Employee Self-Service (ESS)
Revised 01.23.15
Agenda
1
Overview
2
Terminology
3
PeopleSoft Navigation
4
Employee Self-Service Components
5
More Information
6
Questions & Answers
2
Overview
In this session you will learn how to utilize some of the tools available in the
PeopleSoft Employee Self-Service (ESS) Module.
ESS allows employees to handle many job-related tasks normally conducted by
Human Resources, such as benefits enrollment, updating personal information
and accessing university information through a web-based application.
The following topics will be covered:
– PeopleSoft Navigation
– Updating your personal information
– Viewing and updating your payroll and compensation information
3
Terminology
•
Employee Self-Service: This module allows you to manage (modify,
delete, view and print) travel authorizations and expense reports. In
addition, you can manage your personal information, including viewing your
paycheck, changing your mailing address, entering time, etc.
•
Module: a set of pages grouped for a business purpose (i.e. Benefits,
Personal Information, etc)
•
Empl ID: the number that PeopleSoft uses to identify an individual person in
the system.
– Every person will have a new unique Empl ID assigned to them
4
PeopleSoft Navigation
A link to the PeopleSoft Portal will be available on the UTB website.
Employees will be able to log in using the Single Sign On Credentials.
Universal Navigation Header
Cascading
Menus
5
Employee Self-Service Components
6
Personal Information
•
The Employee Self-Service (ESS) Personal Information Module enables
employees to review, add, update, delete (where appropriate), or submit for
approval changes to personal profile information. Some of the self-service
transactions available are:
–
–
–
–
–
–
–
Personal information
Home and mailing addresses
Phone numbers
Email Addresses
Emergency contacts
Complete and Submit I-9 Form
Ethnic groups
Note: Changes to your marital status or to process a name change will
require a visit to the Office of Human Resources to provide official
documentation.
7
Personal Information
From the PeopleSoft home page, click on “Personal Information Summary” found
under the Employee Self-Service section.
8
Personal Information Summary
The Personal Information
Summary list all the possible
personal information that
can be modified.
Maverick
Click on the arrow
next to
each section to view and
update the information.
9
Home and Mailing Address
Return to Personal Information
Use the Home and Mailing Address page to verify your address information and make
any appropriate changes.
You may add a new address by selecting the “Add” button; or click “Edit” to update the
existing address listed. Click on “Save” when done.
Click on “Return to Personal Information” link to make any other changes to your personal
information.
10
Phone Numbers
The Phone Numbers
page allows you to
view, add, update, and
delete your personal
phone numbers, as
well as select a
preferred contact
number.
If you make any
updates to this
information, remember
to select “Save” to
ensure your changes
are saved.
11
Email Addresses
From the Email
Addresses page you
may view, add,
update, and delete
your email address.
Select “Save” once
changes are made.
12
Emergency Contacts
Use the Emergency
Contacts page to view
and edit your emergency
contact information.
By clicking the Contact
Name, you will be able
to view your emergency
contact’s address and
telephone information. If
necessary, you may add
a new emergency
contact and select a
primary contact as well.
Select “Save” once
changes are made.
13
Ethnic Groups
Main Menu > Employee Self Service > Personal Information > Ethnic Groups
Use the Ethnic
Groups page to view,
add, update, and
delete your ethnic
group information.
Remember to select
“Save” to ensure your
changes are saved.
14
Personal Information
Main Menu > Employee Self Service > Personal Information
The Employee SelfService can also be
accessed from the
“Main Menu”.
This menu contains the
same items as the
Personal Information
Summary plus the
option to complete and
submit the I-9 form.
15
Complete and Submit I-9
Main Menu > Employee Self Service > Personal Information > Complete and Submit I-9
The Employee Information
and Verification page
enables you to complete and
submit the employee I-9
information.
16
Payroll and Compensation Information
Main Menu > Employee Self Service > Payroll and Compensation
The Payroll and
Compensation section
provides employees
convenient online access
to personal payroll
information, including:
• Viewing your
paychecks
• Updating W-4 tax
information
• Request a new W-2
form
17
View Paycheck
Main Menu > Employee Self Service > Payroll and Compensation > View Paycheck
When reviewing a paycheck, employees see earnings, taxes, deductions, leave
balances and net pay distribution.
All checks show the information for the current check, and the most recent paycheck
also shows year-to-date information.
From the View
Paycheck page select
the link for a paycheck
to view the details
You may also select the
“PDF File” check box
to view the paycheck in
a PDF format
18
Direct Deposit
Main Menu > Employee Self Service > Payroll and Compensation > Direct Deposit
Use the Direct Deposit
page to view, your direct
deposit information.
You can update your
Direct Deposit
information by following
the procedure available
here:
http://www.utb.edu/ba/pro
cesses/Pages/DirectDepo
sit.aspx
Note: maximum of three bank accounts can be designated.
19
W-4 Tax Information
Main Menu > Employee Self Service > Payroll and Compensation > W-4 Tax Information
The “W-4 Tax
Information” page
may be used to view,
add, or edit W-4 tax
information for Federal
Income Tax purposes
20
W-2 Reissue Request
Main Menu > Employee Self Service > Payroll and Compensation > W-2 Tax Information
Use the W-2 Reissue
Request page to
request to have a new
W-2 form sent to you
21
Summary
•
Congratulations, you now know how to use ESS to view and update your
personal and tax information.
•
Beginning in early fall 2014, there will be other tools available through ESS.
Additional training will be provided to cover those areas, including:
– Time Reporting
– Workflow
– Benefits Maintenance and Information
22
More Information
•
Resources for more information on this subject:
– User Productivity Kit (UPK) – Navigation
– User Productivity Kit (UPK) - Employee Self Service (ESS)
23
Questions
24