EMPLOYEE SERVICE PORTAL

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1 EMPLOYEE SERVICE PORTAL Employee Service Portal is a replacement for Employee Portal. This new portal has several new features that are available immediately and will allow for more on-line interaction in the future. The following instructions are applicable to employees who were previously enrolled in Employee Portal. If you are a new employee or an employee that did not sign-up on the old Employee Portal you will need Create an Account to proceed. Setting up Your Employee Service Portal Account 1. Launch Employee Service Portal using the link in the you received with this document, 2. Log into the New Employee Service Portal using the login and password provided. 3. Click on Account in the upper right under your name.

2 4. Expand Application Settings by clicking the plus (+) sign on the left. Remove check if you do not want this information displayed. a. Verify the Address is correct. This is the that will be used if you forget your user name or password. You may use your school account, but we recommend that you use your personal account to keep this information separate from district s that are considered a public record. b. Review the Personal Directory Settings to elect what personal information, if any, you want displayed in the Employee Directory section of the Employee Service Portal. A check in the box indicates it is OK to display that information. If you do not want your personal Information to show, uncheck these boxes. c. The Calendar Start Month election is used to display payroll and leave information. You should select the month that makes the most sense to you for how you will be using Employee Service Portal. Select January if you want to see your information on a calendar year basis. Select July if you want to see your information on a school year (fiscal year) basis. d. Click Save.

3 5. Expand User Account by clicking the plus (+) sign on the left to change your password. a. This is where you can change your password. b. Passwords must be a minimum 8 characters with at least on number and one special character (!,@,#,%,^,&,*). c. You should change your password every 6 months or more. d. Click Save. 6. Expand Security Questions by clicking the plus (+) sign on the left. This step is required in order for the system to be able to use the user name and password reset function. If you do not enter all three security questions and answers you will not be able to recover a forgotten password. a. Enter three questions and type in the answers, such as On what street did you grow up? b. Click Save.

4 Using the New Employee Service Portal 7. The Employee Service Portal Home Page a. The My Business Card shows your work information. b. The My Personal Card shows your personal employee information as it is in Alio. You can change the setting for what is displayed on your Personal Card (see instructions above). 8. Click on the Request Changes link to the right of your name to correct information on your Personal Card is or to update Emergency and/or Dependent information. a. The system will display a list of all previous demographic change requests and their status. 9. To make new request: a. Click on New Request in upper right hand corner. b. Select a Request Type from the drop down menu. ALL General Demographic Dependent Emergency Contact

5 c. If you make changes they will not take place until accepted / approved by the payroll office. The approval step is necessary to assure any change made in Alio is also communicated to insurance companies, the WRS, GetMOR, etc. Therefore, if you come back into Employee Service Portal before the change has been accepted / approved, the change will not be displayed. 9.a. Demographic Requests: a. NOTE: The s displayed here are not necessarily related / connected to the address you provide in Step 4 above. The s displayed here are the s used by the district. The in Step 4 can be one of these, but does not have to be. b. Make changes by entering new information directly in the boxes. c. You must have an entry in all yellow boxes as these are required fields. d. You may provide an explanation of reason for the requested changes in the Comments box. e. Click the submit button.

6 f. You will receive an to the address you entered in the Account Application Settings step above, when the change request has been approved and made. 9.b. Dependent Requests: a. The School District of New Berlin is required by federal law (the Patient Protection and Affordable Care Act [PPACA]) to maintain information about your dependents. Because the PPACA requires that we have your dependent s social security number, be sure to have all information available before making changes in this area. b. You will need to enter / update dependent information through the Employee Service Portal. c. Click the + Add button to add a dependent. d. If dependents are listed, click on the dependent s name to change information. e. Enter your dependent information:

7 i. Required fields (yellow): First Name, Last Name, Birth Date, Relationship, Gender, Address1, City, State, Zip, Phone. ii. The SSN is shown as an optional field, but the district is required to capture that information in accordance with the PPACA; be sure to include it in your updates. f. To remove a dependent click the red X at the end of the row in which the dependent is listed. g. You may provide an explanation of reason for the requested changes in the Comments box. i. If you have a dependent child that will be eligible, due to a disability, to be continued on the district s medical benefit plan after reaching the age of 26, record that information in the Comments box. h. Click the submit button. i. You will receive an to the address you entered in the Account / Application Settings step above, when the change request has been approved and made. 9.c. Emergency Contact Change Requests: a. Generally, staff assigned to a school will have their emergency information in Infinite Campus. School staff may enter or update emergency contacts information here, in Infinite Campus or both. b. District level staff should enter their emergency contact information here. c. If you use this emergency contact information feature you may, but are not required to, enter medical information in the Comments section. Certain medical information may be of value to an Emergency Medical Service provider. d. Click the + Add button to add an Emergency Contact. e. In emergency contacts are listed, click on the emergency contact s name to change information.

8 a. You may provide an explanation of reason for the requested change or special instructions in the event of an emergency in the Comments box. b. Click the submit button c. You will receive an when the change request has been approved and made. 10. View Pay Stubs: a. Click the Payroll button in the left panel

9 b. The green days on the calendar are completed pay days. Click on the day to see your pay, benefits and direct deposit information from the selected day. 11. View Leave Information. NOTE: leave information is currently posted from AESOP so information shown here will not provide the reasons for or other detail about a leave. Further, information from AESOP is posted a few days before each payroll. Therefore, the leave information shown here may be 2 to 3 weeks out of date. a. Click the Leaves button in the left panel. The leave calendar that is displayed will depend on the choice you made in Step 3 above. If you elect to display your calendars based on the calendar year, the first calendar will be January. Note, however, the leave summary information is based on the fiscal year that starts on July 1.

10 b. You can view all leaves at once, or select a specific type of leave. To select a specific leave choose the type from the Leave Type drop down menu. c. To see details on a specific leave, click the leave link under the Leave Type column in the Leave Balances display. d. To return to the leave summary, click the Leave Summary link toward the top of the page on the right. e. To see information about a specific leave, click the date on the displayed calendars.

11 f. To return to the leave summary, click the Leave Summary link toward the top of the page on the right.