zone, address, and option to receive notifications Verification of your address and possibly updating it to conform exactly to USPS records Revised 4/17/14 Page 1

2 Your GreenEmployee.com Homepage The exact content of your GreenEmployee.com homepage varies depending on what s available for your review. Any company-wide announcements will be displayed prominently at the top of the page under the bulletins section. These announcements may include items such as a policy change, details about an upcoming event, or a company newsletter. The messages section will display information about new paystubs, documents awaiting your review, or items that your supervisor or Employee Services wishes to bring to your attention. You may access most of these documents directly by clicking on the View link at the end of the message itself. Clicking the red X icon will remove the message from your homepage. The remainder of the homepage may contain information about your most recent paystub and the weather in your local area. The exact contents of your homepage may be altered by the following process: 1. Click Edit Account in the top right of any GreenEmployee.com homepage 2. Select the Homescreen tab 3. Check/Uncheck the boxes to indicate what you would like to see. We suggest you uncheck your most recent paystub. 4. Click Save 5. Click the Home icon in the top left of the site to return to your homepage. Most of the sections on your homepage may also be dragged to new locations using your mouse. Basic Navigation The top of each GreenEmployee.com webpage will contain shortcuts to different sections of the site. The exact shortcuts displayed at the top of the screen will vary based on the exact functionality that s available to you. Home will return you to the GreenEmployee.com Homepage Revised 4/17/14 Page 2

3 Profile will allow you to review information about yourself, your address, and your dependents Pay History allows you to review years of paystubs and W-2s Benefits will allow you to review your current benefits and make changes for open enrollment. HR Documents is an electronic store of your direct deposit sign-up sheet and W4 information. Your GreenEmployee.com Profile Information This quick-start guide describes how you may update your personal information, address, dependents, and contacts, by submitting change requests to the benefit/payroll team. Overview Using the employee profile module of the Employee portal, you can update your pertinent information without calling the payroll/benefit team. Any update you make will be submitted to the payroll/benefit team for review and approval. To review your current data and submit a change, click on the Profile menu option at the top of the page. Here, you will find a list on the left for each set of information you may wish to review or update: Address, Dependents, Contacts. Personal Information Personal Information may include information such as your first name, last name, middle name, social security number, birth date, ethnicity, and marital status. This information is only be available for viewing. The only change you can make is to your marital status. If you find any information that is inaccurate, contact the payroll/benefit team at payroll@csgonline.org. Address If you move and need to update your address, you may do so in the Address tab then edit in the lower right hand corner. Here you may update your physical address, phone number, and address. Provide the updated address in the fields and click Submit. Please consider including a comment with your change. Please use full names for Street, Road, etc. Address should not have any punctuation. State should be all caps, 2 letters and no punctuation. A certificate of residence is required to be completed. There is a certificate of residence form at the end of this document or Click here for Certificate of Residence. PHONE NUMBER: Phone number 1 should be your primary phone number Phone number 2 should be an alternate phone number Revised 4/17/14 Page 3

4 Dependents Dependent information is critical to managing your benefits effectively. We ask that you maintain current dependent information. For employees on CSG s insurance, this information is required. Here you can add, remove or edit your dependents. To add a dependent, click on the Add Dependent button. To remove dependent, click on the remove button. To edit, click on the + to update a current dependent. Any changes or additions will be sent to the payroll/benefit team for approval. You must add your dependents prior to enrolling these dependent into benefits. Social security numbers are mandatory for all benefits. Please remember to add the social security for all dependents. Once they have been added/approved you will be able add them for medical and dental insurance. Contacts Revised 4/17/14 Page 4

5 You may also manage important emergency contacts through the employee portal Profile module under the Contacts tab. Here you can add, remove or edit your contacts. To add a contact, click on the Add contact button. To remove contact, click on the remove button. To edit, click on the + to update a current emergency contact. Any changes or additions will be sent to the payroll/benefit team for approval. Your GreenEmployee.com Pay History Viewing Check Stubs and Direct Deposits There are two main ways to view information about your last check or direct deposit after logging in to the employee portal: from the most recent paystub section on your homepage and also the Pay History page. The homepage section contains very basic information about your most recent payment, including gross pay, taxes, deductions, and net pay for both the most recent pay date as well as year to date. Clicking View on this section will take you directly to your complete pay document. Revised 4/17/14 Page 5

6 The second way to view this information is to click the Pay History icon that exists within the navigation bar. When you access your latest check stub or direct deposit, it will appear. You have the option to view the full document in the frame provided by using the scroll bar or you may open the document in a new window by using the link below the left corner of the frame. To view historical check stubs or direct deposit slips, use the drop down above the document. Find the document using the pay date and amount and click on the row to display it. Viewing your W-2 At the end of the year, your W-2 will be posted along with your check stubs and direct deposit slips. A notification will appear on your homepage when the W-2 is available. You will be able to review your W- 2 and update personal and address information if necessary. Notifications Revised 4/17/14 Page 6

7 You may wish to have or text message notifications sent to you when a new pay document is available in the Green Employee portal. To set this up, click on Edit Account once you are logged in. Under the Notifications tab, you will notice that you can enable and text notifications for when a new pay document has been issued. Your GreenEmployee.com Benefits The Benefits main page contains 5 different sections. 1. Current Benefits: In this section, you see the different benefits you are currently enrolled in. You will find a list of the providers for your different benefits, a summary of each benefit and, in most instances, a link that will provide you with additional details about every benefit you are currently enrolled in. 2. Pending Elections: In this section you will see any elections that you have submitted but have not become effective yet. This generally occurs in between your submissions and the system administrator s approval. During an Open Enrollment (see below), this list will be populated between the time you submit your elections, and the time your new plan period begins. Revised 4/17/14 Page 7

8 3. Eligible Benefits: This is a comprehensive list of the different benefits you qualify for. 4. Open Enrollment: During an Open Enrollment period, you will see a link that will allow you to start the enrollment process, and make your elections for the new plan period. Clicking on this link will start the Open Enrollment Wizard, and you will be presented with a screen that looks like the figure on the right. Benefits will be grouped by type: Health Retirement Life Insurance Miscellaneous Revised 4/17/14 Page 8

9 For each benefit you will have the option to Enroll, or if you ve previously made an election, you can Modify your elections by clicking on the associated button. Clicking on the Enroll/Modify button for each benefit will give you the opportunity to see the options available under each benefit, and make the election of your choice. In case you need more information, there is a link that displays all the details about the benefit you are selecting. For non-required benefits, you will also have the opportunity to Waive coverage during the next plan period. If you are electing any type of medical insurance you must also enroll in Dental Employee Only, Vision and Fees. These are benefits paid by CSG but you must select them to receive the benefit. When enrolling your spouse, you must complete the spousal verification form. This form can be found under the documents section of the benefit. Please complete and submit to the payroll benefit team at payroll@csgonline.org. Basic Life Insurance and 401K are not part of open enrollment and are not set up for you to makes changes to at this time. Submitting Elections Revised 4/17/14 Page 9

10 To submit your elections navigate to the bottom of the page. Here you are presented with the total estimated cost of your benefit elections per paycheck. If you are not satisfied with this amount, you may go back and modify your elections at any time before the open enrollment period closes. All benefits must be enrolled in or waived before submitting elections. Once you are finished simply enter your first and last name as shown in Greenshades, and click Submit. 5. Qualifying Life Events: Allows you to make eligible changes to your elections. When circumstances change in your household e.g: Moving to a new location, your spouse changes jobs, a new baby is born- you may be eligible for a Qualified Life Event. A transfer in position may also qualify as a qualified life event. This will allow you to make changes to your benefit elections any time of the year, and have coverage that fits your new circumstances without having to wait for an Open Enrollment. Claiming a Qualified Life Event is Easy! Start the Qualifying Life Event wizard by clicking on action button titled: Claim a Qualifying Life Event. You will be prompted with the list of eligible events as determined by your employer. Pick the one that fits your situation, and click Next. Please add your dependent information before starting this process. You will be able to select the date when the event occurred, and provide some comments that will be reviewed by the benefits administrator. This Revised 4/17/14 Page 10

11 page also allows you the opportunity to upload any documents that may serve as a supporting evidence for your claim. Complete the information on this page, and click Next. The following screen will be identical to the Open Enrollment Wizard (see above), where you ll have the opportunity to make new elections, and submit them to your administrator for approval. Your GreenEmployee.com HR Documents Here, you will find your direct deposit and W-4 information. You will be required to complete both forms the first time you enter Greenshades. To start a new form, click on Click Here Click Start beside the form you want to add or change. The form will populate for you to complete. With the W-4, you will have an option to use a wizard or complete it on your own. If you use the wizard, it will determine the appropriate exemptions for you. You must check the acknowledgement box: Revised 4/17/14 Page 11

12 All HR document changes will be submitted to the payroll/benefit team to review/approve. Leaving GreenEmployee.com Once you have completed your visit to GreenEmployee.com you should click the Sign Out link in the top right of the page, just under your corporate logo. This is especially important if you share a workstation with one or more employees who may be using the terminal once you are finished. Merely closing the browser or minimizing your active webpage leaves your information vulnerable to another person who may arrive at the workstation immediately after you leave. For your information security, all users are directed to click Sign Out once they have completed using GreenEmployee.com. *Resolution Adjustments: Windows 7: 1. Right-click the desktop, and then click Screen Resolution. 2. At the resolution option use the drop-down box to change the resolution to something higher. Move the Screen resolution slider up to a higher resolution. 3. Click Apply to have the new resolution take effect. 4. If the Monitor Settings dialog box appears, look at your display. If you like the new resolution, click Yes. If you do not like the resolution, click No, and return to step 3 to try a different resolution. 5. Click OK. If this does not resolve your issues then please contact the IS Helpdesk at extension Revised 4/17/14 Page 12

13 Certificate of Residence - Local Earned Income Tax Certificate of Residence Form New Employee (NOTE: Section 1, Number 3 does not need to be completed if this box is checked) Current Employee Update To All Employees: To comply with Earned Income Tax Regulations, we must establish every employee s correct school district and place of residence to ensure that local taxes are withheld correctly. As part of your employment records, it is important that you complete the following information accurately. If this information changes (should you move), another Certificate of Residence form needs to be completed and submitted to your program office. THIS SECTION TO BE COMPLETED BY EMPLOYEE SECTION 1 EMPLOYEE INFORMATION 1. FULL LEGAL NAME (LAST, FIRST, MIDDLE INITIAL) 2. YOUR SOCIAL SECURITY NUMBER 3. DATE MOVED TO THIS ADDRESS 4. LEGAL TAX ADDRESS NUMBER & STREET (DO NOT USE PO BOX) CITY/TOWN COUNTY STATE ZIP 5. LOCAL MAILING ADDRESS CITY/TOWN COUNTY STATE ZIP 6. MUNICIPALITY PSD Code Employer Use Only Resident Rate Employer Use Only 7. SCHOOL DISTRICT EMPLOYEE SIGNATURE Employee signature Date THIS SECTION TO BE COMPLETED BY PAYROLL SECTION 2 EMPLOYER INFORMATION 1. Employer name 2. Employer EIN COMMUNITY SERVICES GROUP Place of employment Address Number & Street (Do not use PO Box) City/town County State Zip 4. Municipality PSD Code Employer Use Only Non- Resident Rate Employer Use Only Revised 4/17/14 Page 13