Employee Self Service Instructions

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1 Employee Self Service Instructions Logging on to ESS There are two ways to login to ESS: PikePeople (Intranet) - You may access through the PikePeople (Intranet) by going to Quick Links and then clicking on HR & Payroll Self Service UltiPro ESS URL - You may open Internet Explorer and type the URL You can access ESS at home or in the office. The only system requirement is a working internet connection and Internet Explorer version 6 or higher. Other web browsers such as Firefox may also work but are not officially supported. If you have problems accessing the ESS site, contact the IT Help Desk at HELP (4357). Enter your username and password using the instructions below. Username: Enter your last name followed by the last four digits of your social security number, for example Smith1234 Password: Enter your date of birth in MMDDYYYY format, for example, See Figure 1 below. When finished, click the Log in button. Figure 1 Changing Password: Once you have successfully logged in you will be prompted to change your password. You will enter your old password (date of birth) and then you will be required to enter your new password twice. Your new password needs to be a minimum of 8 characters but no more than 20. You must have at least one numeric character, one uppercase character, and one lowercase character. Refer to Figure 2. Figure 2

2 Security Questions: The next step in the process is to select 3 security questions. These questions will be used by UltiPro to reset your password if you should forget your password. (Note: Refer to Figure 1 and you will see the question Forgot your password?) You will select the questions from the drop down box and then answer each question you selected. See Figure 3 below. Figure 3 Viewing ESS Data Once you have completed the log in process, you will see the Home page. On the Home page there is a Main Navigation Bar located on the left side and Top Navigation Bar located on the top right. Human Resource topics and updates will be maintained in the section titled Human Resource News. The section, Company Info Links, will provide access to useful links (currently to the Pike Electric Corp Internet site). You will also see a more link in each section. This is used to handle any additional text for that section. See Figure 4 below. Figure 4

3 Top Navigational Bar The Top Navigational Bar (refer to Figure 4) consists of five basic icons (depending on the role in your company and the company structure you view more or fewer icons): Home returns you to ESS home page Preferences changes ESS preferences. Employee can select the date format, date separator, and the preferred language Help provides information about the current page Change Password presents the logon screen where an employee can change passwords Logout exits ESS. When you have completed viewing all information, make sure you LOGOUT. Failure to do a proper close can cause problems when logging back in to ESS. Main Navigational Bar The Main Navigational Bar (refer to Figure 4) consists of two basic icons Myself and My Company. Again you may view more or fewer icons depending on the role you have in the company. Myself To access the Myself icon, just hover over the icon and the drop down window will appear as shown in Figure 5. Figure 5 The Myself icon provides access to the following information. Personal tab includes the following sub-tabs: Summary includes address and phone numbers, organization and key employment dates. Address provides employee name, address, and telephone information

4 Status and key dates includes the hire and seniority dates, job start and retirement eligibility dates, performance and salary review dates, and payroll suspension and benefit seniority dates Contacts provides a list of the employee s contact information Property lists the company property issued to the employee Private Info - includes social security number, birth date, gender, ethnicity information, veteran information, disability information, work permit, and visa information Other includes any customized fields that are defined by Pike. Currently there are no fields. Jobs tab includes the following sub-tabs: Summary - includes the job description, the date and time in job, shift information, pay information, and organization level information Compensation lists employee compensation information Job History includes the date, job description, status, change reason, hourly/salaried pay information, and employee type. Details can be viewed by clicking on an effective date link. Pay includes the following sub-tabs: Current provides a view to detailed information about employee s pay statements, including earnings, deductions, tax amounts, and net pay Pay history allows employee to search pay history by date or date range. By default the current year is displayed. The pay history for Pike only goes back to the year Detail can be viewed by clicking the Pay date link. Year-to-date (YTD) Summary view a summary of earnings, deductions, and taxes for the current tax year on the Year-to-date. Only the years 2009 and 2010 are available. Direct Deposit change your pay statement preference if you currently have direct deposit. The employee will click on the link, Paper and electronic copies, to elect to receive electronic copies only or both paper and electronic. W-4/W-5 includes all federal, state, and local income tax jurisdictions assigned to the employee. If the Exempt from W/H column is checked, the employee is set up as exempt from tax withholding for the jurisdiction Federal W-4 - View federal tax withholding information from the employee Form W-4, Employee's Withholding Allowance Certificate on the Form W-4 page. The information that appears includes marital status, allowances, and tax exemptions State Withholding - View state withholding summary information on the employee State Withholding Summary page. The information that appears includes if the state has an income tax, if

5 the employee is exempt from withholding, and the employee's filing status and allowances. W-2 - View all Forms W-2 and Form W-2c that employees have filed with the Social Security Administration (SSA) on the Form W-2 Wage and Tax Statement page Benefits includes the following sub-tabs: Current view all current benefits Life Events currently inactive Beneficiaries/Dependents view employee beneficiaries and dependents Investments view employee investment fund allocations for active deferred compensation benefit plans PTO Plans - View details about employee paid time off (PTO) benefit plans, the number of hours earned and taken, and the paid time off hours PTO Requests currently inactive COBRA indicates if employee currently falls under COBRA Links lists the websites for Pike s benefit providers Training includes the following sub-tabs: Class History lists the classes completed. This currently applies to Pike s Leadership classes. Required Training currently inactive Current Enrollment currently inactive Figure 6 The My Company icon (refer to Figure 6 above) provides the following tabs: Company Info currently no information

6 Employee Directory - View a list of company employees on the Employee Directory page. Click Find to obtain a full list of employees or use the Find by field to search for a specific employee Training Schedule currently not active Please select each link and review your information for accuracy. If you see anything that needs to be changed, call extension 4458 for Human Resources. When you have completed viewing all information, make sure you LOGOUT (see Figure 7 below). Failure to do a proper close can cause problems when logging back in to ESS. Figure 7

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