TOPIC: Electronic Pay Stubs OFFICE: Department of Administrative Services STATE: OR DATE: 04/06/2012 QUESTION / ISSUE:

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1 TOPIC: Electronic Pay Stubs OFFICE: Department of Administrative Services STATE: OR DATE: 04/06/2012 QUESTION / ISSUE: If your state offers electronic pay stubs to employees, would you please answer the following questions: 1. How long have you been offering them? 2. Are they through a service, off the shelf software or state developed? If off the shelf or a service, who is the provider? 3. How do employees access them? Can they do it from home or a public computer? 4. How do you handle employee authentication? 5. Does the software require a user ID and password? 6. If you require a user ID and/or password, how are they assigned/established? What is the process if an employee forgets his/her user ID or password? How much time does this involve for state staff? State Alaska 1. Since first quarter This was in-house developed. 3. Can be accessed from home. 4. State user ID and password. Once employees leave state service they are no longer able to access online advices. 5. See #4. 6. See #4. Prompts to change and help desk if necessary. Arizona 1. The state stopped printing pay advices in December 2008 and began relying exclusively on online pay advices. 2. Lawson LSF 9.01 Employee Self-Service. 3. They can access through the Internet on any compatible browser (i.e., 8) Employees use their employee identification number and a personal password. 6. Employee IDs are assigned on hire as their unique identifier for HR, payroll and IT purposes. Passwords are created on hire and are managed by the system to require the user to change frequently. It prompts the employee with two security questions they established at setup. There are also other call-in procedures to verify identity to have passwords reset. Required frequent management before automated online security question password reset functionality was implemented. Now it is much less frequent. Colorado 1. Since November Part of Employee Self-Service (ESS), a module of our payroll system. 3. For now, employees can access electronic pay stubs only from office computers. We hope to expand this to the employees home computers sometime this summer. 4. First time employee signs into ESS, the employee inputs name and SSN, if matched, new account is created. 5. After initial set up, the employee signs in using the employee ID (not SSN) and user created password. 6. User establishes their password; employee requests a reset; this process is labor intensive and involves Central Payroll and the Office of Information Technology essentially user becomes a new user to reset password, we hope to simplify and potentially automate password resets sometime this summer.

2 Delaware 1. Delaware went live with epay (electronic pay advices though an Employee Self-Service website) in April, 2009 and discontinued printing and distributing pay advices September, This is delivered functionality in the state s Payroll Module of the PeopleSoft/Oracle ERP application. It has been somewhat modified. 3. Employees may access through any Internet connection. 4. Employees must enter their User ID (Employee ID#) and a password they create. 6. The employee s Employee ID is their User ID which is assigned by the system at the time of hire into the HR/Payroll system. The initial default password is created though a nightly process on the date the employee is hired into the system. The password includes a combination of personal data (pulled from the HR record) and specific symbols. The first time the employee logs into Employee Self-Service, they are required to change their password. If an employee forgets their password, the state has an on-line form they complete to have their password reset back to the original default or they can call a Help Desk number, leave a message and their password will be reset. We have one FTE assigned to this process. Florida Iowa We have electronic earnings statements (pay stubs) available to all state of Florida employees. Iowa has been using electronic pay stubs for its employees, but phased it in gradually. It is now available for 100% of our agencies and their employees. We do print some pay stubs for people who have EFT, based on business need where they ve asked for exceptions. But out of almost 20,000 people paid every 2 weeks, only about 350 get the information on paper. And for those who still get a real warrant (and not EFT), they get both the printed stub and can access the online payroll warrant. Maryland 1. Since State developed 3. Anywhere as long as they can get to website. 4. First time requires any one of last 4 check numbers or direct deposit advice numbers. Name, Social Security, birth date and must provide answers to reset questions like father's middle name, mother's maiden name, etc. 6. Rest of password is allowed if they can answer the questions correctly. Minnesota 1. We have been offering electronic pay stubs to employees since at least We use Oracle/PeopleSoft for our software. Our paystub is predominantly custom processing (state developed). 3. Employees access paystubs through self-service. They may do so from work, home or any other public computer. 4. Employee authentication is done using delivering security for Oracle/PeopleSoft., the software does require a user ID and a password. 6. The user ID is a system assigned ID. An initial password is assigned by the system, we default the password to a specific piece of employee data and that is communicated to the employee upon hire. These processes have been automated. The hiring agency does need to communicate this information to their employee; but we have no direct involvement, so an estimate of time is not valid.

3 Nebraska Pennsylvania South Carolina South Dakota Nebraska has been using the electronic pay stub since late in The employee accesses the stub through the Enterprise One system (part of the JD Edwards / Oracle product) currently used by the state. Use of the system requires a username and password for authentication. Since the software is web-based, employees can print a copy from any place where they have access to the Internet and a printer hooked up to the computer. Currently, the resetting of a password or acquisition of the username is being automated and should take the employee just a few minutes to process the request. Historically, though, it has taken anywhere from 10 minutes to an hour or so depending on the serviceability and timing of the request. 1. Since 2004 shortly after go-live with SAP software. 2. SAP 3. Link is available directly to your information if signed on to your office PC with network user ID/password. If link accessed remotely you need to log on with your network user ID/password. 4. Network credentials 6. Everyone with PC network access is assigned user ID when hired. Password is maintained by employee. The user ID is also the name on your address so forgetting it is unlikely and if so can always be obtained through Outlook. Passwords can be reset by our IT Help Desk which takes minimal time. 1. Yes 2. This is offered through SAP NetWeaver Portal. 3. Employees access through a website from any home or public computer. 4. Employee must enter a user ID and password. 6. User ID is established for all new hires and is the same for all SAP applications. If the employee has signed up for self-service password reset, then they are able to reset his/her own password; otherwise, employee must contact the helpdesk to have password reset. How much time does this involve for state staff is unknown since this is handled by a statewide help desk. South Dakota does have electronic paystubs. 1. We have had them for more than 10 years, not sure exactly when they started. 2. It is a homegrown system. 3. The system is accessed through an employee self-service intranet site. It can be accessed from either a home or public computer. 4. Not sure what this question is asking., both a user ID and password are required. 6. User ID is the employee s six digit employee number assigned in Lawson; password is initially set as the last four digits of the employee s Social Security number plus the MMDD of their birth. Employees can change the password if they want. If a password is forgotten, a supervisor needs to reset it which only takes a matter of 2-3 minutes.

4 Texas The statewide system used by most of the regular state agencies includes functionality that will allow electronic pay stubs. The responses to your questions relate to that process and does not attempt to address any electronic pay stubs by those systems maintained in-house by the remaining eight regular state agencies or the institutions of higher education: 1. We have offered the electronic pay stubs for approximately three to four years. Over time, the majority of the 106 regular state agencies have begun to use the functionality. 2. The functionality was state developed. 3. Agencies are established with the functionality, agency staff are trained on the tool and the security. Employees are given access via an address by which they are notified of availability of earnings and leave statements. Employees can access via an established URL (which may be on their agency home webpage or saved in the employee s favorites (which might allow access from home). 4. The agency provides an identification number and a six digit number that can be verified against the payroll system as the initial set-up. The employee is instructed to log in (using the identification and six digits as the initial user ID and password) and then is required to change their user ID and password. This log in establishes the security profile including answers to verification questions. 5. It does, see response to Question The user ID and password are established as described in the response to Question 4. There are rules about the user ID and password but those are determined by the employee. If the employee forgets his user ID or password, the agency has staff with rights to reset for the employee. Because we don t know the frequency or the length of time for each agency, we cannot explain the time required to reset but the agency designated staff are trained in the process and they either reset the password or reestablish the account and the employee re-enrolls in the system. There are designated fields that the agency security person enters and it is relatively simple and quick. Utah We have been offering electronic pay stubs since 2005 as part of our Employee Self-Service. ESS is part of the SAP HCM system we installed in The paystub, however, is developed in house. Security is two tiered. The employee must exist on a master directory to access web services that link to other applications with limited access and they must also have authorization within the HCM system. Employees can access ESS anywhere they have Internet access; however, the only browsers that are supported are IE and Firefox. The master directory is maintained by our ITS department and they have created the ability for people to recover their passwords. The ID and passwords are the same for our LAN so employees are using them everyday to get into their computers, so forgotten passwords are not much of an issue.

5 Virginia Please see my responses below. You can find more information on our Payline web page. Unfortunately our Administrative Manual is not up to date but you can still get a feel for the application. (e.g., we do not allow the use of SSN to log in any more.) years 2. In-house developed application. 3. Employees access through the web and can access from a home or public computer. 4. Initial temporary password is ed to employing agency contact for subsequent delivery to the employee. 6. A temporary password is provided and when the employee uses that to access Payline the employee establishes a password in the security record. When the employee clicks on the Forgot Password button he/she can view a previously stored hint to aid in recall, he/she can answer previously stored security questions to reset the password, or request a new temporary password. We have 95,000 employees active at any point and time. Over the past 30 calendar days we have answered 263 inquires submitted through the Contact Us facility. We do not provide phone support initially. We do not provide support after hours, weekends or holidays. Support for this application is minimal just after CYE we do receive more contacts because we also provide electronic W-2s. This past January we had 531 contacts.