MyView User Guide. New Employees. Author: HR Business Centre 2016 Page 1 of 16

Transcription

1 MyView User Guide New Employees Page 1 of 16

2 Contents Page Item 4 How to Access MyView 5 Logging on for the first time 7 Summary of information you can access 8 Viewing/Amending your Personal data 13 Special considerations regarding bank account changes 15 Completing your tax declaration 16 Viewing payslips and P60s Page 2 of 16

3 How to Access MyView In order to access the program, you need to type the following address into your internet explorer address bar and then click on Go Alternatively you can type the words bexley myview into Google as shown below which will then return the site to you. You should then see the Bexley Self Service MyView welcome page as follows: You can now add this location to your favourites for future use. Remember that you can use this same address to access the system at work, via BexWeb, or at home using any device with an Internet connection If you find that the text is outside of the boxes on your screen, when you access the site from your own PC at home, you may need to use an alternative browser e.g Google Chrome or Firefox If you need assistance at any time, please contact the HR Business Centre on or Schools HR on Page 3 of 16

4 Security Security of data is paramount to Bexley. The product uses industry standard web security, to provide you with the same levels of security that you would have with, for example, an on-line bank account. Bexley s I.T supplier, and our internal audit department have been involved in the system set up, in order to ensure best practice. With any secure access you are, of course, responsible for ensuring that your username, password and security questions are known only to yourself and that any local prints taken of data are held in a secure environment or shredded. You should also ensure that you log off when you have finished and not leave your session open. Please also take a moment to check the Disclaimer message Logging onto MyView for the first time You sign onto the system using your username and a password. Your username is advised to you when your employment commences, it is in the format ANNNNN eg D If you have forgotten your username it can be obtained from the HR Service. Your password is a secure system generated temporary password which is notified to you via when your record is set up. NB- your system generated password and username are case sensitive, so please be sure to type carefully, or cut and paste, to avoid typing errors. If at any point you make a mistake you will get the following message: Click on continue and try again. You have 3 attempts to log in after which your account will be locked and you will need to telephone the HR Service, who will take you through some additional security questions and then reset your log on and a new temporary password will be advised to you. Page 4 of 16

5 Once your username and password are accepted, you will be asked to enter answers to 3 security questions. One of these questions will be asked at random every time you log on in future, so make sure you will remember the answers you give and note that again these are case sensitive. Once you have answered these questions please click on set my user questions to continue These questions have been set specifically to maximise security, in that they relate to personal information that is unlikely to be obtained by identity theft. You can choose whatever you like as the answers Finally you will now have to choose a new password. Enter the temporary password ed to you, in the old password box and then type your chosen password in the new password and repeat boxes. Your chosen password must be 8 characters long and must contain a mixture of alpha characters (both upper and lower case) and numbers. Passwords will expire every 60 days, in accordance with good IT practice Page 5 of 16

6 Once you have entered your temporary password and your new password, you should receive a confirmation message. If this is your first sign in you will be logged off and asked to re-enter You are now logged into your own personal MyView record. What information can I access? The product allows you to view and amend your personal details and view your payslips and P60s. Please note paper payslips/p60s are not provided. The initial screen, shown below, allows you to obtain help while in the system, access your own data pages or or link out to other useful sites on the Internet and/or Intranet The control box. Page 6 of 16

7 This allows you to return to the home screen, view a full summary of your personal details, change your password,update your profile and sign out of MyView. Simply click on the relevant actions Change password This will return you to the earlier screen and allows you to change your password for future log ons Update profile This will allow you to alter your 3 security questions for future log ons. Click on the set my user questions on the bottom right of the screen to commit your changes The MyView Data page Clicking on this link will take you to the pages that you need to use to check and update your personal details ( eg your address, bank details ) submit a tax declaration and view your payslips/p60s Checking/Updating your Personal Data Clicking on the Personal Details option will take you to a set of 4 screens of personal data, available for amending/viewing as shown below. To enter your chosen screen simply click on the screen name Page 7 of 16

8 Each screen is listed below, along with details of the fields it contains, those that are NOT available to amend are highlighted Bank Details: Account Name, Account Type, Account Number, Building Society Number, Sort Code. Contact Details: Address (including Post Code), Home Telephone Number, Work Telephone Number, Mobile Telephone Number, address. Personal Details: Surname, Forename, Title, Other Forename(s), Known As, Previous Surname, Date of Birth, Gender, National Insurance Number, Passport Number. Each screen works in a similar manner. When you initially enter a screen, you will be in View Only mode. In order to enter update mode, you need to click on the [edit these details] link on the right of the page. This will then change to read [back to view only mode]. Please note that clicking on this will switch the page back to its original read only view, so you can toggle between view and edit modes. Page 8 of 16

9 Amending your Details When you enter the edit mode, fields that you are able to amend will change to white backgrounds. Move your cursor to the data you wish to amend and overtype or delete and re-type. Once you have made all the changes you want to, click on the button, to write these changes to your permanent personal file. Please note that some fields on each screen are mandatory and if you try to submit a change without the required information, you will receive an error message indicating the fields you need to complete. Please note the use of the other buttons: [Back] - will take you back to the previous screen without submitting or saving any changes you may have made. [Save] - will save your changes, but will not update the TOPS System. You can go back to these changes at a later date, and either amend them further, and/or submit them to be authorised. We do not recommend use of this function Once you have submitted your changes, you will get a confirmation message: If you are happy with the changes, please click OK, else click Cancel. Page 9 of 16

10 Once you have clicked OK, you will get a confirmation message to confirm that your amendments have been received. In the very rare instance that you are trying to make a change when a member of the HR team is using your record, you will receive an error message and requested to try again later. Please then click on [Continue] and you will be returned to the main selection screen where you will be able to see the submissions you have made. For all changes except bank details, the submission will be shown in the Authorised area. Any changes to bank details will be shown in the submitted area, as these require further security validation by the TOPS team before application to your record. Changes that you have submitted can be reviewed at any time by clicking on the form number. Page 10 of 16

11 As stated we do not recommend use of the SAVE function, but should you save a change it will be shown in an open area as below to indicate that it has not been actioned. You will then be able to reopen the form by clicking on it and then submit it. Page 11 of 16

12 Special considerations in relation to changing bank details The sort code identifies your bank and branch, while your account number identifies your personal account. If you have a deposit account then please telephone the HR Business Centre on If your bank and branch has not changed, you can simply overtype your account number. This should always be 8 digits long. As a security measure the system will ask you to confirm the old account number. If you need to change your sort code, you can either overtype, if you know it, or ask the system to find the number for the name of a bank and branch by using the search facility Page 12 of 16

13 Click on the [Search] button to return the search screen and select the bank name you require from the drop down list You can then click on the bank branch you require and this will take you back to your bank details screen. The screen will now show your new bank/building society details with the new sort code. If you get the message No matches found, please check the details you entered for the search. If they are correct, the sort code you are trying to use does not exist on the HR system s database- this will be rare. Please click on [Close] then [back] to exit from your bank details. Please now TOPSSystemTeam@Bexley.gov.uk and request that the missing sort code is created. Once you receive confirmation the sort code has been created, please then log back into MyView and amend your details. When you have changed all the fields required, click on submit to advise TOPS of your changes. Your form will show in the submitted list of changes until authorised by TOPS. Withdrawing a bank change While your change is in submitted and awaiting authorisation, you can, if you wish, withdraw the change by opening the form and clicking the withdraw button at the bottom of the form. This will then return the form to your withdrawn area and you can then choose to leave it there as a withdrawn change, or move to your open area from where you can then amend and re-submit. Page 13 of 16

14 Completing your tax declaration As a new starter you will need to complete a tax declaration in order to avoid overpaying Income tax UNLESS you are able to provide a P45 before your first payment is due. Go to the Employee forms/surveys page Select the New Starter Tax Form The form will open- complete all necessary fields and then click on the right of the page button at the bottom Page 14 of 16

15 Viewing your payslips /P60s Clicking on the payslips/p60s option will take you to a list of all available forms. Click on the period or paydate to display the on-line version of your payslip for that period. Page 15 of 16

16 Click on the view button to display the on-line version of your p60 for the relevant year. It is possible to print payslips should you need a copy to support any financial transaction by clicking on print at the bottom right of the screen. REMEMBER THAT THESE ARE YOUR CONFIDENTIAL DETAILS SO BE SURE YOU ARE SENDING TO A SECURE PRINTER Page 16 of 16