BEACON Self Service Training. Contractors using VMS

Transcription

1 BEACON Self Service Training Contractors using VMS August 2015

2 About Artech At the forefront of the staffing industry, Artech is a minority- and women-owned business committed to maximizing global workforce solutions. Artech s deep heritage, proven expertise and insightful market intelligence has secured long-term partnerships with Fortune and Global 500 clients seeking worldclass professional resources. 2

3 Agenda 1. About BEACON 2. BEACON User ID, Password 3. BEACON Navigation 4. Personal Information 5. Payroll & Compensation 6. Time & Expense Reporting 7. BEACON Support BEACON User Modules 3

4 About BEACON 4

5 About BEACON BEACON: Business Enterprise Automated Core Operations Network PeopleSoft Enterprise Resource Planning (ERP) Superior Information Processing Full lifecycle contractor support functionality Powerful back-office features Automate and streamline back-office tasks Empowering You, Our Subcontractor Self Service: You will be able to view and update much of your own information 5

6 BEACON User ID & Password 6

7 BEACON User ID & Password During the on-boarding process, a unique User ID and Password will be ed to you You should remain alert for an from noreply@artechinfo.com If you do not receive your UID and PWD, contact your Artech representative The BEACON welcome screen looks like this: Upon sign in, you will be prompted to change your password 7

8 Set Up Your Password Right Away! You should set up your Password immediately upon accessing BEACON. Only by setting up your password will you be able to use the Lost Password functionality in case you lose your password. If you ve lost your BEACON password before setting up, you must contact your Artech representative to have it reset manually by an administrator. 1. Enter your UID and PWD to log into BEACON 2. Click on Main Menu and select My System Profile 8

9 Setting Up Your Password (1) 3. On the General Profile Information screen, select Change or set up forgotten password help. 4. Select from the list of drop down Questions. 5. Type your answer in the Response box and click OK. 9

10 Setting Up Your Password (2) You will return back to the My System Profile page 6. Scroll down and verify that your correct address is recorded in the system. Click Save if you made any changes. Now you have configured your forgot password functionality. If you ever forget your password, use the steps in the following slides to generate a new password. 10

11 Resetting Your Password (1) 1. On the login screen, click on Forgot your password? 2. Enter your User ID and click Continue. 11

12 Resetting Your Password (2) 3. Enter your Response to the security question and click the New Password button. The security response will be validated, then a new password will be ed to you. 4. You will get the following screen to indicate that the password has been ed. 5. Retrieve the new password from your , login to BEACON, and immediately change your password to something that you will remember and is known only to you. 12

13 Changing Your Password You may choose to change your password at any time Start by following the path: Main Menu > Change My Password You will be taken to the screen on the right 1. Enter your current password 2. Then enter and confirm your new password 3. Click Change Password Your Name 13

14 BEACON Navigation 14

15 Opening Menus The opening window will look like this: BEACON Navigation (1) When you click on a menu item, such as Main Menu, you will get a drop down menu 15

16 BEACON Navigation (2) By continuing to click on drop down menu items, you will generate a path Breadcrumbs, shown below, display your navigation path and give you access to the contents of subfolders Once you click on your destination, the path is shown in the top bar This path can be written as: Main Menu > Self Service > Personal Information > Personal Information Summary 16

17 Personal Information 17

18 Path to Personal Information Path: Main Menu > Self Service > Personal Information You will get Personal Information menu items 18

19 First Steps: Personal Info 1. Confirm and/or Update Your Personal Information Name Home and Mailing Addresses Phone Numbers Addresses Emergency Contacts Marital Status 19

20 Personal Info Summary You can view and update the following information Name Home/Mailing Address Phone Numbers (more than one, if necessary) Emergency Contacts Addresses (more than one, if necessary) Marital Status You can only view the following information* Gender DOB EIN (your employer s employer tax ID number) Hire Date *Contact your Artech Rep if you see an error and/or need something changed in this section 20

21 Viewing Personal Info Summary Simon McCann Simon McCann

22 Updating Your Personal Info Simon McCann Click these to change your Name Address Phone No Emergency Contacts Simon McCann o You can enter more than one phone number, , etc. 22

23 Updating Your Personal Info Click these to change your (Use your direct personal , not your company ) Marital Status To change these, contact your TMS

24 Personal Info Pages Personal Info can be viewed/changed via individual screens Simon McCann Simon McCann Simon McCann 24

25 Payroll & Compensation 25

26 Payroll & Compensation You will be able to: View your Paychecks View/update your Direct Deposit information View/update your W-4 information 26

27 Path: Viewing Paychecks Main Menu > Self Service > Payroll and Compensation > View Paycheck Simon McCann Paychecks will be viewable on the Check Date Click on the Check Date to view the check details (see next slide) 27

28 Paycheck Details Sample You will not receive pay stubs in the mail you can print your paycheck details from here if you want a paper copy 28

29 Direct Deposit: The Way to Go We Highly Recommend that you Opt for Direct Deposit 1. You will avoid delays in receipt of your paycheck You will receive electronic payments much faster than checks sent via snail mail 2. Electronic payments are environmentally friendly One of the reasons Artech is implementing an ERP system is to cut back on the use of paper. Read about our Artech Green program 3. State Mandates Many states now allow employers to mandate direct deposits in order for their employees to get paid faster 29

30 View, Update Direct Deposit Info Path: Main Menu > Self Service > Payroll and Compensation > Direct Deposit Simon McCann Confirm your information, update as necessary Account Types: i.e. Checking, Savings Deposit Types: Percent or Amount Percent: i.e. 100% Submit (Changes must be verified by the bank, so there may be a delay of one payroll cycle) 30

31 Direct Deposit: Multiple Accounts Direct Deposit with multiple accounts set up Savings and Checking Accounts Separate deposits by Amount or Percent Simon McCann 31

32 W-4 Information Path: Main Menu > Self Service > Payroll and Compensation > W-4 Tax Information Confirm and update Allowances Simon McCann Marital Status Submit 32

33 W-4 Information Notes Displays current Federal elections State elections follow federal elections unless state W-4 is submitted to Payroll for processing If you wish to elect different State tax withholdings than your Federal tax withholdings, you will need to submit a separate State Tax withholding form specifying the withholding amount and/or the number of allowances for your State tax withholding The State Tax withholding forms can be found on the United States Department of Labor website: After completing the relevant state tax withholding form for your state, please sign and the form to Artech at payroll@artechinfo.com. 33

34 Time & Expense Reporting 34

35 T&E Reporting via a VMS Tool 1. If you are currently entering your Timesheet and Expenses via a VMS tool (such as Fieldglass, IQNavigator, etc.) you will continue to do so. 2. Once approved, your VMS time sheet and/or expenses data will be automatically uploaded into BEACON. For Expenses, you will have to your receipts to expenses@artechinfo.com o NOTE: If you are eligible for paid time off, please the days and types of time off to timesheet@artechinfo.com. You will not be able to update this yourself in BEACON. 35

36 First, Understanding Your Pay Cycle Your pay cycle will follow Artech s client s work week To determine your pay cycle, view the Week Ending date in your Timesheet page You must submit your timecard on the last day of the Week Ending 36

37 BEACON Time & Expense Entry Path Path: Main Menu > Time & Expense Entry > Contractor > Enter Time & Expense 37

38 BEACON T&E Landing Page Path: Main Menu > Self Service > Time & Expense Entry Your name, ID Week Ending* Start date, department Instructions *Week Ending reflects your payroll cycle Time & Expense entry section 38

39 Time & Expense Reporting using the Client s VMS Tool 39

40 T&E Reporting via a VMS Tool 1. If you are currently entering your Timesheet and Expenses via a VMS tool (such as Fieldglass, WAND, etc.) you will continue to do so. 2. Once approved, your VMS time sheet and/or expenses data will be automatically uploaded into BEACON. For Expenses, you will have to your receipts to expenses@artechinfo.com o NOTE: If you are eligible for paid time off, please the days and types of time off to timesheet@artechinfo.com. You will not be able to update this yourself in BEACON. 40

41 BEACON Support 41

42 For BEACON Support... Contact your Talent Management Specialist (TMS) us at Visit our BEACON blog page at The Artech Circle is the Place where Artech Professionals Meet 42

43 Artech Values Turning Values into Actions Customer Satisfaction We put our clients needs first and strive to exceed their expectations. Dependability We deliver on our commitments. Flexibility We are adaptable and agile in responding to our clients and employees needs. Integrity We act in all situations with the highest ethical standards and clarity of communications. Respect We value our clients, employees and partners. Teamwork We collaborate to build sustainable growth for our company and our clients. 43

44 Thank You! Artech Information Systems LLC 360 Mt. Kemble Avenue, Suite 2000 Morristown, NJ