Employee Services Portal Administrator Guide

Employee Services Portal Administrator Guide

Contents Edit employee access & password... 3 Using the portal to provide electronic W-2s... 5 Setup the portal... 5 Reset the portal for a new tax year... 8 Using the portal to provide other documents... 9 Upload a document... 9 Edit document information... 10 Delete a document from the portal... 11 Edit employee site text... 12 Edit a profile... 14 View reports... 16 Employee Services Portal Administration Guide 2.7.2012 Page 2 of 17

Edit employee access & password From the Employee Administration Screen, you can view and edit the access privileges of your ESS users. 1. Select the Employee Administration menu option to display the Employee Administration page. The system defaults to Enabled Users and lists all active users. List Type: To view inactive users, select Disabled Users from the List Type field. Or, select All Users to list both active and inactive users. Access Denied: Displays the employee access to the portal. If this field displays No, then you have not denied access to the portal for this employee. If this field displays Yes, then you have denied access to the portal for this employee. If multiple pages of users display, you can quickly find the one you re looking for by entering the employee s name in the Employee Name Search field and clicking the Search button. Employee Services Portal Administration Guide 2.7.2012 Page 3 of 17

2. Click edit next to the name of the employee you want to edit. A pop-up window opens. Access denied: Check the box to deny access to the portal. Uncheck the box to clear an employee if she has exceeded the maximum login attempts (as indicated in the Portal Setup window). Reset password: If the employee has forgotten his password, check this box to cause the system to automatically assign a new one. You must then notify the employee of the new password. Note: To learn the new password so you can notify the employee, click the info link on the Employee Administration page. See step 4 below. 3. Click the Enter button to submit your changes. The pop-up window closes. 4. To view the employee s login information, click the info link beside the employee s name. A popup window opens. 5. When finished reviewing the information, click the Cancel button. Employee Services Portal Administration Guide 2.7.2012 Page 4 of 17

Using the portal to provide electronic W-2s The ESP can be used to distribute W-2s electronically subject to the employees giving their consent in accordance with IRS regulations. Setup the portal Use the Portal Setup option to determine the period during which employees can sign up for electronic W-2s and to set the consent expiration date. 1. Select the Portal Setup menu option to display the Portal Setup page. The three dates default to 1/1/1900. 2. Complete the fields as described. Enter the dates in MM/DD/YYYY format. W2 Expiration Date: Enter the date at which the employee s consent expires. Consent Start Date & End Date: Enter the starting and ending dates for the period during which employees can sign up for an electronic W-2. Export Employee W2 Consent: Checking this box creates an export file daily that contains the employee W-2 consent information. This file can then be read into the fund accounting system to determine which employees should receive electronic W-2s. The export will create a text file named with the following format: Org#_W2Consent_YYYYMMDDHHMISSMS.TXT Employee Services Portal Administration Guide 2.7.2012 Page 5 of 17

3. Click on the Portal Text tab. 4. Scroll down the list, and select W2 Consent Form. A pop-up window displays the current default text. 5. Edit the text fields as desired. 6. Click the Enter button when you are satisfied with your changes. The pop-up window closes. Employee Services Portal Administration Guide 2.7.2012 Page 6 of 17

Example of consent form Employee Services Portal Administration Guide 2.7.2012 Page 7 of 17

Reset the portal for a new tax year Each year the employee consent information from the previous year must be deleted, and new consent dates must be entered. 1. Select the Portal Setup menu option to display the Portal Setup page. 2. Enter new W2 expiration and consent period dates as described above. 3. Check the Reset Employee W2 Consent box to delete the consent settings for the previous year. Employee Services Portal Administration Guide 2.7.2012 Page 8 of 17

Using the portal to provide other documents Administrators can make documents, such as the W-4, available to employees by uploading them to the portal. Supported document types are: pdf, doc, docx, zip, xls, xlsx, rtf, txt, gif, jpg Upload a document Once documents are uploaded on the admin site, they are available on the employee site. 1. Select the Document Maintenance option from the menu. 2. Click Add. A popup window opens 3. Complete the fields as described. Category: Defaults to General. If you are going to upload many documents of different types, you may wish to change the category title in order to group similar types of documents. The document list is sorted by category. Description: Enter a title for the document since the file name will not be displayed in the Document Maintenance window. Expire Date: Click the icon to enter an expiration date. After this date, the document will no longer be available for download. You may wish to enter the end date of the current school or fiscal year if an earlier expiration date isn t needed. File Name: Click Browse to locate the file to upload. Employee Services Portal Administration Guide 2.7.2012 Page 9 of 17

4. Click Enter. The document is uploaded, and you re returned to the Document Maintenance window with the document information displayed. Edit document information This option allows you to edit the document description, category and expiration date. 1. Select the Document Maintenance option from the menu. Employee Services Portal Administration Guide 2.7.2012 Page 10 of 17

2. Click the edit link for the document you want to edit. 3. Edit the fields as needed. 4. Click Enter. Delete a document from the portal 1. Select the Document Maintenance option from the menu. 2. Click the remove link for the document you want to delete. You ll be asked to confirm that you want to delete the document. 3. Click Delete. Employee Services Portal Administration Guide 2.7.2012 Page 11 of 17

Edit employee site text The Portal Setup option allows you to edit the default text that is displayed on the employee site. 1. Select the Portal Setup menu option to display the Portal Setup page. 2. The system defaults to the City Information tab. 3. Click on the Portal Text tab. Employee Services Portal Administration Guide 2.7.2012 Page 12 of 17

4. Click on a text item in the list. A pop-up window displays the current default text. 5. Edit the text fields as desired. 6. Click the Enter button when you are satisfied with your changes. The pop-up window closes. Note: The text entered in the window above is displayed in the Main Menu window illustrated below. Title Text 1 Menu Info Title Menu Info Text Text 2 Employee Services Portal Administration Guide 2.7.2012 Page 13 of 17

Edit a profile The Edit My Profile window lets you view and edit your personal and login information. 1. Select the Edit My Profile menu option. The window opens to the Personal Information section. You must complete all fields marked with an asterisk in each profile section before you can move on to the next section. If you think you should have access to information that isn t displayed, contact your portal administrator. 2. Edit the fields as needed. Employee Services Portal Administration Guide 2.7.2012 Page 14 of 17

3. Click the Next button to edit your login information, or click the Finish button if you are done editing your profile. 4. Change your login and password as needed. 5. Click Finish when you are done. Employee Services Portal Administration Guide 2.7.2012 Page 15 of 17

View reports The available reports are: Data Import: Dates and details of the imports to the portal Employee Enrollment: Employee names, emails, and the dates of their enrollment Employee Logins: Dates and times of employee logins to the portal Employee Personal Updates: Dates and times of updates to personal information Employee Profile Updates: Dates and times of updates to profiles 1. Click View Reports, and the report setup page opens. 2. Select the report you wish to run from the Report Type pull-down menu. For example, if you want to see when paychecks were last uploaded to the employee site, select Data Import. 3. Use the Date Range pull-down menus to enter a start date and end date for the report. Employee Services Portal Administration Guide 2.7.2012 Page 16 of 17

4. Click Enter. The window will then display the report in a scrollbox. This view includes the dates the file was created, imported, prepared, and posted, as well as the date of the last import error. The file name begins with your ESP organization number and is followed by the type of file imported for example, W-2, void check, paycheck, employee tax, employee detail, leave, leave type, and leave detail. The digits following the file type give the file uniqueness and can be ignored. 5. (Optional) Click Printable View to view the report in a larger window. 6. (Optional) Click on the import File ID to see the import detail. The detail includes the number of rows that were added to, updated, or deleted from the records posted online. You may also print the detail by clicking Printable View. Employee Services Portal Administration Guide 2.7.2012 Page 17 of 17