Employee Self Service
October 15, 2012
Employee Self Service Portal Access
• You can easily access your payroll and personnel
information from this portal. You will access Employee
Self Service through the InSITE application. If you are
new to InSITE please take a moment to view our Logon
and Basic Navigation Presentation.
Employee Self Service
Responsibility
Upon Logon, your self service responsibility will
display. Single click on your responsibility.
The various links you can select will display: Human
Resources, Payroll or Benefits.
Single click on a menu item.
The various functions you can select will display.
Single click on a menu item.
My Information
The My Information section is where you view information for your
Employment, Salary, Performance and Absence details dating back to
January 1, 2009. It also provides quick and direct access to basic HR
data such as your Employee Number, Department, Manager, etc.
To view your
information, single
click on My
Information.
.
Employment Information
Information is displayed for the tab that is highlighted.
Here, the Employment Tab is highlighted.
Click on the Show link to view additional employment details.
.
Salary Information
Additional salary details are displayed.
Click on the Show link to view additional salary details.
.
Performance Information
Click on the Performance Tab.
Click on the Show link to view additional performance details.
.
Absence Information
Click on the Absence
Tab.
.
Click on the Show link to view additional absence details.
Personal Information
The Personal Information section enables employees to view and/or
make changes to their personal information. Employees can update
their address, phone number, veteran status and email address. To
update other personal information details (name, date of birth, SSN),
complete an Employee Personal Information Change Form and return
to your Department HR PALS representative (a list of PALS is on the InSITE
Web Page).
To view and/or update your
information, single click on
Personal Information.
Personal Information
Select the
section to update
Organization Email Address
• Employees with a City email account should use
their City email as their primary email account.
• Employees who do not have a City issued email
address may use a personal email address.
• It is the employee’s responsibility to maintain and
update a current email address in the
application.
• Any InSITE generated emails will be sent to this
email address, such as "Forgot Password" emails.
• Dept PALS will have the ability to update an
employee’s email address using HR PALS Self
Service.
• Do not used a shared email address.
Add/Update Email Address
Select update
Add/Update Email Address
Click Next button.
Add/Update Email Address
Effective date will default to current date. If necessary, you can change the
date by clicking on the calendar or entering the date manually. Note correct
date format, DD-MMM-YYYY.
Add/Update Email Address
Add/Update
email address
and click Next
button at top or
bottom of screen.
Add/Update Email Address
Click Next button
at top or bottom
of screen.
Add/Update Email Address
Review and confirm your changes, then click the submit button. Click printable
page to retain a copy for your records.
Add/Update Email Address
Click Return to
overview to continue
making changes or
click Home to return to
main menu.
Add/Update Address
Select the
section to
update main
address or add
other address.
Add/Update Address
Select the type of change you want make: correct current
address or enter a new address. Click Next.
Add/Update Address
In this example, we
will add a new
address. Pay
particular attention to
the tips regarding
proper format.
Add/Update Address
First, enter in the
address. Enter the City
and tab or click on the
flashlight.
Add/Update Address
Find your zip code in the range
of zip codes listed and click on
the icon under Quick Select.
Add/Update Address
Based on the selected
zip code range, the
City, State and County
fields are populated.
Add/Update Address
Enter in your zip
code and click
Next.
Add/Update Address
Review and confirm your changes, then click the submit button. Click
printable page to retain a copy for your records.
Add/Update Address
Changes have been applied. Click Return to overview to see new
address.
Add/Update Address
Note: Employee’s
address has been
updated.
Add/Update Phone Number
Click Add
button to add
phone number.
Add/Update Phone Number
Enter phone number.
Click Add Another Row
to add additional phone
numbers. Click Next.
Add/Update Phone Number
Review your changes.
Click Submit.
Add/Update Phone Number
Changes have been applied. Click Return to overview to see phone
numbers.
Add/Update Phone Number
Changes have been applied. Click Return to overview to see new
address.
Note: Employee’s
phone numbers
have been added.
Add/Update Veteran Status
Changes have been applied. Click Return to overview to see new
address.
Click Update.
Add/Update Veteran Status
Click Next.
Add/Update Veteran Status
Enter or Select Veteran
Status from list of
values. Choices are:
Did Not Disclose,
Disabled Veteran, Not
a Veteran and Veteran.
Add/Update Veteran Status
Click Next.
Add/Update Veteran Status
Review
changes. Click
Submit.
Add/Update Veteran Status
Changes have been applied. Click Return to overview to see
veteran status.
Add/Update Veteran Status
Veteran Status
displays.
Add/Update/Delete Emergency Contact
Select Emergency Contact
Information from the menu.
Add Emergency Contact
Click Add button to enter
emergency contact details.
Add Emergency Contact
Enter emergency contact details.
Click Apply.
Add Emergency Contact
View emergency contact details.
Click Next.
Add Emergency Contact
View emergency contact details.
Print printable page. Click Submit.
Add Emergency Contact
Confirmation changes have been applied. Click Home to return to
main menu.
Update Emergency Contact
Click Update button to enter
emergency contact details.
Update Emergency Contact
Update emergency contact details.
Click Apply.
Update Emergency Contact
View emergency contact changes.
Click Next.
Update Emergency Contact
View emergency contact details. Print printable
page. Click Submit.
Update Emergency Contact
Confirmation changes have been applied. Click Home to return to
main menu.
Delete Emergency Contact
Click Delete button to remove
emergency contact details.
Delete Emergency Contact
Status field changes to reflect
‘Delete’. Click Next.
Delete Emergency Contact
View emergency contact details. Print printable
page. Click Submit.
Delete Emergency Contact
Confirmation changes have been applied. Click Home to return to
main menu.
Special Information
• The Special Information form allows you to view data such as your alpha
status, city equipment that has been distributed to you (optionally used) and
other department identification information. The form has four sections:
• Department Identification – additional data specific to your department
• Driver of City Vehicle – designates employees who drive city vehicles
• Emergency Operations – alpha status, volunteer preference, shelter
assignments
• Equipment Tracking – city equipment that has been distributed to you in order
to perform your job duties.
To view your
information, single
click on Special
Information.
Special Information
Special Information details are displayed. Contact your Department
PAL or Supervisor for questions or changes to the information
below.
Extra Information
• The Extra Information form allows employees to view their US Ethnic
Origin or data that is maintained specifically by their department.
Currently, there are only three departments (Police, Fire and Parks
and Recreation) with Extra Information data in InSITE.
To view your
information, single
click on Extra
Information.
Extra Information
Extra Information details are displayed. Contact your Department
PALS or Supervisor for questions or changes to the information
below.
Documents of Record
• The Documents of Record form allows employees to view documents
that have been attached to their record, such as performance
feedback, new hire letter, etc.
To view your information,
single click on Documents of
Record.
Documents of Record
Document Types are displayed. Click on icon under View to see additional
details. Contact your Department PAL or supervisor for questions or
changes to the information below.
Documents of Record
Click on link under Title to open the document.
.
Documents of Record
Click on open in file download box. Word document
displays.
Payslips
The Payslip section provides detailed information regarding an employee’s
earnings and deductions for each pay period dating back to January 2009.
To view your
information, single
click on Payslip
Payslips
Payslips
View most current payslip (middle third)
Payslips
View most current payslip (bottom third)
Payslips
To view previous payslips, select date from drop down box and press the go
button
Manage Payroll Payments
The Manage Payroll Payments enables an employee to view their direct deposit
banking information.
To view your
information, single
click on Manage
Payroll Payments
Select Manage Payroll Payments to view
Manage Payroll Payments
View the current banking institutions that money is being deposited into
Payroll- Tax Form
The Tax Form enables employees to view and/or update their tax
withholding status.
To view your
information, single
click on Tax Form
Payroll- Tax Form
View employee’s W4 federal tax information
To change, click on update button
Payroll- Tax Form
Changes can be made to filing status, allowances, and additional
amount withheld (top half of form)
Payroll- Tax Form
If you are exempt from taxes, check exempt box
You must check the agreement box
Click on continue button
Payroll- Tax Form
If the agreement box is not checked, an error will occur
Payroll- Tax Form
Updated W4 displayed with your electronic signature
If information is correct, click on submit button
Payroll- Tax Form
Changes have been applied. Click Return to overview to see
the changes.
Payroll- Tax Form
To update VA4, click on Virginia Withholding Form
Payroll- Tax Form
PDF form opens. Print, manually fill out and send to Central Payroll.
Payroll- Employee W-2
Employee W-2 enables employees to view their W-2 from 2009.
To view your
information, single
click on Employee
W-2
Payroll- Employee W-2
View employee W2 for specific year
Payroll- Print Preference
Employee's Consent to Receive IRS Form W-2
Electronically
• IRS rules require that you provide the City with your
consent in order to receive your Form W-2 Wage
and Tax Statement in an electronic format. Once
you consent to receive your Form W-2 online, you
will not receive a paper copy of the Form W-2. You
will be able to access it online and print copies
necessary for your tax filing or for other purposes as
often as you need them.
Payroll- Print Preference
Your consent will be valid for all subsequent tax years unless
revoked by you, upon termination or this service is not
supported in a future given tax year. You may revoke your
consent and receive a paper Form W-2 by changing the W-2
selection of Online to "No" to revoke consent (and changing
Paper to "Yes".) If consent is withdrawn, it will only be effective
for Form W-2 Wage and Tax Statements not yet issued.
Once you choose to receive your Form W-2 online, you can
also receive a paper copy of the Form W-2 by contacting the
Finance Payroll office. Request for a paper copy does not
withdraw your consent for electronic delivery of all future
Form W-2 Wage and Tax Statements.
Payroll- Print Preference
Payroll- Print Preference
Payroll- Print Preference
Payroll- Print Preference
Payroll- Print Preference
Payroll- Print Preference
Payroll- Print Preference
Payroll- Print Preference
Payroll- Print Preference
Benefits
The Benefits form will display the employee’s current benefits information,
including the plan type (medical, dental, long-term disability, etc.); the option
(employee only, employee + spouse, etc.); the coverage start date; coverage
amount ; pre-tax semi-monthly amount; and the post-tax semi-monthly amount.
To view your
information, single
click on Benefits
Benefits - Dependents
Click ‘Next’ to
view Current
Enrollment
screen.
The Dependents screen will display when an employee is experiencing an
opportunity to change enrollments. Click “Next” to view Current Benefit
Enrollment page.
Benefits – Current Enrollment
View current benefit enrollment. To view enrollment history and any
future enrollments that have been keyed in, select date parameter from
drop-down menu and click “Go”.
Worklist Notifications
Notifications displays in worklist. To view
the details, Click on the notification.
Workflow Notifications
Notification details
displays. Click OK.
Workflow Notifications
Notification is cleared from Worklist.
Contact Information
• Username and Password Problems
– Contact Support Center (Help Desk) at 385-4357
• Questions about data in InSITE
– Contact Department PALS or Supervisor