Employee Self Service (ESS) FAQs

Transcription

1 Emplyee Self Service (ESS) FAQs ESS User Access & Lgin/Passwrd Inf Upgrade Changes t ESS Recently we upgrades t versin 10 f ur HR/Payrll system which includes the Emplyee Self Service (ESS) mdule. Just as a reminder the URL is shwn belw. (Press the Ctrl key and then click n the link. Yu need t d the same fr any ther hyperlinks within this dcument.) With the new versin, several additinal brwsers have nw been certified t use. PLEASE NOTE!!! ***When lgging in fr the first time, yu must use Internet Explrer!!***. Tw questins will ppup, respnd OK t bth questins. Yu will then be able t use Ggle Chrme and ther cmpatible brwsers*** Cmpatible Brwsers are as fllw: Internet Explrer 11 fr Windws 7 and Windws 8.1 Ggle Chrme 28 r later fr Windws and Mac OS X Firefx 3.0.5x fr Mac OS X 10.4 r later Firefx 4.0 r higher fr Mac OS X 10.4 r later Firefx 8.0 fr Mac OS X 10.4 r later Safari 5.0 and higher fr Mac OS X Please Nte: Sme Internet Explrer settings require the fllwing change: On the very tp right f the Internet Explrer screen is a Tls Icn drp dwn (under the red X). Click it and under Cmpatibility View Settings make sure all items are unchecked. Hw t turn pp-ups n r ff in Ggle Chrme On yur cmputer pen Chrme pg. 1 Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished.

2 At the tp-right click, click Mre (three vertical dts) Click Settings At the very bttm in blue letters, click Shw advanced settings Under Privacy, click Cntent Setting Scrll dwn t Pp-ups, select an ptin D nt allw any site t shw pp-ups (recmmended) Allw all sites t shw pp-ups NOTE: Yu can always ask Ggle hw t turn n r ff pp-up blckers. Yu will receive a tn f advice. What d I d if I d nt have a cmputer? Thse emplyees that d nt have access t a cmputer can visit yur lcal public library, schl library, r the media center at Central Office. Fr ur transprtatin emplyees, I believe there are cmputers at the lts. Hw d I get my persnal User Name and Passwrd New Hires will receive a ntice with yur lgin infrmatin by yur first pay perid. If yu have frgtten r have nt received yur lgin infrmatin, yu will need t send an request t esshelp@rcps.us (INCLUDE YOUR LEGAL NAME AND EMPLOYEE ID #). Can I set my wn passwrd and security questins? Yes. In fact this is the first thing yu shuld d after yu lgin t ESS using the User Name and Passwrd prvided. REFER TO PAGES 5-7 OF THIS DOCUMENT FOR SPECIFIC DIRECTIONS ON SETTING UP YOUR SECURITY QUESTIONS AND PASSWORD. What d I d if I frget my passwrd? Yu will send an t esshelp@rcps.us t infrm us that yu frgt yur passwrd. Yur passwrd will be reset t a generic passwrd that yu can use t get back in; it is critical that yur first step be t change that passwrd. Please nte that yur passwrd may nt be reset immediately, (ESS will nt be answered n Saturday and Sundays) but within hurs. YOU NEED TO SETUP YOUR SECURITY QUESTIONS ASAP, WHICH WILL ENABLE YOUR TO RESET YOUR OWN PASSWORD IN THE EVENT YOU DO NOT HAVE IT, see pages 6-8. What if I d nt knw my username? Yu will send an t the esshelp desk asking fr yur username. Include yur full legal name and emplyee id# pg. 2 Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished.

3 What if I dn t knw my emplyee id #? Yu will need t cntact Human Will ESS lck me ut fr inactivity r incrrect passwrds? If yu are inactive fr 30 minutes r lnger, the system will shut dwn, but yu are nt lcked ut. Als, the system will nt lck yu ut fr entering an incrrect passwrd multiple times; hwever, yu shuld lg in regularly. Will I be able t lg in t ESS frm hme? Yes Can I leave ESS pen t allw me t cme back t it later? ESS will sign yu ff after 30 minutes f inactivity; hwever, yu shuld never leave this pen in yur ffice r public place as smene else will be able t access yur persnal infrmatin. Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished. Wh d I cntact fr persnal help n ESS? esshelp@rcps.us (Press the Ctrl key and then click n the link r g t yur and type the address.) Include yur legal name and emplyee id number within yur . What infrmatin can I change in ESS? At this time yu may nt make changes t yur accunt Hw can I print a cpy f my pay stub? Lg int yur accunt Click n Bkmarks then Emplyee Self-Service shuld pp-up. Next use yur muse t hver ver Emplyee Self-service, mve muse/cursr t Pay, then t Pay checks and click. Within the Payments area yu will have the chice f dated checks t chse frm (dates will be in blue). Click n the date f the paycheck yu wish t print. Lk dwn belw the list f dates and within the Summary area yu will see in blue, Printable Pay Stub. Click n Printable Pay Stub. This will bring up yur printable pay stub. G t File and Print. T Print in Chrme Press the Right buttn n the muse small bx will pp up. Scrll dwn t Print and click the left buttn n the muse. Or Press Ctrl P (Hld the Ctrl key dwn and Press the P key while hlding the Ctrl key) Hw can I change the fnt size f the ESS screen? At the bttm right crner f yur screen, yu can increase the size f the screen by pg. 3 Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished.

4 chsing the desired percent yu want. This may require yu t scrll dwn t see any infrmatin at the bttm. If that ptin is nt available, press the Ctrl key and the + key (several times, if needed). Hw lng will my pay stubs be available n line? ESS will keep up t 12 mnths f pay stubs n line; each current pay stub added drps ff the last ne. If I can see my pay stub n line, des that mean it is in the bank? N, it will nt be in yur accunt until payday. Can a ntatin be added n the Pay Check screen t infrm emplyees that even thugh they can see their pay infrmatin befre payday, it is nt in their accunt until payday? N, we d nt have the capability t add cmments. Is my full bank accunt number and ruting infrmatin shwn n the ESS Direct Depsit screen? Yes. N characters are blcked ut and the full accunt number shws. This is anther reasn t chse a gd passwrd fr added security and always make sure yu lgut and clse the brwser after using ESS. Where d I find my year-t-date taxable infrmatin that is n my W2 frm? Click n Bkmarks then Emplyee Self-Service shuld pp-up. Next use yur muse t hver ver Emplyee Self-service, mve muse/cursr t Pay, then t "Year t Date" and click. A bx will shw up that says Select a year. Click the arrw in the bx and scrll dwn t the desired year and then click. It will shw yur taxable wages, taxes withheld pretax deductins and after-tax deductins. Where d I find my tax withhlding exemptins? Click n Bkmarks then Emplyee Self-Service shuld pp-up. Next use yur muse t hver ver Emplyee Self-service, mve muse/cursr t Pay, then t Tax Withhlding and click. Yu will see bth the federal & state withhlding. If yu click n arrw icn t the left f Federal Incme Tax, yu will be taken t the apprpriate W4 frm. Yu may make changes t this frm; hwever, yu must then print it t send t Payrll fr prcessing. AGAIN, ESS will nt allw yu t make the changes n line & save it. Virginia Withhlding shws yur current state tax status, but des nt prvide the VA4 frm. BOTH TAX FORMS CAN BE FOUND ON THE RCS INTRANET pg. 4 Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished.

5 Where d I find my leave balances? Leave balances are nw fund under the "Persnal Infrmatin", Click n Bkmarks then Emplyee Self-Service shuld pp-up. Next use yur muse t hver ver Emplyee Self-service, mve muse/cursr t "Persnal Infrmatin" then "Leave Balances" and click. Yu will nly see tabs fr the leave plans yu are in. Please nte that the balances are shwn as the number f hurs. This number is actually the number f days. Hw many pay perids will shw in ESS? Yu will be able t view paystubs fr the last 12 mnths. What if I d nt have direct depsit, will I still receive a pay check? Yes, yu will cntinue t receive a check with the stub attached, but will als be able t see yur pay stub via ESS as well. With that being said, yu shuld still lg in and change yur passwrd! Is there a way t dwnlad pay infrmatin frm ESS int an Excel spreadsheet (similar t dwnlading transactins/accunt infrmatin n certain banking sites)? There is n capability in ESS t dwnlad pay infrmatin in any frmat. Hwever, yu can "Select All", then cpy and paste the infrmatin shwn n the ESS screen int Excel (with sme limited clean-up f clumns required). ***CONTINUE TO PAGES 6-8 FOR STEPS ON HOW TO SET UP YOUR SECURITY QUESTIONS*** pg. 5 Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished.

6 ALL EMPLOYEES MUST SET UP SECURITY QUESTIONS! PLEASE USE THE FOLLOWING LINK AND USER GUIDE: the Ctrl key and then click n the link) D nt sign in during this set up prcess. T get started, click n the link, Click Here t Reset Yur Passwrd frm the Emplyee Self Service Lgin screen. ALL EMPLOYEES must fllw the steps belw under First time users using the Passwrd Reset tl in rder t create yur security questins by entering yur User ID & Passwrd. After setting up yur security questins, yu can als change yur passwrd if yu wish by fllwing the directins belw, Change Passwrd. SECURITY QUESTIONS: pg. 6 Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished.

7 CHANGE PASSWORD: Once yur Security Questins are set up, yu shuld nw fllw the instructins fr Existing Users. If yu have frgtten yur passwrd & need t reset it please fllw the frgtten passwrd steps. Please remember, yu still need t remember yur User ID as identified in yur September 15, 2016 letter! pg. 7 Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished.

8 FORGOT PASSWORD: Nte: This utility tl can nly be used t reset yur passwrd, yu will still need t remember yur UserID. It is recmmended that yu recrd yur UserID smewhere fr future reference; ne suggestin may be yur cell phne pg. 8 Yu shuld always LOGOUT (by clicking the X near the tp right crner f the screen) when yu are finished.