Employee Self Service Training

Transcription

1 Work Instruction Employee Self Service Training Purpose The purpose of this training is to describe the common tasks that can be performed in Employee Self Service Objectives By the end of this lesson, you will be able to: Navigate through Employee Self Service View and update personal information View paycheck, view leave balance, update direct deposit, update W-4 and view W-2 View compensation and stipend Prerequisites PeopleSoft Basic Navigation Technical Requirements Explorer 9 or higher Windows XP or higher Page 1 of 22

2 Contents Lesson 1 Employee Self Service Navigation... 3 Lesson 2 Personal Information... 6 Personal Information Summary... 6 Name... 8 Home Address... 8 Phone Numbers... 9 Emergency Contacts Addresses Ethnic Groups Employee Information Request Voluntary Resignation Lesson 3 Payroll Data Paycheck Leave Balances Direct Deposit W-4 Tax Information W-2 Forms Lesson 4 Compensation Data Compensation History Stipend History Page 2 of 22

3 Lesson 1 Employee Self Service Navigation In this lesson you will learn how to navigate and login to Employee Self Service. You can access Employee Self Service from the HISD Homepage ( and navigate to Employees > Employee Self Service: Another way is to navigate to Employees > Employee Portal: Page 3 of 22

4 Login to Employee Portal: Please enter your Network ID Please enter your Portal Password Once logged-in through Employee Portal, you will see Employee Self Service under My Account Section. You can also view FAQs and Training Guide to learn more about Employee Self Service. After you click on Employee Self Service, it will take you to the PeopleSoft login page where you will enter your Network ID and Network Password. Should you experience difficulty logging in, please contact the HelpDesk by at: or by phone: Please enter your Network ID Please enter your Network Password Page 4 of 22

5 Once logged-in to PeopleSoft, navigate to Main Menu > HISD Employee Self Service, you ll be taken to the Welcome page for Employee Self Service. The link names and descriptions are on the right of the page. Tabs that allow for viewing/updating Personal, Payroll and Compensation are on the left of the page. You have completed lesson 1! Page 5 of 22

6 Lesson 2 Personal Information In this lesson, you will learn how to view or edit your personal data. Under the Personal tab you will be able to do the following: review your employee information and ethnic group, change address, phone number, emergency contacts, add additional address and/or get information to assist with requesting voluntary termination. Personal Information Summary Personal Information Summary will allow you to review a summary of your personal information. Selecting this option will allow you to update and/or revise personal information. Click the Yes, protect my data check box if you do not want HISD to provide your home address, phone number, social security number and personal family information to entities/agencies requesting information. Page 6 of 22

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8 Name Review your full name under Name section. Selecting Change Name will trigger a pop up message stating the employees need to contact HR Personnel Records at verification@houstonisd.org to change their name. Home Address Review and update, if necessary, your home address. Selecting the button Change home address will open a screen and allow you to edit your home address only. Page 8 of 22

9 Click the edit icon to change your home address. Once on the edit screen, please update your address. Please note, you are only able to enter TX addresses. After verifying the information, click Save. After saving the page, a Save Confirmation screen will appear. Click OK on the Save Confirmation screen and it will return to the Addresses page where you will see the updated information. Phone Numbers Please review and update, if necessary, phone numbers. Click Change phone numbers to make changes. Type 10-digit number next to the Phone Type that s being updated and click Save. Select preferred, if applicable. There must be a preferred number. Page 9 of 22

10 After saving the page, a Save Confirmation screen will appear. Click OK on the Save Confirmation screen and it will return to the Phone Numbers page where you will see the updated information. Emergency Contacts Please review and update, if necessary, emergency contacts. Click Change emergency contacts to make changes. Select the edit icon to edit contact information. Enter emergency contact s name, relationship, address and phone numbers and click Save. Page 10 of 22

11 After saving the page, a Save Confirmation screen will appear. Click OK on the Save Confirmation screen and it will return to the Emergency Contacts page where you will see the updated information. Page 11 of 22

12 Addresses Please review and update, if necessary, your address. Click Change address to make changes. Please note, you are not able to change the Business Address. You may only have one Other address. Enter the address, then click Save. After saving the page, a Save Confirmation screen will appear. Click OK on the Save Confirmation screen and it will return to the Addresses page where you will see the updated information. Page 12 of 22

13 Ethnic Groups This data is based on information you provided during the hire process and is view only. For questions or changes, please contact Employee Information Your gender, date of birth, last 4 digits of social security number, original start date, highest education, last rehire date, if applicable, and years of service are located under Employee Information. For incorrect information, please contact Human Resources at HRAnswerLine@Houstonisd.org. Page 13 of 22

14 Request Voluntary Resignation To request voluntary resignation, click the Resignation Form link to get additional information. You have completed lesson 2! Page 14 of 22

15 Lesson 3 Payroll Data In this lesson, you will learn to view or update the following payroll data by navigating to the Payroll tab: View paycheck View leave balance Update direct deposit Update W-4 tax information View W-2 forms Paycheck Select View Paycheck to view paystub for the selected pay period. You must configure your web browser (Firefox, Chrome, or Explorer) to allow pop-ups to view Paycheck. Page 15 of 22

16 Leave Balances Select View Leave Balances to view leave balances for local personal, state personal, state sick, vacation and supplemental sick. Incentive Retirement Bank will be available in April Page 16 of 22

17 Direct Deposit Select Direct Deposit to add to or edit your direct deposit options. Adding an additional account requires you need to enter deposit order, account type, routing number, account number, deposit type and the amount or the percent. After verifying the information, click Submit. A message screen will notify you of the effective date of the change(s). Click OK to continue to the next screen. A second message screen will require you to confirm the accuracy of the direct deposit changes. Click Yes to agree that HISD is not liable for inaccurate information and to confirm the changes you made are correct. After clicking Yes, a Save Confirmation screen will appear. Click OK on the Save Confirmation screen and it will return to the Direct Deposit page where you will see your updated information. Page 17 of 22

18 W-4 Tax Information Select W-4 Tax Information to review and update W-4 data. Enter the total number of allowances, additional amounts, if desired, you want withheld from each paycheck. Also indicate your marital status along with two questions related to that status, if applicable. If you are claiming any exemptions, please complete the section titled Claim Exemption. After verifying the information, click Submit. Page 18 of 22

19 A message screen will notify you of the effective date of the change(s). Click OK to continue to the next screen. A second message screen will require you to confirm the accuracy of the changes. Click Yes to agree that HISD is not liable for inaccurate information and to confirm the changes you made are correct. After clicking Yes, you will be asked to verify your identity by entering your Network password. Click Continue to save the changes and a Save Confirmation screen will appear. Click OK on the Save Confirmation screen and it will return to the W-4 Tax Information page where you will see the updated information. Page 19 of 22

20 W-2 Forms Click on Year End Form to view your W-2. You must configure your web browser (Firefox, Chrome, or Explorer) to allow pop-ups to view W-2. To request duplicate W-2 s, current or prior years, please contact You have completed lesson 3! Page 20 of 22

21 Lesson 4 Compensation Data In this lesson, you will learn to view your compensation history and stipend history by navigating to the Compensation tab. Compensation History Select Compensation History to view your compensation data for the last 12 months. Selecting the Job Title link will take you to compensation information for the specific job title. The Compensation History provides Employee Job Information and Salary History. Page 21 of 22

22 Stipend History Select Stipend History to view stipend payments received, stipend check dates, stipend amounts, stipend earning codes and stipend descriptions for the last 12 months. You have completed lesson 4! Page 22 of 22