PeopleSoft 9.2 Self-Service Employee Information (SSEI)

Transcription

1 PeopleSoft 9.2 Self-Service Employee Information (SSEI) User Guide 450 E. South Street Orlando, Florida, Phone: (407) Revised: 01/2018 1

2 Table of Contents Welcome to Self-Service Employee Information... 3 Who Do I Call For Help?... 3 How do I access Self-Service Employee Information?... 4 Personal Information... 7 Update Your Home and Mailing Address... 9 Update Your Phone Numbers Update Your Addresses Update Your Emergency Contact Payroll and Compensation View Your Paycheck W-2/W-2c Consent Form View W-2/W-2c Forms Update Your Direct Deposit Update Your W-4 Tax Information Benefits View Your Benefits Summary Frequently Asked Questions (FAQs) Where can I find a current copy of the? Revised: 01/2018 2

3 Welcome to Self-Service Employee Information Welcome to the. This guide is designed to provide you with the information you need to successfully use the HR Self-Service Employee Information features and includes instructions on the following topics: Personal Information Personal Information Summary Home and Mailing Address Phone Numbers Addresses Emergency Contacts Payroll and Compensation View Paycheck W-2/W-2c Consent View W-2/W-2c Forms Voluntary Deductions Direct Deposit W-4 Tax Information W-2 Reissue Request Benefits Benefits Summary Who Do I Call For Help? If you have a question regarding your data in the Self-Service Employee Information pages, please contact the appropriate area within the Human Resources Department. If you have a question regarding your login or access to the Self-Service Employee Information pages or browser functionality, please contact the ISS Help Desk. The numbers are provided below for your reference. Human Resources Information Technology (407) ISS Help Desk (407) Revised: 01/2018 3

4 How do I access Self-Service Employee Information? Navigate to orangenet.ocfl.net. Once you are on the intranet, click on the thumbtack, then MyOCPortal. Login into the MyOCPortal using your Employee ID and password. Revised: 01/2018 4

5 Once you have logged on to MyOCPortal, click on Main Menu. You will notice the Self-Service Employee Information links on the left hand side of the Main Menu page. You can view your personal data such as Name, Address, Phone Number, and Emergency Contact under the Personal Information section. Revised: 01/2018 5

6 You can view your paycheck data under the Payroll and Compensation section. You can view your enrollments under the Benefits section if you are currently benefits eligible and are enrolled in one of the following: Medical, Dental, Tax Sheltered Annuities, Vision, Life AD&D, and Long-Term Disability. Revised: 01/2018 6

7 Personal Information The Personal Information Summary section can be used to view your Personal Information that is tracked in the PeopleSoft CS & HCM system. This information, for the most part, was provided to Orange County during your hire. If you have updated any of your information since your hire, you will see the most current information when viewing this section. If you would like to speak with a representative from HRIS regarding this information, please call (407) or CA-HRIS-Main@ocfl.net. You can access your Personal Information by clicking on the Personal Information Summary link under Personal Information on the Self Service menu. It is critical that this information is correct. Please notify Human Resources if any of this information is incorrect. Revised: 01/2018 7

8 You can update the following information: Home and Mailing Address Phone Numbers Emergency Contacts Addresses You can view the following information: Name Military Status Marital Status Revised: 01/2018 8

9 Update Your Home and Mailing Address You can update your address by clicking on the Home and Mailing Address link under Personal Information on the Self Service menu. Address Type Address Use Required/Optional Home Address Mailing Address Your HOME address is your physical address (your place of residence). Post Office (PO Box) addresses are not acceptable for HOME address. Your MAILING address can be a PO Box, a different physical address, or your HOME address. If you provide a MAILING address, it will be used as your official address to receive important mail such as your W-2s, benefit information, Florida Retirement System mailings, and other correspondence. If you do not provide a MAILING address, then your HOME address will be your official address. Note: Once you add a MAILING address, you will not be able to delete it. If you already added a MAILING address, and then decide to have your information mailed to your HOME address, please enter your same HOME address for your MAILING address. Required Optional Revised: 01/2018 9

10 Click the Edit button for the Address Type HOME. Enter your address on Street Address and, if any, on Unit #, then enter your City, State, Postal (Zip Code), and County. Click Save. The database will update immediately with your change. Revised: 01/

11 Once you click Save, you will be directed to the Save Confirmation page. Click OK to return to the Home and Mailing Address page. You will receive a system-generated to all of the addresses that you have on file in the system to let you know that a change was made. Revised: 01/

12 Click the Edit button for the Address Type MAILING. Due to HIPAA regulations and other State of Florida restrictions, we recommend that you do not use a work address for your MAILING address. The MAILING address is where information from your elected insurance companies, as well as other confidential information, will be sent. Once you click Save, you will be directed to the Save Confirmation page. Click OK to return to the Home and Mailing Address page. Revised: 01/

13 You will receive a system-generated to all of the addresses that you have on file in the system to let you know that a change was made. When editing your MAILING address, you will see a Copy Address from Home check box. Checking this box allows you to update your MAILING address with your current HOME address. This eliminates the need for retyping the address if it s the same as your HOME. Revised: 01/

14 Update Your Phone Numbers You can update your phone information by clicking on the Phone Numbers link under Personal Information on the Self Service menu. Click on the Add a Phone Number button to add an additional phone number. Revised: 01/

15 Enter the Phone Type for your Telephone number. You may add more than one phone number. Once you select the Phone Type, enter your 10-digit phone number without any formatting. The system will automatically format the field once you tab out. If you are entering more than one phone number, select which number you would like to store as the preferred phone. To update the existing phone type, simply enter the new number over the old data. Revised: 01/

16 Click on the Save button to submit the data. This will automatically update the PeopleSoft CS & HCM database. Once you save the phone number(s), you will be directed to the Save Confirmation page. Click the OK button to return to the Phone Numbers page. Revised: 01/

17 Update Your Addresses You can update your addresses by clicking on the Addresses link under Personal Information on the Self Service menu. Most employees will have a Business address and have the option of adding a Personal or an Emergency address. Work-related s, including Orange County Announcements and Events and Self-Service Employee Information confirmations, are sent to employees Business address. If an emergency arises, Orange County will notify employees via their Emergency address. Please note that this is not the appropriate field for employees to enter the addresses for their emergency contacts. Employees may enter an Emergency address, if desired, for alert purposes. Revised: 01/

18 To add an type, click on the Add an Type button and enter the address for that type. Enter the Type for your Address. You may add more than one Address. Revised: 01/

19 To update the existing address type, simply enter the new address over the old data. Click on the Save button to submit the data. This will automatically update the PeopleSoft CS & HCM database. Once you save the Address, you will be directed to the Save Confirmation page. Click the OK button to return to the Addresses page. Revised: 01/

20 Update Your Emergency Contact You can update your emergency contacts by clicking on the Emergency Contacts link under Personal Information on the Self Service menu. Click on the Edit button to make changes to the current contact information. Revised: 01/

21 If you do not have an existing emergency contact or would like to add more than one, click on the Add an Emergency Contact button. Enter a contact name, relationship, address and phone information. If the contact s address and phone number is the same as yours, click the two check boxes to default the data from your personal information. Revised: 01/

22 Click on the Save button to submit the data. This will automatically update the PeopleSoft CS & HCM database. Revised: 01/

23 Once you save the emergency contact(s), you will be redirected to the Save Confirmation page. Click the OK button to return to the Emergency Contacts page. Revised: 01/

24 Payroll and Compensation The Payroll and Compensation section can be used to view your paychecks, W-2 forms, leave balances, and voluntary deductions that are tracked in the PeopleSoft CS & HCM system. It can also be used to update your direct deposit and W-4 tax information, W-2 electronic consent, and to request a duplicate W-2. If you would like to speak with a representative from Payroll Services regarding this information, please call (407) Revised: 01/

25 View Your Paycheck You can view your current earnings, taxes, deductions, net pay and leave balances by clicking on the View Paycheck link under Payroll and Compensation on the Self Service menu. Revised: 01/

26 Select the paycheck you wish to view by clicking the appropriate check date. Checks are in PDF format and will open in a new browser window. Revised: 01/

27 W-2/W-2c Consent Form You can submit or withdraw consent to receive electronic W-2 or W-2c forms by clicking the W-2/W-2c Consent link under Payroll and Compensation on the Self Service menu. Your current status will be displayed and the checkbox below can be used to update your status. To update your current status, click the checkbox then click the Submit button. Revised: 01/

28 View W-2/W-2c Forms You can view your previous years W-2 forms by clicking the View W-2/W-2c Forms link under Payroll and Compensation on the Self Service menu. Revised: 01/

29 Update Your Direct Deposit You can update your direct deposit distribution by clicking on the View Paycheck link under Payroll and Compensation on the Self Service menu. IMPORTANT! Please ensure that the Routing Number and Account Number represent only a Checking and/or Savings Account. Money Markets, bank loans numbers, or any other type of account may cause your direct deposit to be returned to Orange County, and may delay your payment. Also, please ensure that Amount/Percent column adds up to 100%. If you select more than one account, you must designate the last account as a balance account. The system will assign a priority number of 999 to all accounts set up as such. (Example: 50% goes into first account and balance goes into the second) Invalid bank information may take up to 3 business days for your money to be returned to Orange County. Payment to you cannot be made until your bank returns the money to Orange County. If you would prefer, you may complete a Direct Deposit Authorization form instead of using this page to make updates to your account information. This form can be found on the HR website under Direct Deposit Authorization Instructions. To update your current account type(s), click on the Edit account, click on the Add Account button. button. To add an additional Revised: 01/

30 You may click on the View Check Example to make sure you entered the correct routing and account number from your check. Make the appropriate changes and click on the Submit button to submit the data. This will automatically update the PeopleSoft CS & HCM database. Note: Employees can add or change their own direct deposit information from the self-service Direct Deposit page. Self-service direct deposit add or edit changes are limited to one transaction per day. Employees can add or edit information for multiple direct deposit accounts in a single self-service transaction, but once they save the changes and exit the page, they cannot make additional changes on the same day. If you attempt to make additional changes, a message appears from the Direct Deposit page saying that multiple direct deposit changes are not allowed on the same day. The once-a-day add or change limitation applies only to Self Service. Revised: 01/

31 Click the Return button to return to the Direct Deposit page. Once you save the direct deposit distribution, you will be directed to the Save Confirmation page. Click the OK button to return to the Direct Deposit page. Revised: 01/

32 Update Your W-4 Tax Information You can update your federal tax information by clicking on the W-4 Tax Information USA link under Payroll and Compensation on the Self Service menu. Revised: 01/

33 Enter the total number of allowances you would like to claim, any additional amount you would like withheld from each paycheck (if needed), and marital status. If you wish to claim exemption from withholding taxes for the current year, you must meet both of the conditions listed above. Click on the Submit button to continue. Note: This page will be read-only if you are an employee with a non-resident alien status. Please submit a W-4 form to Payroll Services if this is the case. Revised: 01/

34 Enter your Orange County password to verify your identity and click on the Continue button to save the data. This will automatically update the PeopleSoft CS & HCM database. Once you submit the tax information, you will be directed to the Submit Confirmation page. Click the OK button to return to the W-4 Tax Information page. After saving, you should receive an confirming your tax changes. The will be sent to the Business address indicated on your Personal Information Summary page. Revised: 01/

35 Benefits The Benefits section can be used to view your current benefits information that is tracked in the PeopleSoft CS & HCM system. This includes such plans as medical, dental, flexible spending accounts, vision, life, disability, retirement and leave. If you would like to speak with a representative from Benefits regarding this information, please call (407) , option 5 or Benefits@ocfl.net. View Your Benefits Summary You can view your benefits summary by clicking on the Benefits Summary link under Benefits on the Self Service menu. Revised: 01/

36 Frequently Asked Questions (FAQs) When I make a change to my W-4, when will it be effective? We recommend that changes be completed the Friday before payday for the impact to occur on your next scheduled check. When I make a change to my bank account (Direct Deposit), when will it be effective? We recommend that changes be completed the Friday before payday for the impact to occur on your next scheduled check. How long before the new account is funded? The changes you select will be effective for the next scheduled payday. There is no waiting period. Will I be notified if I make changes? Yes, an will be sent to the account you have designated as primary on the Personal Information page. What if I made a mistake on my Account/Routing #? Should a mistake be made when you entered your data, the bank will return the payment back to the Comptroller. Typically, this is within three business days. If you did not receive your paycheck due to an invalid account, we recommend you contact payroll at (407) Payday Recommended Change Deadline 2/16/2018 2/9/2018 (Friday before) 8/17/2018 8/10/2018 (Friday before) 9/28/2018 9/21/2018 (Friday before) 12/21/ /14/2018 (Friday before) Revised: 01/

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38 Where can I find a current copy of the Self-Service Employee Information User Guide? The User Guide is only a click away! It was created to assist employees with using all the functionality in the Self-Service Employee Information menu on OrangeNet. To access the most current version of the user guide, which will be updated as more functionality becomes available, click on the User Guide link in the Self-Service Employee Information menu. Or, please visit the SSEI page on OrangeNet (Intranet) here. Revised: 01/