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 Presentati ID: 147895
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Slide1
Employee Self Service
UpdatedJuly 27, 2018
Using the
Employee Self Service (ESS) portalSlide2
Objectives
At the end of this presentation, you should understand how to access and use the Employee Self Service (ESS) Portal. The ESS portal has 4 modules:
- Human Resources - Payroll - Benefits - Total Compensation
We will review each of these in detailSlide3
Skip to Slide
Already know what you are looking for? Skip straight to the slide with the instructions.
Topic
SlideView employment, Salary, Performance, and Absence information
8
Update address, phone number, veteran status,
or
email address
14
Add or update an emergency contact
45
View Leave Balance Summary
56
View emergency operations information (alpha status, volunteer preferences,
shelter assignments, etc.)
59
View issued
equipment and city vehicle information
59
Police and Fire
information (assignment, battalion, regiment, academy, bureau, etc.)
62
View
Documents of Record (performance reviews, transcripts, etc.)
64
View or change payroll/
payslip
information
67
Tax information and W2s
74
Modify print preferences (stop receiving paper)
85
View current and past benefits information and deductions
92Slide4
Logging on to InSITE
Go to the start menuSearch for InSITEDouble click to launch the programSlide5
Logging on to InSITE
Enter your Username This is usually your first initial and last name (Eg:
JSmith)If you were hired before January 1, 2018, you will need to add your employee ID number to your user name (Eg: JSmith55555)
Enter your passwordSlide6
Accessing COVB Employee Self Service
Once you have logged on to
InSITE
, you will see a dashboard with a list of modules on the left hand side of the screen.Click on COVB Employee Self ServiceThis will open up 4 folders:
Human Resources
Payroll
Benefits
Total Compensation Slide7
Human Resources
Click on the Human Resources
folder to expand the selection.We will examine each of the form options in detail in the following slides, beginning with My Information.Slide8
My Information
The
My Information
section
contains
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, single click on
My Information
.Slide9
It will take you to a screen that looks like this:
There are tabs for Employment, Salary, Performance, and Absence. Each tab contains information on that topic. (Sample Employee – not real data)Slide10
Employment Information
This section displays employment information, such as your employee number, position number and grade information.
.
Click on the ‘Show’ link to view additional employment details.Slide11
Salary Information
.
Click on the ‘Show’ link to view additional salary details.
This section shows your historical salary information including the effective rate and gross pay rate per pay period.Slide12
Performance Information
This page will show you the results of all performance evaluations that have been entered into
InSITE
.
.
Click on the ‘Show’ link to view additional performance details.Slide13
Absence Information
This tab contains the details any type of leave, or other absence
(such as FMLA) that you have taken.
.
Click on the ‘Show’ link to view additional absence details.Slide14
Personal Information
This is where you can view or make changes to your
P
ersonal
I
nformation
, including your
address, phone
number,
veteran status and email address.
To view and/or update your information, single click on
Personal Information
.
Note:
to
update
your name
, date of birth,
SSN, etc. you will need to complete
an
Employee Personal Information Change Form
and return to your Department
HR/OTL
PALS
representative. Slide15
Personal Information
Select
the section
to updateSlide16
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 use a shared email address.Slide17
Add/Update Email Address
Select updateSlide18
Add/Update Email Address
Select NextSlide19
Add/Update Email Address
1. Select an effective date
2. Enter your new email address
3. Click NextSlide20
Add/Update Email Address
Click Next AgainSlide21
Add/Update Email Address
Review and confirm your changes, then click the submit. Slide22
Add/Update an Address
Select
Update
to change an address
-OR-
Select
Add
to add a second addressSlide23
Add/Update Address
Select
the
type of change you want make:
C
orrect current address
or
E
nter a new address
. Click
Next
.Slide24
Add/Update Address
E
nter your new address
and City
Click the
Magnifying Glass
to find Zip CodeSlide25
Add/Update Address
Find your zip code in the range of codes listed. Click on the icon under
Select
. Click
Select
.Slide26
Add/Update Address
Based on the selected zip code range, the City, State and County fields are populated.
23450Slide27
Add/Update Address
Verify your Zip Code. Click
Next
. Slide28
Add/Update Address
Review and confirm your changes. Click
Submit. Slide29
Add/Update Phone Number
Click Add button to add phone number.Slide30
Add/Update Phone Number
Enter phone number. Click Add Another Row to add additional phone numbers. Click Next.Slide31
Add/Update Phone Number
Review your changes. Click Submit.Slide32
Add/Update Phone Number
Changes have been applied. Click Return to overview to see phone numbers.Slide33
Add/Update Phone Number
Changes have been applied. Click Return to overview to see new address.
Note: Employee’s phone numbers have been added.Slide34
Add/Update Veteran Status
Changes have been applied. Click Return to overview to see new address.
Click Update.Slide35
Add/Update Veteran Status
Click Next.Slide36
Add/Update Veteran Status
Select Veteran Status from list of values. Choices are: Did Not Disclose, Disabled Veteran, Not a Veteran and Veteran. Click
Next
.Slide37
Add/Update Veteran Status
Click
Next
.Slide38
Add/Update Veteran Status
Review changes and click
Submit
.Slide39
Add/Update Veteran Status
Changes have been applied. Click
Return to overview
to see veteran status.Slide40
Add/Update Veteran Status
Veteran Status displayed.Slide41
Add/Update/Delete Emergency Contact
Select
Emergency Contact Information
from the menu.Slide42
Add Emergency Contact
Click Add button to enter emergency contact details.Slide43
Add Emergency Contact
Enter emergency contact details. Click
Apply
.Slide44
Add Emergency Contact
View emergency contact details. Click
Next
.Slide45
Add Emergency Contact
Verify emergency contact details. Click
Submit
.Slide46
Add Emergency Contact
Click
Home
to return to main menu.Slide47
Update Emergency Contact
Click Update button to enter emergency contact details.Slide48
Update Emergency Contact
Update emergency contact details. Click
Apply
.Slide49
Update Emergency Contact
Verify changes. Click
Next
.Slide50
Update Emergency Contact
View emergency contact details. Click
Submit
.Slide51
Update Emergency Contact
Click
Home
to return to main menu.Slide52
Delete Emergency Contact
Select contact. Click
Delete
button.Slide53
Delete Emergency Contact
Status field changes to ‘
Deleted
’. Click
Next
.Slide54
Delete Emergency Contact
Contact is now listed as ‘
Removed
’. Click
Submit
.Slide55
Delete Emergency Contact
Click
Home
to return to main menu.Slide56
View Leave Balance Summary
In this section, you can view your current leave balance(s), as well as get an estimate of future leave balance at a specified date.
Example: “How many PTO hours will I have on my Birthday in November?”Slide57
View Leave Balance Summary
Click
Show Accrual Balances
.Slide58
View Leave Balance Summary
The current leave balances are displayed. To view future leave balance estimates, enter a future date in the
Effective
Date field.Slide59
Special Information
Special Information
allows you to view data such as your alpha status, city issued equipment and other department identification information. The form has four sections:
Department Identification – additional data specific to your departmentDriver 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.Slide60
Special Information
Special Information details are displayed. Contact your Department PALS or Supervisor for questions or changes to the information below. Slide61
Emergency Contact Information
This is a shortcut to your emergency contact information.
To add or change your emergency contact information, please follow the instructions beginning on slide 41.Slide62
Extra Information
The
Extra Information
form contains other departmental information specific to Police, Fire, and Parks and Recreation. This section also US Ethnic Origin data.
Click on
Extra Information
.Slide63
Extra Information
Contact your Department PALS or Supervisor for questions related to the information below, or to make changes. Slide64
Documents of Record
The
Documents of Record
form allows employees to view documents that have been attached to their record, such as performance reviews, education transcripts
,
new hire
letters,
etc.
Click
Documents of Record
.Slide65
Documents of Record
Contact
your Department
PALS or supervisor for questions or changes to the information below.
Click on the
View Icon
of the document you wish to open.Slide66
Documents of Record
Click on the
Document Title
to open the document.
Note: Item will open as a word document or a PDF. Follow the prompts in the pop ups
.Slide67
Payroll
From the
Payroll folder, you can access yourPayslip
Manage payroll paymentsTax formsEmployee W-2Print preferenceSlide68
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
PayslipSlide69
Payslips
Select the
payslip you want to view. Click GO.
Note: The
most recent pay period is listed first.Slide70
Payslips
Each
payslip will show information about your hours and earnings, any deductions that were taken out, your tax information, and leave accruals for the pay period.Slide71
Payslips
The bottom section of your
payslip will also contain your tax withholding information, bank information, and insurance information.
If you need to change any of this information, please contact see the ‘Manage Payroll Payments’ section or contact HR.Slide72
Manage Payroll Payments
To view your information, single click on
Manage Payroll PaymentsSlide73
Manage Payroll Payments
The
Manage Payroll Payments section allows you to VIEW your direct deposit/banking information. To update this information, please contact HR by emailing FinancePayroll@vbgov.com
, or calling (757) 385-4301.Slide74
Tax Forms
To view your information, single click on
Tax Form
The Tax Form section is where you can view or update your tax withholding status. Slide75
Tax Forms
This screen displays your current tax withholding. To make a change to your Federal W-4 form, simply click on the
Update button.
To make a change to your VA-4 form, see slide 81.Slide76
Tax Forms
On the top half of the form, changes can be made to your
filing status, allowances, and additional amount withheld. Slide77
Tax Forms
On the bottom half of the form, you can update your tax exemption (if applicable), or indicate that you have a different last name on your social security card (be sure to call the listed number for a new card as soon as possible).Slide78
Tax Forms
After you have reviewed your changes, click on the box next to ‘
I Agree’, and then click Continue
. If the agreement box is not checked, an error will occur.Slide79
Tax Forms
An updated W4 will be produced, with your electronic signature at the bottom. Verify that the information is correct, then click on the
Submit button.Slide80
Tax Forms
Changes have been applied.
Click
Return to overview to see the changes.Slide81
Tax Forms
To update your VA-4, click on
Virginia Withholding Form link under the ‘State Information’ bar.Slide82
Tax Forms
This form opens in a blank PDF. To update your VA – 4, you will need to print the form, fill it out manually, and send to Central Payroll.
If you have any questions, please call Payroll directly at (757) 385-4301.Slide83
Employee W-2
The Employee W-2 section enables employees to view all of their W-2 forms from 2009 (or from their hiring date, whichever is later) to present.
To view your information, single click on
Employee W-2Slide84
Employee W-2
Select the year you wish to view from the dropdown menuSlide85
Print Preference
Employees can elect to stop receiving paper copies of their payslips
, W2s, or other documentsSlide86
Print Preference
If the item is listed (IE ‘
Payslip’ above), click the Update button
If the item is NOT listed, click the Add
buttonSlide87
Print Preference
To add a document type, click on the magnifying glass iconThen search using the wildcard (
%) to display the list of valuesSelect the proper document type and click SelectSlide88
Print Preference
Select ‘
Yes’ or ‘No’ under the online and paper fieldsClick
NextVerify your selection, then click SubmitSlide89
Print PreferenceSlide90
Print Preference
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
.Employee's MUST
give consent to receive their W-2 Electronically.Without this consent, paper copies will be sent.Slide91
Print Preference
Consent will be valid for all subsequent tax years unless
the employee revokes consent or is terminated.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.
Paper copies can be printed from
InSITE
at anytime, or and be obtained from the payroll office.Slide92
Benefits
The
Benefits
section has information on your current benefits, including the plan type (medical, dental, long-term disability, etc.); the option (employee only, employee + spouse, etc.); the coverage start date; coverage amount; and pre-tax and post-tax deduction amounts.
To view your information, single click on
BenefitsSlide93
Benefits
The benefits screen will give a listing of the benefits that you are eligible for, the option that you have selected (if any), your coverage start date, the amount of coverage, and the associated deductions.Slide94
Benefits – Current Enrollment
To view enrollment history and any future enrollments that have been keyed in, select date parameter from drop-down menu and click the Go button.Slide95
Benefits - Dependents
W
hen an employee has an opportunity to change
enrollments,
the
Dependents screen will
display. Click
Next
to view the Current Benefit Enrollment page. Slide96
Additional Information
Username and Password Problems?Contact Support Center (Help Desk) at 385-4357Questions about HR data in InSITE?
Contact your Department PALS or SupervisorQuestions about your pay or benefits?Contact your
Payroll at 385-8943