NORTH KANSAS CITY SCHOOLS. A Northland Tradition. Employee Online User s Guide

Transcription

1 NORTH KANSAS CITY SCHOOLS A Northland Tradition Employee Online User s Guide

2 Table of Contents Introduction... 1 Accessing Employee Online... 1 Access from the District Network... 1 Access through the District Portal... 2 Logging into Employee Online... 3 The Login Screen... 3 Changing Your Password... 3 Navigating... 3 Human Resource Functions... 4 Personal Information... 4 Home Address... 4 Emergency Info... 5 Benefits... 6 Insurance... 6 Reimbursement... 7 Other Benefits... 7 Position... 8 Current Position... 8 Position History... 8 Payroll Functions... 9 Tax Status... 9 Federal & State... 9 Pay Check Check Stub Direct Deposit Deferred Compensation What If Other Functions Employee Directory Message Board Help Amendments Benefits Info Rev. 03/2007

3 Chapter 1 Introduction Employee Online gives you access to important personal, payroll and benefit information. E mployee Online (EO) is a module in the IFAS product. The initial rollout of EO will be with limited functionality. You will be able to view most information including emergency information, pay check stubs, direct deposit, W-4, your current benefit plans and position information. You will only be able to update your emergency information. Starting in July 2007, the payroll functions will be available for update. Accessing Employee Online Employee Online is accessed through Internet Explorer. ACCESS FROM THE DISTRICT NETWORK To access the EO website from a district computer, open Internet Explorer. Type ifaseo.nkcsd.k12.mo.us in the address bar. The login screen will come up. This would be a good page to add to your favorites. 1

4 ACCESS THROUGH THE DISTRICT PORTAL If you are away from the district and need access to EO, you may get to it using the district portal. Go to the portal address, my.nkcsd.k12.mo.us. Sign in using your Novell user name and password. Once you are in the portal, menu travel to Staff Resources>Employee Tools>Employee Online. If you choose to store your ID and password in the portal lockbox, you can skip the login screen. To use the lockbox, menu travel to Account>Password Management. Enter your Employee Online ID and Password and click on update Information. Now when you go to Staff Resources>Employee Tools>Employee Online, the portal will sign in for you. 2

5 Logging into Employee Online THE LOGIN SCREEN You are now ready to sign into Employee Online. Type in your employee ID, this is the six digit number that starts with 9. You can find this number on your check stub or you can use the lookup tool in the district portal. To use the lookup tool, sign into the portal, menu travel to Staff Resources>Employee Id and EO Password Lookup - Indiv, enter the required information and click the button. Your initial password is set to the last 4-digits of your Social Security Number. You may change your password if you wish, but it is not required. CHANGING YOUR PASSWORD To change your password, click on the change Password link. Enter your employee ID and your current password. Then enter your new password twice to confirm accuracy. Click the Continue button. You will be returned to the login screen to sign in with your new password. If you set up the lockbox in the portal and you want to change your password then click Logoff on the EO menu, click on Return to Login and click on Change Password. Remember to make the change in portal password management too. NAVIGATING The menu in the left margin of this page will be on the left side of the EO screens. You use this menu to move between screens. The bulleted words are active links that you click on to see that information. When you want to leave EO, click on the Logoff link. 3

6 Chapter 2 Human Resource Functions The human resource functions give you the opportunity to update your home address and emergency contact person. You will also be able to view your benefit plans and your current and past positions. Personal Information HOME ADDRESS To view your home address information click on the Home Address link. 4

7 If you want to update your home address, then click on the Update Record button. You may change your address information as well as your phone(s), public/private address selection, and district status. The Private Address is to indicate if you want your address in the district employee directory. Private addresses do not show in the directory. The District Status is to indicate whether or not you live in the district. Make the required changes and click the Submit button. You can start over by clicking on the Reset button or return to the previous screen by clicking on the Cancel button. EMERGENCY INFO To view who your emergency contacts are, click on the Emergency Info link. From here you can update or delete an existing contact or add a new contact. To delete a contact, select the record and click Delete Record. It will take you to a screen to confirm that you want to delete your contact. 5

8 Click on update or add buttons and you will be taken to a screen like the one below. Enter the information requested and click the Submit button. You can start over by clicking on the Reset button or return to the contact list by clicking on the Cancel button. Benefits INSURANCE To view your Health and Dental Insurance information, click on the Insurance link. 6

9 You may see your contribution and deduction amounts by selecting a plan and clicking on the View Record button. REIMBURSEMENT To view your Section 125 deductions, click on the Reimbursement link. OTHER BENEFITS To see the voluntary benefits that you are enrolled in, click on the Other Benefits link. You can see the deduction amounts for those plans. 7

10 Position CURRENT POSITION To view your current position information, click on the Current link. POSITION HISTORY To view your position history, click on the History link. 8

11 Chapter 3 Payroll Functions The payroll functions give you the opportunity to update your Federal and State W-4 forms, your direct deposit choices and your deferred compensation amounts. You will also be able to view your pay check stubs and see how changes will affect future checks. The update functions will be effective July Tax Status FEDERAL & STATE To view your federal and state tax status, click on the Federal or State link, respectively. If you want to update your W-4 information, then click on the Update Record button. You may change your filing status, total exemptions and additional withholding amount. Make the required changes and click the Submit button. You can start over by clicking on the Reset button or return to the previous screen by clicking on Cancel. 9

12 Pay Check CHECK STUB To see a list of available pay check stubs, click on the Check Stub link. You may see a check stub by selecting a date and clicking on the View Record button. To print a check stub, click on the Print View button. Go to the Internet Explorer file menu and select Print. 10

13 DIRECT DEPOSIT To view your direct deposit information, click on the Direct Deposit link. From here you can update or stop a deposit to existing account or add a new account. To stop a deposit to a particular account, select the record and click the Close Record button. It will take you to a screen to confirm that you want to stop that deposit. If you want to update an account, then select it and click on the Update Record button. You may change the amount sent to the account. Choose between net, percentage or flat amount. Percentage means that you will indicate the percentage of your check sent to the account. Flat amount means that you want a specific dollar amount sent to the account. Net means that you want the balance of your check sent to that account. You can only have one net account. Make the required changes and click the Submit button. You can start over by clicking on the Reset button or return to the previous screen by clicking on the Cancel button. 11

14 If you want to add an account, then select it and click on the Add Record button. All fields are required. Enter your bank routing number and your account number. Choose between net, percentage or flat amount. Percentage means that you will indicate the percentage of your check sent to the account. Flat amount means that you will indicate a specific dollar amount sent to the account. Net means that you want the balance of your check sent to that account. You can only have one net account. Indicate if you are adding a checking or savings account. Enter the required information and click the Submit button. You can start over by clicking on the Reset button or return to the previous screen by clicking on the Cancel button. 12

15 DEFERRED COMPENSATION To see your Tax Sheltered Annuity plans, click on the Deferred Compensation link. If you want to update your contribution amount, then select a plan and click on the Update Record button. You may change your contribution amount and click the Submit button. You can start over by clicking on the Reset button or return to the previous screen by clicking on Cancel. WHAT IF To see how various changes to your payroll and benefit items will affect your pay check, click on the What If link. You will need to click on the Create Baseline button to pull in your check data. After that you can make changes to the WHAT IF column. Click the Submit button to see how the changes affect your net pay. The EO DED 1 and 2 fields allow you to see how new pretax deductions affect your net. 13

16 Chapter 4 Other Functions EMPLOYEE DIRECTORY To find an employee s office phone and GroupWise ID, click on the Employee Directory link. You will be able to search by first name, last name, department, phone or GroupWise ID. This is a simple screen intended to give you another way to find this information. You can use asterisk for a wildcard, as in the example below. MESSAGE BOARD The Message Board link takes you back to the welcome screen. The dates on this screen indicate the deadline for making changes in EO for your next check. 14

17 HELP The Help link takes you to the most recent version of the Employee Online User s Guide. 15

18 Amendments BENEFITS INFO The Benefits Info link provides you with the User ID and Password required on the Benergy website. The Benergy website has all the information about insurance plans and the link required for open enrollment. You can clink on the Benery link to get to the screen that requires the User ID and Password displayed. 16