ivisions Self Service Web Portal

Transcription

1 ivisions Self Service Web Portal LOGIN to ivisions Web Portal: Go to: Internet Explorer or Google Chrome Type: Click: Star to Bookmark to Bookmarks Bar User Information = Active Directory Credentials Connection Group = drop down will list the Fiscal Year you are logging into to. Logging Off = File Close (*not the red X) Employee Portal 1 Revised: 04/01/16

2 MPS Employee Web Portal This document is designed to help you log into the Mesa Public Schools ivisions Employee Self Service Portal. In the portal, you will find access to your personal information including pay stubs, W2 s, demographic information and employee documents including the Statement of Awareness, Contracts, transcripts and other documents. You will also be able to request changes to your tax withholdings and request an employee expense reimbursement. Employee Portal 2 Revised: 04/01/16

3 REGISTRATION PROCESS The first time to the Employee Self Service Portal you will select Login in the upper right corner of the screen. Enter your Active Directory Credentials. You will then be asked to Register by inputting the following: 1. Last four digits of your Social Security Number 2. Home Zip Code 3. Date of birth. *Please note these must match what is on file with the district Human Resources office or you will not be able to register. Employee Portal 3 Revised: 04/01/16

4 The next step in the registration process is to verify your information to Link your account. Clink Link to verify. You will see a validation that you are registered. *From this point forward, you will log direct into the portal by entering your Active Directory credentials only. Employee Portal 4 Revised: 04/01/16

5 Section Review Hover over each section area to display the options under each. Below is a summary of each area and what will be included here as the district goes Live. Please note some areas do not have information at this time and will be forth coming. Self Service Information Center This screen will provide basic information, as well as any district announcements and/or documents each employee needs to complete. Self Service Profile Menu The profile menu allows you to view and change your personal information, with the exception of Emergency Contacts. All information change requests submitted through the portal require verification from the HR office before they become active. In general, the verification is only to be sure that you have not missed entering an important and necessary piece of information. Employee Portal 5 Revised: 04/01/16

6 Self Service Time Off The time off menu will show your available accrual banks and the balances, amount earned, used, etc. Self Service Contact and Statement of Awareness Acceptance All employees will start to accept their employee contracts and statement of awareness via the employee portal. See below a sample screen shot of what process will look like. Employee Portal 6 Revised: 04/01/16

7 Self Service Documents This section will include all employee documents that the district offices maintain. Check back in to view your documents. Self Service Salary Credit/Education Compensation Request This section of the self-portal will allow Certificated and Classified Staff the opportunity to request a salary credit and education compensation request that will be routed to the Human Resources office for approval. If approved, your requests will be available for your review at any time. Self Service Trainings Any required district trainings will display here for the employee to take. Employee Portal 7 Revised: 04/01/16

8 Self Service HR Information Employees certificated, endorsements, education, coursework and emergency contacts will be listed here. Self Service Substitute Tracking If you are a certificated employee, you will be able to review who substituted for you and/or who you substituted for from this part of the portal. Pay/Tax Information Employee Pay This page is where you can view and print any of your check stubs from pay periods that have been processed in Infinite Visions (after July 1, 2016). Please note any payroll document processed prior to July 1, 2016 will not be available on the employee selfservice portal but on the MPS Pay Portal. In order to view pay stubs, hover over the Employee Pay menu item. It will drop down and present several options, choose the pay period of the check you want to view, it will take several seconds for the page to verify and load your personal information but then you should a copy of the check stubs you requested. In order to choose a different pay stub, navigate back to the Employee Pay screen and select another pay period to print. Employee Portal 8 Revised: 04/01/16

9 Pay/Tax Information - Calendar Year Pay History Employees can view their total calendar year pay history from this part of the portal. Pay/Tax Information Total Compensation The Total Compensation part of the portal will can an employee an analytical view of the total compensation (including benefits) that they receive from the district. Employee Portal 9 Revised: 04/01/16

10 Pay/Tax Information Employee Tax Forms You can view the current tax withholding status you have elected on the Tax Withholding Forms page. You can also submit new or changes to your tax withholding elections from this page. Pay/Tax Information Employee W2 Employees will use their 2016 W2 from this part of the portal. More information to come at that point. Employee Portal 10 Revised: 04/01/16

11 Expense Reimbursement Employees will submit non payroll related expense reimbursement through the portal. These reimbursements will include: travel, mileage, and student activities reimbursement. The Employee Expense Reimbursements grid displays all expense reimbursement requests you have submitted and their current status. From the grid, you can add, edit, view, and delete requests. Employee Expense Reimbursement Grid From the Actions menu, you can perform the following tasks: Copy Expense Reimbursement - select this option to copy request information from the selected record in the grid to a new request. Print - select this option to view a.pdf copy of the request that you can print or save. Approval Log - select this option to display the approval log for the selected record in the grid. Expense Reimbursement Reports - select this option to specify report Parameters. Employee Portal 11 Revised: 04/01/16

12 Completing Employee Expense Reimbursement Requests Click the Add button on the tool bar to display the Add Reimbursement window. Entering Header Information 1. Expense # = auto populated once you add an expense detail line. 2. Expense Date = enter the date or select the date from the calendar when the expense occurred. 3. Employee Name = select your name from the dropdown list (or whomever you are submitting the request for) 4. DAC = will auto populated if you are assigned to a single DAC. (If necessary, select the appropriate DAC from the drop-down list.) 5. Activity Description = select the applicable activity. 6. Notes = enter any additional notes that may be helpful. 7. Check Submit for Approval to route the expense reimbursement request through the approval process once you have completed the request and click OK. Entering Expense Detail Click the green + sign to start your expense reimbursement details 1. Expense Type = select the appropriate type (this list will be pre-populated by travel dept) 2. Description = will auto populated based on the selected Expense Type. 3. Enter Unit Price = if needed (unit price is displayed if defined with Reimbursement Expense Type) 4. Qty = enter the number as applicable 5. Item Total = will auto calculate 6. Account = select or type the appropriate account code for the expense 7. Grant Project = select the project code if applicable 8. Click Save *To add an additional expenses, repeat steps 1-8. Employee Portal 12 Revised: 04/01/16

13 From the Actions menu, select Manage Documents to attach backup documents (i.e., receipts, invoices) as needed. File Close or select the red X. Finalizing Your Expense Reimbursement If you are ready to submit your request and begin the approval process, make sure you have selected Submit for Approval. Select Close this dialog after update? and then click OK. Employee Portal 13 Revised: 04/01/16