Employee Self Service
Version: 1.0
Last updated: 28/09/09
Objectives
By the end of this course, you will be able to:
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Discuss the employee self service functions in MyAGent
View and update your personal information
Make ID card requests and view approval status
Update self service payroll and compensation information including Direct
Deposit and Voluntary Deductions
View and update personal benefits information including Benefit
Enrollment, Life Events, and Leave Balances
Request training and view your training enrollment summary
Apply for jobs via the Government of Alberta job site
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Agenda
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Topic 1: Employee Self Service Overview
Topic 2: Personal Information
Topic 3: ID Cards
Topic 4: Pay Information
Topic 5: Benefits
Topic 6: Training
Topic 7: Recruiting Activities
Next Steps
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IMAGIS v9 - Curriculum
IMAGIS 9.0 Overview
Bi-Weekly Pay
Overview
IMAGIS 9.0
HR Overview
IMAGIS 9.0
Finance Overview
Core Curriculum
HR for HR
Consultants/Assistants
Talent Acquisition
Management
Payroll Administration
MyAGent Overview and
Navigation
On Line Time Entry
for Employees
On Line Time
Reporting and
Approval
Employee Self
Service
Manager Self
Service
Workforce
Administration
You are here
Accounts Payable
Planning and
Budgeting
General
Ledger/Budgeting
Financial Overview
for EO’s and AO’s
Colour Coding Legend
Benefits Administration
PowerPoint
Web-based training (WBT)
HR/Payroll Worksite
Contacts
Instructor-led training / Distance Delivery
(ILT/ ILT DD)
On-Line Assistant / User Productivity Kit
(OLA/UPK)
Common Fields,
ComboEdit, and
ChartField(s)
Financial Reporting
and Inquiry
Vendor Management
Purchasing
Procurement Cards
Accounts Payable
and Purchasing
Integration
Accounts Receivable
and Billing
Core Curriculum
Baseline Curriculum
OLA/UPK Materials – provides support to the Core Curriculum plus additional information for functionality not covered by HR or Finance core courses.
Baseline Curriculum
4
Curriculum Path – IMAGIS Training for All Employees
Employee SelfService (3 hrs)
You are here
MyAGent Overview &
Navigation (1 hr)
Online Time Entry for
Employees (1 hr)
Bi-weekly Pay
Overview (0.25 hr)
IMAGIS 9.0 Overview
(0.5 hr)
New Hire Orientation
5
Topic 1: Employee Self Service Overview
The Employee Self Service process involves:
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Viewing, entering, and submitting timesheets
Submitting requests to manager for training
Viewing leave balances
Viewing and printing current and past paycheques
Viewing and updating benefits information
Updating personal information and viewing job information
Maintaining passwords, IDs, and requesting new/replacement ID
card
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Topic 1: Employee Self Service Overview (continued)
The Employee Self Service process involves:
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Providing or withdrawing consent to view T4/T4A forms online
Viewing and printing T4/T4A forms
Entering and managing direct deposit information
Viewing and entering United Way voluntary deductions
Searching and applying for jobs
Changing system settings, site selection, and profiles to personalize
MyAGent
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Topic 2: Personal Information
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The Personal Information page in MyAGent allows you to display your
current personal information. Historical information is not available.
The page allows you to edit your personal information, including your
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Name
Home address
Phone numbers
Emergency contacts
Email addresses
Note that your business email address is preset by the system and
cannot be updated by you - it is view only.
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Topic 2: Personal Information (continued)
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When data on the Personal Information page is updated, personal
information will be sent to benefit carriers and service providers to
administer your benefit and employment programs where required.
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Electronic and paper employment records with the Alberta Public
Service and Government of Canada (e.g. Records of Employment, T4
Slips) will be impacted based on information entered on the Personal
Information page, where applicable.
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Exercise
At this point, please turn to the Online Assistant (User Productivity Kit)
and complete the following exercise:
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Exercise 1: Edit Personal Information
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Topic 3: ID Cards
ID Card Request
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The purpose of the ID Card Request page is to allow employees of
ministries that use the ID card functionality to submit a request to
receive or replace ID cards.
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Job Information will populate into the request based on the current
information on your employment record. If any of this information is
incorrect, you must notify your HR/Payroll contact to have the
information updated prior to submitting a request.
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Topic 3: ID Cards (continued)
ID Card Status
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The purpose of the ID Card Status page is to allow employees to view the
approval status of the most current ID card request submitted.
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The Status field provides the current status from the following available
values:
 Waiting for Approval – The request has been submitted but is waiting for
approval. You will have received an email notifying that the request has
been submitted successfully.
 Approved – The request has received approval and is currently being
processed. You will have received an email notifying that the request has
been approved.
 Denied – The request was denied. You will have received an email
notifying that this request has been denied, including comments, if any.
 Granted – The ID Card has been processed and has been given to or sent
to the employee.
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Exercises
At this point, please turn to the Online Assistant (User Productivity Kit)
and complete the following exercises:
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Exercise 2: ID Card Request
Exercise 3: ID Card Status
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Topic 4: Pay Information
At the end of this topic, you will be able to:
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Set up and manage direct deposit
account(s) and set the deposit order priority
View and print a PDF version of your pay
statement
Set up the Voluntary Deductions page for
United Way contributions
Grant and withdraw consent to receive your
T4/T4A form electronically
View and print the T4/T4A slip
View Job/Compensation history
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Direct Deposit
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You will be required to setup and maintain your own banking
information via the Direct Deposit page in MyAGent. You must set up
at least one direct deposit account and will have the option to add
subsequent accounts to a maximum of three. You can allocate
amounts to each account totaling one hundred percent of net
earnings.
You may split your net pay between accounts by percentage, amount,
or balance. If percentage is chosen, the system will ensure that all
accounts add up to one hundred percent. If you choose a flat amount
on one account you must also choose balance on another account to
ensure that the balance is not issued as a paper check.
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Direct Deposit (continued)
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If you are splitting your net pay over more than one account, you must
assign a Deposit Order value to each account. The smaller the
deposit order value you enter for an account, the higher its priority will
be when processed through payroll. For instance, setting the deposit
orders for your three direct deposit accounts to 1, 2, and 3, means
that the account with deposit order value 1 will have first priority. It will
be used for Accounts Payable and have earnings distribution applied
first.
Note that upon save, the Deposit Type “Balance” will change to 999.
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Direct Deposit (continued)
In this example, the highest priority account is the first savings account
since it has the lowest deposit order value, 1.
Your accounts do not have to be added to the Direct Deposit page in a
particular order. On save, the system will use the Deposit Order values
you set to put the accounts in your chosen priority order.
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View Paycheque
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This is the page you will use to view and print a PDF version of your
current and historical pay statements. Note that pay statements in
PDF format are viewable from July 2009 forward.
The Statement of Earnings and Withholdings displays details about
your earnings, taxes, benefits, and deductions in a given pay period.
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Voluntary Deductions
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The United Way Campaign is an annual fundraiser supporting the
voluntary sector and social services in Canada. The vast majority of
funds are reinvested in local communities to support programs and
services directed at improving the social conditions of Canadians.
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You will be able to set up your participation in the United Way payroll
deductions through employee self service by accessing the Voluntary
Deduction page and choosing the United Way deduction code.
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Voluntary Deductions (continued)
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You can opt to set up your deduction as a flat amount or as a
percentage of your earnings. You may also choose to set up your
contribution as a one time amount or as ongoing deductions until a
goal amount is reached.
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An accurate date range needs to be specified for the deductions to be
taken (i.e. December 27, 2009 to December 25, 2010). Once the
details have been entered the data is saved and the IMAGIS system
is updated immediately. After the paycheque is confirmed the details
of the deduction will be reflected on your paycheque.
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Employees will have a limited period of time to edit information
entered into the Voluntary Deductions page through self service. After
the period ends, changes can only be made by contacting payroll.
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Electronic T4/T4A Form
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You will have the option to view and print your T4 or T4A form via
employee self service.
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In order to meet legislative requirements, your consent to receive T4
and T4As via self service must be given. Employee authorization must
be secured before providing self service viewing and printing of
electronic year-end forms or slips in place of printed forms. If an
employee does not provide consent, or withdraws their consent, a
paper T4/T4A will be mailed to their home address.
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Once consent has been provided and the T4 and T4A data has been
loaded, notification will be sent to employees advising them of the
form availability so they can view and print their T4 and T4A through
self service.
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Job/Compensation History
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You will be able to view your job and compensation history on the
View Job Information page in MyAGent. Note that history will include
information only from go live forward (October 1, 2009).
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The Salary History section will only display a history row if there has
been a change to your annual salary. If any action has occurred that
results in no change to your salary, such as a lateral transfer, then a
history row will not be displayed.
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Exercises
At this point, please turn to the Online Assistant (User Productivity Kit)
and complete the following exercises:
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Exercise 4: Set Up Direct Deposit
Exercise 5: Manage Direct Deposit
Exercise 6: View/Print Paycheque
Exercise 7: Voluntary Deductions
Exercise 8: Grant and Withdraw T4/T4A Consent
Exercise 9: View T4/T4A Slips
Exercise 10: View Compensation History
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Topic 5: Benefits
At the end of this topic, you will be able to:
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Enroll in benefits
 Update benefits information to reflect life
events such as adding or removing a
benefit partner, the birth, adoption, or
guardianship of your first child, marriage or
divorce, and changes to benefits coverage
 View leave balances including illness,
special leave, vacation, WCB supplement,
and northern leave
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Benefits Enrollment
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New employees have 31 days from the date of hire to complete and
submit their enrollment in MyAGent.
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A new hire will have the opportunity to enroll in Prescription Drugs,
Dental, Extended Medical, Life Insurance, Accidental Death and
Dismemberment, and Dependent Life.
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Employee leave plans are based on eligibility and will be assigned
automatically by the system.
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Life Events
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Life events which require changes to benefits include:
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Add/remove benefit partner
 Birth, adoption, or guardianship of first child
 Marriage/divorce
 Changes to coverage (such as loss of coverage, change in child’s
eligibility, etc.)
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Employees must make changes to benefits within 31 days from the
date of the life event such as the birth of a child or marriage.
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Life Event - Add a Benefit Partner, Benefit Partner/Guardian Child
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Employees will be able to add a benefit partner, benefit partner child,
or guardian child to their benefits through MyAGent.
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Employee is required to complete a Certificate ID questionnaire
regarding the dependent’s eligibility.
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If eligible, the employee will be able to enroll the new dependent in the
employees benefit plan.
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If the employee does not pass the certification, the employee cannot
enroll this dependent in health plans and/or dependent life.
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If ineligible, the employee will receive an online message advising
them to contact payroll for assistance. The system allows only one
attempt to complete the Certificate ID questionnaire per dependent.
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Add a Benefit Partner
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This certificate consists of eight (8) yes or no questions and requires a
passing grade.
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Add a Benefit Partner (continued)
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Add a Guardian Child
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This certificate consists of two (2) yes or no questions and requires a
passing grade.
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Add a Benefit Partner Child
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This certificate consists of one (1) yes or no question and requires a
passing grade.
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Leave Balances
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Leave Balances give an overview of an employee’s time remaining for
a variety of types of leave, including:
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Banked Paid Holiday (only for select 24-hour operations employees)
Banked Overtime
Casual lllness
General Illness
Special Leave
Vacation
WCB Supplement
Management Supplement
Northern Leave (only for employees living and working north of parallel 57)
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Exercises
At this point, please turn to the Online Assistant (User Productivity Kit)
and complete the following exercises:
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Exercise 11: Benefits Enrollment
View Leave Balances
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Exercise 12: Banked Paid Holiday
Exercise 13: Banked Overtime
Exercise 14: Casual Illness
Exercise 15: General Illness
Exercise 16: Special Leave
Exercise 17: Vacation
Exercise 18: WCB Supplement
Exercise 19: Management Supplement
Exercise 20: Northern Leave
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Exercises (continued)
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Life Events
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Exercise 21: Add First Birth/Adoption/Guardian Child
Exercise 22: Add Benefit Partner
Exercise 23: Divorce
Exercise 24: Change Coverage – Unenroll Dependent
Exercise 25: Change Coverage – Decrease Coverage
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Topic 6: Training
Using self-service, employees can:
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search for training
make training enrollment requests
view approval status of the requested courses
view training history which lists previous courses taken
withdraw a training request providing the request meets the rules for online
withdrawal.
When employees submit training requests, the requests must be
approved by their manager/supervisor. If there is a cost attached to
the course, approval by the Expenditure Officer must also be obtained
before the employee is enrolled in, or added to the waiting list for a
course session.
Note that employees no longer select their training approver. The
system will preset a default approver for each employee.
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Topic 6: Training (continued)
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If the training request is eligible to be withdrawn through self service,
the Withdraw button will be displayed. When you click this button,
the system will ask you to confirm that you wish to be withdrawn from
the session. If you proceed (click OK button) the status will
automatically be changed to Withdrawn. An email will be sent to your
supervisor to inform them that you withdrew the request and an email
will be sent to you to confirm your withdrawal.
Students may withdraw a training request providing the current
approval status is Submitted – i.e. it has not been approved by the
supervisor / expenditure officer and providing the course start date is
at least 15 days in the future.
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Exercises
At this point, please turn to the Online Assistant (User Productivity Kit)
and complete the following exercises:
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Exercise 26: View Training Summary
Exercise 27: Request Training Enrollment
Exercise 28: Training Request Status
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Topic 7: Recruiting Activities
Careers Page
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Government of Alberta Jobs Website provides applicants with the
functionality to perform basic searches for jobs by keyword or posted
period of time (e.g. last month, last three months, etc.), to upload their
resumes and cover letters, as well as apply for jobs directly from the
Job Opportunities pagelet in MyAGent.
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Government of Alberta employees can perform searches for limited
job postings open only to GoA employees by entering key word
“Limited” on the Advanced Search page.
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Topic 7: Recruiting Activities (continued)
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My Saved Jobs allows
you to save interesting
job postings to action
later.
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My Saved Searches
allows you to save
your job searches as a
Job Agent and to
receive notification
once a week when
jobs matching your
criteria are found.
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Topic 7: Recruiting Activities (continued)
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My Career Tools
shows you the jobs
you have applied to
and the various
resumes you may
have saved.
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Use the Advanced
Search page to search
by keyword, locations,
job families, or date
posted.
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Topic 7: Recruiting Activities (continued)
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This is an example of
a job description you
would see once you
click on one of the
available positions.
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Note: The Refer
Friend button is not a
function that is
currently used by the
GoA. Clicking it will
return the system
message “You are not
authorized for this
page.” for all users.
You can use the
Email to Friend
function instead.
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Exercise
At this point, please turn to the Online Assistant (User Productivity Kit)
and complete the following exercise:
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Exercise 29: Careers Page Overview
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Course Summary
You should now be able to:
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Discuss the employee self service functions in MyAGent
View and update your personal information
Make ID card requests and view approval status
Update self service payroll and compensation information including Direct
Deposit and Voluntary Deductions
View and update personal benefits information including Benefit
Enrollment, Life Events, and Leave Balances
Request training and view your training enrollment summary
Apply for jobs via the Government of Alberta job site
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Review Questions
1. What is the maximum number of direct deposit accounts will you be
able to set up in self service?
2. What are two functions you can perform with your pay statement on
the View Paycheque page?
3. What will happen if you withdraw consent to receive an electronic
version of your T4/T4A form?
4. How many days after they start work does a new employee have to
enroll in benefits?
5. What can an employee do if they do not pass the Add Benefit Partner
certification questionnaire?
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Next Steps: Where to Go for Help (1 of 2)
Issue
GOA login ID or password
 I can’t remember my password
 How do I log on to my desktop?
Resource
GoA Help
Lines
MyAGent; including the validation process
 This is the first time I’ve used MyAGent – how do I
get started?
 I’ve just changed my name, and now I can’t see my
information in MyAGent
 How do I view training courses?
Contact Information
GoA Service Desk (GOA
Domain ministries)*
1-888-427-1GOA (1462)
goa.servicedesk@gov.ab.ca
Interim Help Desk (other
ministries)
(780) 427-HELP (4357)
goa.servicedesk@gov.ab.ca
MyAGent.Help@gov.ab.ca
Benefits questions
 If I change to Enhanced Dental, how long do I have
to remain at that level?
 Are there any changes to my benefits now that I’m
turning 65?
 Is laser eye surgery covered under Vision Care?
Time and
Benefits
Support Line
Time and Benefits
Support Line
780-644-8114
GOA.TimeAndBenefits@gov.ab.ca
Online time entry and the approval process for
employees and time approvers.
 How do I get my overtime paid out?
 Who can review my online time sheet?
 How does time get entered for an employee who is
away?
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Next Steps: Where to Go for Help (2 of 2)
Issue
Resource
Contact Information
IMAGIS system questions
 I have created a job competition but it’s
not showing up on the Candidate
Gateway – why?
 I get an error message when I try to
enter an invoice into Accounts Payable.
IMAGIS/
MyAGent
Help Desk
IMAGIS/MyAGent Help Desk
780-401-9701
goahrhd@ca.ibm.com (HR)
goafinhd@ca.ibm. com (Finance)
Pay & Benefits – employee specific
questions
 Why is my overtime not showing up on
my paycheque?
 I changed my benefits from single to
family – when will my premiums
change?
Pay & Benefits
Administrators
For listing of contacts go to:
MyAGent.gov.ab.ca > Enterprise Menu –
Employee Tools > My Toolbox > Pay
Information > Who to Contact
* GOA Domain Ministries include: CHR, Environment, Finance, Health and Wellness, Housing and
Urban Affairs, Infrastructure, Justice and Attorney General, Municipal Affairs, Service Alberta, Service
Alberta Registries, Solicitor General and Public Security, Sustainable Resources Development,
Transportation and Treasury Board
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Next Steps

IMAGIS V9 Courses – On-Line Assistant URL
https://www.myagent.gov.ab.ca/UPK/Courses/index.html
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Course Evaluation
Please complete the course evaluation form.
https://extranet.gov.ab.ca:443/opinio6/s?s=3925
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Curriculum Path – IMAGIS Training for All Employees
Employee SelfService (3 hrs)
MyAGent Overview &
Navigation (1 hr)
Online Time Entry for
Employees (1 hr)
Bi-weekly Pay
Overview (0.25 hr)
IMAGIS 9.0 Overview
(0.5 hr)
New Hire Orientation
49
Congratulations
Thank you for attending
Employee Self Service
50