Employee Self Service 101. Employee Self Service 101

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2 Table of Contents Contact Information... 1 Change Own Data Update Address Benefits Update Dependent and Beneficiary Data Vacation and Sick Balances Payment Professional Development Search the Course Catalog Book A Course Cancel A Course Completing Appraisals Online Inservice Reports Career and Job

3 Contact Information 1

4 Lesson Objectives At the end of this lesson, participants will be able to: Search for employees by name View basic contact data by employee Search for employees using advanced criteria Maintain your own personal contact data Update address information 2

5 Contact Information Click Here or Click Here 3

6 Contact Information Who s Who: Look up contact information for employee s within SBBC. Change Own Data: Update your own contact information. Addresses: Update home and temporary addresses. 4

7 Contact Information Who s Who SBBC Directory Click Here Who s Who: Look up contact information for employee s within SBBC. 5

8 Contact Information Who s Who Options Who s Who basic search: search for employee contact information by last name or first name. Advanced search: search for employee contact information by organizational unit, position, job, etc. Change Own Data: update your own contact information including extension, , building number, etc. 6

9 Contact Information Who s Who (Basic) Enter part of Last Name and/or First Name Click Search The Result List will display Click the Last Name of the employee for whom you wish to view the profile 7

10 Contact Information Who s Who Employee Profile The Employee profile displays: Communication information Department data Miscellaneous personal information 8

11 Contact Information Who s Who (Advanced Criteria) From Who s Who, click Advanced search 9

12 Contact Information Who s Who (Advanced Criteria) Enter criteria based on any or all of the fields listed to the left Click Search The Result List will display Click the Last Name of the employee for whom you wish to view the profile NOTE: If you do not know the complete information for a particular field, perform a wildcard search. Enter a partial value in any of the fields with an asterisk * before or after the value. For instance, if you are searching for an employee with a last name that starts with Wil enter Wil* in the last name field. 10

13 Contact Information Change Own Data To update your own contact information: Click Change Own Data Click Here 11

14 Contact Information Change Own Data 1.Click the Edit Button 1 12

15 Contact Information Change Own Data 2 2. Enter contact information for any or all of the fields to the left 3. Click Review To Save to verify data entered 3 NOTE: is an essential field, so ensure you have entered your address correctly, as communications will be sent to this address. If you don t have an address, please see your site contact. 13

16 4. Click Save to save the contact information 4 14

17 Contact Information Update Address To update your own address information: Click Addresses Click Here 15

18 Contact Information Update Address 1. Click Edit to edit the existing Permanent residence address. Options: Permanent residence home address 1 Temporary residence address to be used temporarily (for example, summer address) Emergency contact name and address to be used in case of emergency 16

19 Contact Information Update Address Update address and telephone fields as needed 3. Choose validity date for change to take effect (either today or as of a specific future date) 4. Click Review and verify changes on the next screen 17

20 Contact Information Update Address 5. Click Save 5 18

21 Lesson Summary Congratulations! You should now be able to: Search for employees by name View basic contact data by employee Search for employees using advanced criteria Maintain your own personal contact data Update address information 19

22 Benefits 20

23 Lesson Objectives At the end of this lesson, participants will be able to: View benefit plan participation Update dependent data Change beneficiaries 21

24 Benefits Click Here Or Click Here 22

25 Benefits Participation Overview: View the benefit plans in which you are currently enrolled Dependents and Beneficiaries: Enter or update dependent and beneficiary information Beneficiary Change: Change beneficiary for SBBC offered life insurance NOTE: If you need to change your beneficiary with FRS, you may access a FRS Beneficiary Designation Form at 23

26 Benefits Participation Overview Click Here 24

27 Benefits View Plan Participation 1. Select the plan you wish to view 2. Click Show Participation Details 3. Review the plan information

28 Personal Information Update Dependent & Beneficiary Data Click Here 26

29 Personal Information Update Dependent & Beneficiary Data 1 1. Click Child NOTE: Entering dependent and beneficiary data enables you to add dependent(s) and beneficiary(s) to your benefit plans. However, this does not automatically ensure that a dependent/beneficiary is enrolled in the benefit plan. Please contact the Benefits Department for instructions on adding benefits coverage for dependents 27

30 Personal Information Update Dependent Data 2 2. Enter dependent/beneficiary information in the following sections Name Date of Birth Other Personal Data Address Note: All fields with a red asterisk must be completed Click appropriate validity period 4. Click Review to Save 5. Then click Save 5 28

31 Benefits Change Beneficiary Click Here 29

32 Benefits Change Beneficiary 1 1. Click the benefit plan for which you wish to add or change a beneficiary 2. Click Edit Plan 2 NOTE: If you need to change your beneficiary with FRS you may access the FRS Beneficiary Designation Form at 30

33 Benefits Change Beneficiary 3. Click Select Beneficiaries 3 31

34 Benefits Change Beneficiary Enter/change the primary beneficiary and contingent beneficiary percentages as needed (the Beneficiary percentage and the contingent Beneficiary columns must each equal 100%) 5. Click Add Plan to Selection 32

35 Benefits Change Beneficiary 6 6. Click Review Enrollment to Save 33

36 Benefits Change Beneficiary Note the Actions column displays Modified for the Life Insurance plan that was updated. 8. Click Save to save the changes If you have Life Insurance Enhanced, repeat the same steps to add/change beneficiaries 34

37 Benefits Benefits Confirmation Form Click Here You can print of copy of your Benefits Confirmation Form by clicking on the Benefits Confirmation Form Link and then select Print from your file menu 35

38 Lesson Summary Congratulations! You should now be able to: View benefit plan participation Update dependent data Add/Change beneficiaries Print Benefits Confirmation Form 36

39 Vacation and Sick Balances 37

40 Lesson Objectives At the end of this lesson, participants will be able to: View absence quotas 38

41 Vacation and Sick Balances Click Here Or Click Here 39

42 Vacation and Sick Balances Click Quota Overview 40

43 Time/Absence Request Quota Overview Entitlement Type: Displays the quota balances for Sick and Vacation leave. Select All Types, or select Sick, Vacation or Compensatory to filter for a specific type of absence quota. 2. On Key Date: Quota available as of a specific date. To see your available balance as of a future date, simply enter the desired date and click Display. 3. Time Account: For each time account, view the entitlement hours and number of remainder hours. NOTE: For a total balance of Sick add all the rows of the Remainder balance together (in the example above, the total balance of remaining sick leave is hours) 41

44 Lesson Summary Congratulations! You should now be able to: View absence quotas 42

45 Payment 43

46 Lesson Objectives At the end of this lesson, participants will be able to: Opt-out/Opt-in receiving paper pay advices View salary statements Update bank deposit details Update W-4 tax withholding allowances Select year round pay option Request a copy of the previous year s W-2 44

47 Payment Click Here or Click Here 45

48 Payment Printed Pay Advise/Pay Stub Opt-out or Opt-in: Voluntarily opt-out of receiving printed pay advises/pay stubs or opt-in to resume receiving. Salary Statement: View and print your pay advices. Bank Information: View and/or update your bank details for direct deposit. W-4 Tax Withholding: View and/or change your W-4 withholding allowances. Year Round Pay selection: Submit your selection for Year Round Pay. W-2 Reprint: Request a copy of your W-2 from the previous year. 46

49 Payment Printed Pay Advice/Pay Stub Out-out or Opt-in Click Here 47

50 Payment Printed Pay Advice/Pay Stub Out-out or Opt-in 3 1. To Opt-out of receiving printed pay advices put a check in the box, or to Opt-in to receive printed pay advices, uncheck the box Click Update 3. This message will appear as confirmation that you have optedout or opted-in receiving printed pay advices 48

51 Payment View Salary Statement Click Here 49

52 Payment View Salary Statement Click Show Overview to view other pay periods or click Previous or Next Salary Statement buttons as appropriate 2. View the salary statement 2 3. Click Print Icon 4. Click Exit 50

53 Payment Update Bank Information To view or update bank deposit details, click Bank Information 51

54 Payment Update Bank Information 1 1. Click Edit to change the existing bank deposit details New Main bank you are required to have one (1) main bank established for direct deposit New Other Bank you can set up no more than four (4) additional banks for direct deposit 52

55 Payment Update Main Bank Information 2 2. Enter changes as needed: Nine digit bank routing number Account number for direct deposit Checking or Savings Purpose of account (optional) 3. Click Review to Save 3 NOTE: For assistance with your bank routing number and account number, please refer to the sample check on the next slide. Please contact your financial institution if you have further questions regarding your account. 53

56 Payment Update Main Bank Information 54

57 Payment Update Main Bank Information 4. Click Save NOTE: Payroll checks are typically processed on Sundays and Mondays*; therefore any changes to bank information (adding a bank, deleting a bank, or changing a deposit amount) should be completed in ESS by Saturday noon to ensure that they will be in effect for the next scheduled pay date. 4 *Holiday deadlines may differ; please see your Payroll Contact with any questions. 55

58 Payment Update Bank Information 5. This message will appear as confirmation that your bank data was changed 5 56

59 Payment Update W-4 Withholding Click Here 57

60 Payment Update W-4 Withholding 1. Click Edit 1 Your existing Federal withholding selections display. If no W4 information has been entered, you would click New Federal and enter your withholding selections. NOTE: For assistance completing the W-4 Form, please visit 58

61 Payment Update W-4 Withholding 2. Select Filing Status of single or married 3. Enter No. of Exemptions (0 to 9) Enter Additional Withholding deduction (if applicable Choose Tax Exempt Indicator 6. Check the Declaration check box 7. Click Review to Save NOTE: Changes will take effect in the next pay period. 59

62 Payment Update W-4 Withholding 8. Verify data entered and click Save 8 60

63 Payment Year Round Pay Option Click Here 61

64 Payment Year Round Pay Option Year Round Option pre-tax calculation Per IRS regulations: Selection is optional and must be made Annually prior to the first day of the contract calendar No changes can be made during the year This option may not be revoked during a school year except for: Termination, Retirement and certain long-term Board-Approved Leaves, unless you have a qualified hardship. Please note that qualified hardship criteria are extremely stringent based on IRS regulations; if you have any concerns, please review the Hardship Cancellation form for more information before enrolling in the YRP option. Amount is system-calculated Biweekly pays are calculated on gross Base Salary only Payments for supplements, additional hours or positions and longevity payout are not included in the calculation for the Year Round Pay Option summer checks Amounts are fixed for the duration of the year Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks NOTE: Year Round Pay Option will only be available in ESS during the Enrollment Period. 62

65 Payment Year Round Pay Option 1. Click Enroll Now to sign up for Year Round Pay 1 2. Or click Cancel Enrollment to cancel Year Round Pay 2 63

66 Payment Year Round Pay Option 1. You will receive a message that you have successfully enrolled 2. Then select Exit You will receive a message that you have successfully cancelled your enrollment 4. Then select Exit 4 64

67 Payment Request Reprint of W-2 Click Here 65

68 Payment Request Reprint of W Select method of delivery 2. Click Next Step 3. Review information 4. Click Send 4 NOTE: If your address is incorrect, cancel out of the request and go to Personal Information to update your permanent residence address, then return to the W-2 Reprint webpage to request your reprint. 66

69 Lesson Summary Congratulations! You should now be able to: Opt-out/Opt-in receiving printed pay advice View salary statements Enter, change or delete bank information Update W-4 tax withholding information Select Year Round Pay option Request a copy of the previous year s W-2 67

70 Professional Development 68

71 Lesson Objectives At the end of this lesson, participants will be able to: Search the course catalog View mandatory courses, qualifications, and new course dates Navigate learner information Prebook, book, and cancel courses View inservice reports 69

72 Professional Development Click Here Or Click Here 70

73 Professional Development The professional development tab is set up into three (3) segments: Detailed Navigation (left), Navigation (center) and the Main segment (right). Each one of these segments has specific functions, but they can be collapsed to make more viewable space. 1. Detailed Navigation: Use the detailed navigation menu to view professional development information, course appraisals, inservice report. 2. Navigation: Use the navigation menu to view training information, search for courses, and view your learner account. 3. Main: Displays the current Professional Development page (i.e. My Training Events or Search results) 71

74 Professional Development My Learner Account My Learner Account contains hyperlinks to the following areas: Training Activities displays My Training Activities, Completed Courses, and Cancellations Course Prebookings lists the courses you have requested to attend but whose current scheduled dates, locations, or language do not suit you Favorites includes shortcuts to courses bookmarked for future reference Qualifications Profile shows your qualifications, proficiencies, and expiration dates Profile Matchup matches your qualifications to requirements Settings allows you to set options for Professional Development screens 72

75 Professional Development My Training Activities Click on the Training Activities link under My Learner Account 73

76 Professional Development My Training Activities Clicking on the Training Activities link under My Learner Account, will access your complete training history, including current course, prebooked courses, closed courses and cancelled courses. The information on this page is NOT your official inservice record. Only the Inservice Report (accessed from the Detailed Navigation section is the official inservice record. NOTE: Because Professional Development is web based, anything that is underlined is a hyperlink you can click on it for further information. 74

77 Professional Development Training Activities Displays all courses for which you are currently registered, along with the delivery method, schedule, and location. NOTE: Even though CAR-PD Course SPHS displays under My Training Activities, the status is On Waitlist. This means registration is not confirmed. 75

78 Professional Development Training Activities Closed Courses displays all courses for which the end date is past. This does not indicate actual completion and follow up required for inservice points. The Inservice Report is your official record. Cancellations displays all courses which were canceled by you or by the training organizer. 76

79 Professional Development Searching for a Course: Settings Click on the Settings link under My Learner Account 77

80 Professional Development Searching for a Course: Settings 1. The preview period will allow the participant to customize how far in advance they want the system to search for courses. The default is 90 days but many people want to plan more than 3 months ahead. 2.The selection Include Setting in Search tells the system to indicate how many courses (dates) are available for a particular course Click SAVE to save your changes. 3 78

81 Professional Development Search the Course Catalog 1. Enter a Search Term in the Search Term field 2 1 Quick Tip use the least amount of characters to search for so that a broader range of results are returned. Sometimes using too specific of a name will not return what you are looking for because it is not exactly how the course was named 2. Click Find 79

82 Professional Development Search the Course Catalog 3. Select the course from your Search Results page. Note: Results are grouped by Delivery Method (i.e. workshop, electronic interactive, 3 electronic, non-interactive 80

83 Professional Development Search the Course Catalog You can also select the Extended search option to add additional details to your search. Different results will display based on your search criteria. 81

84 Professional Development - Book, or Pre-Book a Course 1.You can search further ahead for available course dates by changing the number of days. Changing the preview period on this page only changes it for the particular class being viewed. The default can be changed through Settings as previously discussed. 2.Booking a course will add you to the roster. 1 3.Prebooking for a course means you are interested in taking it but either the dates available are not adequate or there are no dates available

85 Professional Development - Cancel A Course 1 1. Select the course you wish to cancel NOTE: Please be responsible and cancel a booking as soon as you know you cannot attend. A course cannot be cancelled once the course has started 83

86 Professional Development - Cancel A Course 2. Select Cancel booking for this course 2 84

87 Professional Development - Cancel A Course 3. Click OK 3 85

88 Professional Development - Cancel A Course 4. Confirmation of cancellation will appear NOTE: A confirmation will be sent to the address on record. 4 86

89 Professional Development - Cancel A Course NOTE: Cancellations will also be displayed on the My Training Activities page under the Cancellations section 87

90 Professional Development Course Prebookings 1. Click Course Prebookings 1 88

91 Professional Development Course Prebookings Course Prebookings displays the courses you have requested to attend but whose current scheduled dates, locations, or language do not suit you: Click the hyperlink for any given course to display course details. Check the course(s) you wish to remove and click Cancel Prebookings. Once you book a prebooked course, the course will no longer display in your prebookings. 89

92 Professional Development Favorites If you have specific Course Types you view often, simply add them to your Favorites. 1. Click the Course Type You Would Like to Add to Your Favorites 1 90

93 Professional Development Favorites 2. Click Add Subject Area to Favorites 2 91

94 Professional Development Favorites 3. You will see confirmation that the subject area was added to your Favorites. 3 92

95 Professional Development Favorites To View Your Favorites: 1. Click Favorites 1 2. My Favorites will appear in the main section 2 93

96 Professional Development Remove Favorites To remove a course types from your favorites: 1. Click Favorites 1 2. Click the box next to the course type you wish to remove 3. Click Remove the selected objects from your favorites

97 Completing Appraisals Online 95

98 Professional Development Course Appraisals 1. Select the Course Appraisal link from the Detailed Navigation bar Note: You should select the Refresh button before and after you complete an appraisal in order to refresh your screens 3 3. Select the Course Link of the course you wish to appraise. 96

99 Professional Development Course Appraisals Answer the questions on the Course Appraisal screen and select SAVE in order to Save you appraisal. Saving an appraisal allows you to go back to it later. WARNING! Saving an appraisal does not actually submit it. 5. For an appraisal to be officially submitted, you must select COMPLETE after you answer the questions. From this screen, you can also EXIT the appraisal without saving or completing the appraisal, as well as PRINT your appraisal. 97

100 Professional Development Course Appraisals 6. Select the Refresh button after you complete an appraisal and it will remove the course from the list of courses to appraise 6 98

101 In-service Reports 99

102 Professional Development - In-Service Report 1. Select the In-Service link from the Detailed Navigation bar on your My Training Activities page Select a date range for the in-service report 3. Click Search

103 Professional Development - In-Service Report 4. Your in-service report will display based on the date range you selected. You can view online or print your in-service report from this screen

104 Professional Development - In-Service Report Keys to Understanding In-Service Points Bankable Pts Used total amount of bankable points used during the search period (which is listed right under the page number) for recertification, endorsements and incentives. 2. Bankable Pts Remaining total amount of points earned during the search period that are bankable for recertification, endorsements and incentives. 3. All pts in date range total amount of points earned during the search period. NOTE: You will need Adobe reader 7.1 or higher in order to see your inservice report 102

105 Lesson Summary Congratulations! You should now be able to: Search the course catalog View mandatory courses, qualifications, and new course dates Navigate learner information Prebook, book, and cancel courses View inservice reports 103

106 Career and Job 104

107 Lesson Objectives At the end of this lesson, participants will be able to: View your current skills profile View your education information recorded in SAP Teachers/instructional employees can view certificates, out-of-field records, duty assignments and highly qualified status recorded in SAP 105

108 Career and Job Click Here Or Click Here 106

109 Career and Job Skills Profile: View skills catalog Education and Instructional Information: View your education information recorded in SAP Teachers/instructional employees can view their certificates, out-of-field records, highly qualified status and duty assignments recorded in SAP 107

110 Career and Job-Skills Profile Click Here Skills Profile: View and skills catalog and create or change your own skills profile 108

111 Career and Job-Skills Profile 109

112 Career and Job-Education and Instructional Info Click Here Education and Instructional Information: View your education information recorded in SAP Teachers/instructional employees can view their certificates, out-of-field records, highly qualified status and duty assignments recorded in SAP 110

113 Career and Job-Education and Instructional Info All employees can view their education information, if recorded in SAP (If information needs updating, you will need to submit official transcripts to Personnel Records) Teachers/instructional employees can view their certificates recorded in SAP 111

114 Career and Job-Education and Instructional Info Teachers/instructional employees can view their duty assignments which indicate whether or not they are highly qualified and whether or not they are teaching out of field 112

115 Lesson Summary Congratulations! You should now be able to: View current skills profile View your education information recorded in SAP Teachers/instructional employees can view certificates, out-of-field records, duty assignments and highly qualified status recorded in SAP 113