Welcome to the Clackamas County team!!! Starting a new position is an exciting time and we want to help you get acquainted with your new employer, Clackamas County. The Onboarding and Employee Self Service webpages are just a start in providing you with the tools and information you will need to succeed in your new position. Employee Self Service (ESS) OnBoarding This job aide provides instructions for how to complete the new hire tasks using ESS. IMPORTANT: After you receive the final offer email/letter, please allow 24-hours for the creation of your ESS account. 1. After logging into ESS (using the instructions provided on your offer letter/email), click on the OnBoarding tile. 2. If the screen is blank, click the Home icon to get to the ESS home page with the OnBoarding tile. PLEASE NOTE: Previous Employees: Rehires should click My Personal Details and My Payroll Information to update documents such as Form I-9 and W-4. 3. Click on the OnBoarding Activities tile to begin or continue completing the OnBoarding steps. The OnBoarding Activities page takes about 10 to 15 seconds to load all the content. a. This example illustrates the OnBoarding Activities tile when you first access the OnBoarding activity guide. b. When you have already started the OnBoarding process, this example illustrates how the tile shows the total number steps remaining. c. If a step has passed its due date, the tile will also display a warning message and number count of how many steps have exceeded the due date. c:\users\nmeyer\desktop\jobaide.docx Page 1
4. Before you start video Learn how to easily navigate, revisit or mark new hire tasks as complete. 5. Personal Information Veteran Status View and update personal information such as your address, contact details, etc. Please select the appropriate option, click Submit and answer OK. Emergency Contacts Add Emergency Contact(s). c:\users\nmeyer\desktop\jobaide.docx Page 2
Ethnic Groups Verify or click pencil icon on Ethnic Groups page to update existing race or ethnicity information. Verify Name If you discover that your Legal Name is incorrect, please notify your supervisor right away. Photo Uploading a photo is optional. If you select not to upload a photo, the generic No Photo image will display. c:\users\nmeyer\desktop\jobaide.docx Page 3
Verify Addresses Click an address row on the Verify Addresses page to update existing address information. Verify Contact Details Click a phone or email row on the Verify Contact Details page to update existing phone or email information. PLEASE NOTE: We believe having multiple ways of connecting with you will be beneficial in a number of situations, including in the case of a county emergency. If it is not already added, we encourage you to add your personal cell phone number and email. Click + to add additional contact details. Marital Status Marital Status defaults to Unknown until benefits enrollment paperwork is finalized. This is typically the middle of the month prior to your benefits taking effect. c:\users\nmeyer\desktop\jobaide.docx Page 4
I-9 IMPORTANT: No later than the first day of employment but not before accepting a job offer, employees must provide documentation to their employers to show their identity and authorization to work. Complete Section 1 including the electronic signature selected from the dropdown. Click the Submit button after all of Section 1 and electronic signature is completed. A Review and Complete Message will pop-up. Click Yes to continue. Click OK when the Submit Confirmation: The Submit was successful message appears. The Form I-9 on ESS has a link to instructions and the list of acceptable documents. Disability Please select the appropriate option, click Submit and answer OK. Verify Additional Information If you discover that any Additional Information is incorrect during the OnBoarding process, please notify your supervisor right away so corrected documentation can be sent to Human Resources. c:\users\nmeyer\desktop\jobaide.docx Page 5
6. Payroll Complete direct deposit and tax withholdings. Direct Deposit STEP 1. Click Direct Deposit. STEP 2. Click Add Account on the Direct Deposit page. ADDING A NEW ACCOUNT Step 1. Log on to Employee Self Service. Click on the My Payroll Information tile and then Direct Deposit. Step 2. Click the + icon under Accounts: Step 3. The Account window will open. Enter your account information as follows: Nickname: Give your account a name, such as Checking or US Bank. Leave Payment Method as Direct Deposit. Enter the Routing number from your account here. Click on the blue exclamation icon for an example of where to find the routing number on your checks. Enter your account number. Deposit Type determines how much of your pay will go to this account. Choose Remaining Balance to have all of your pay deposited to this account. Choose Amount or Percent if only part of your pay will be deposited. If you have multiple accounts, one account needs be listed as Remaining Balance. No Amount or Step 4. Click the green SAVE button on the upper Percent right is needed when you if Remaining have entered Balance all is your chosen. account information. PLEASE NOTE: Any new direct deposit accounts will not be active for one full payroll cycle. Most other changes to existing accounts are sometimes effective immediately. Call Payroll at 503-742-5438 if you have any questions about direct deposit account set up, or about when your changes will take effect. IMPORTANT: After clicking Submit, click Direct Deposit on the left navigational panel to view or add additional accounts. PLEASE NOTE: Any new direct deposit accounts will not be active for one full payroll cycle. Other changes to existing accounts are often effective immediately. Call Payroll at 503-742-5438 if you have any questions about direct deposit account set up, or about when your changes will take effect. Tax Withholding Enter your W-4 Tax Withholding Information PLEASE NOTE: If you need to have different Federal and State c:\users\nmeyer\desktop\jobaide.docx Page 6
allowances, call Payroll at 503-742- 5438. 7. Summary The Summary page lists all of the steps and their current status. When you ve performed all the required steps in an activity guide, use the Complete button on the Summary page to mark the entire new hire activity guide complete. c:\users\nmeyer\desktop\jobaide.docx Page 7
Set-up Forgot My Password in ESS 1. If in the OnBoarding activity guide, click the (1) Actions List icon then click (2) Home to return to your ESS Home 1. page. 2. If not in OnBoarding, click the Home icon to return to your ESS Home page. 3. Click My System Profile tile. 2. c:\users\nmeyer\desktop\jobaide.docx Page 8
4. Click My System Profile on the left panel to access the General Profile Information page. 5. Click Change or set up forgotten password help link under the Password header. c:\users\nmeyer\desktop\jobaide.docx Page 9
6. Select a Question from the dropdown menu. 7. Enter a Response 8. Click OK to return to the General Profile Information Page. Enter or verify the Primary Email Account (the email address where the reset password will be emailed). IMPORTANT: Make sure the Primary Email Account box is checked. Click Save to update your changes and complete the Forgot my Password set-up. Again, welcome to the Clackamas County team! If you have questions or need additional information, please do not hesitate to Email: EmployeeSelfService@co.clackamas.or.us for ESS questions. c:\users\nmeyer\desktop\jobaide.docx Page 10