EMPLOYEE SELF SERVICE PORTAL

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1 EMPLOYEE SELF SERVICE PORTAL QUICK REFERENCE CARD (QRC)

2 Table of Contents: ESS Portal Login 3 Timesheet Entry (Hourly) 4 Timesheet Entry (Exempt) 12 Viewing/Printing Your Time Statements 19 Viewing/Printing Your Pay Stubs 23 Viewing/Changing Bank Information 26 Viewing/Changing Tax Withholding Information 38 Viewing/Changing Address Information 42 Viewing/Changing Family Member/Dependents 48 Benefits Overview 55 Benefits Enrollment 59 Viewing/Printing/Acknowledging/Appealing Your Appraisals 86 Enrolling In a Training Class 94 Reviewing Your Training History 99 Who s Who (Employee Lookup 101 Updating Your Work Phone Number 105 Viewing/Printing A County Phone Directory 108 Changing Your ESS Portal Password 111 Viewing/Printing ESS Training Materials 114 ESS Portal Logoff 116 Accessing Other SAP Training Materials 117 Getting Help /06/2008 Employee Self Service Page 2 of 119

3 ESS PORTAL LOGIN This quick reference card provides instructions on how to log into the ESS Portal. Step 1. Use Internet Explorer as shown below to open the Tarrant County website. Step 2. Click on the link (highlighted above). NOTE: If the Tarrant County website is not available, you can access ESS through Internet Explorer by entering in the Address field. Step 3. Type your User ID and Password** in the fields highlighted below. Step 4. Click the button (highlighted above). NOTES: Your ESS user name and password will be the same as the network/windows (active directory) user name and password you use to unlock or log into your County computer each day. If you are unsure of your network/windows (active directory) user name and password, call the Service Desk at (817) You will be prompted to change your password every 45 days and the password should be at least 8 characters with 2 numbers and one special character (ex: $tarrant99). 08/06/2008 Employee Self Service Page 3 of 119

4 TIMESHEET ENTRY (HOURLY) This quick reference card provides instructions for hourly employees on entering their hours using the ESS Record Working Time service. Each hourly employee must account for all of the hours on their work schedule. Hours can be entered on a daily or weekly basis and are approved by their supervisor by 10:00 am on Monday for the previous work week (Saturday through Friday). Step 1. Select the or links from the ESS Portal menu (as shown below). Step 2. Choose the service (highlighted below). NOTE: The link shown above can be used to access important information related to the Timesheet services. 08/06/2008 Employee Self Service Page 4 of 119

5 Step 3. The Record Working Time Service is displayed (shown below). Step 4. Select the (highlighted above) under the Attendance/Absence type column. Step 5. From the picklist, select the desired Absence/Attendance type (ex: Regular Hours) by clicking on it. 08/06/2008 Employee Self Service Page 5 of 119

6 NOTES: The most commonly used absence/attendance types will be: - Regular Hours - Shift 1 - Shift 2 - Shift 3 - Sick - Vacation - Personal Shift 1, Shift 2, Shift 3 are used by designated personnel in departments that have shift premiums. Shift 1 is same as Regular. Departments who currently use shift entries: IT, Facilities, Sheriff s Office, Medical Examiner, Juvenile Probation, Pre-Trial Release. When entering time each Absence/Attendance type (Regular, Vacation, Sick, etc.), each type must be entered on a separate line as shown below. The time sheet will open to the current week. If another week is needed, the following buttons can be used to navigate: - used to move to a previous week - used to move to an upcoming week The calendar (below) can also be used to go to a specific date on the time sheet by clicking on that date from the calendar. Step 6. Enter the number of hours worked and any exceptions under the correct day column in the corresponding row (shown below). Notes are entered on this tab tab 08/06/2008 Employee Self Service Page 6 of 119

7 Example of Sheriff s Department Shift Entries: In the above example, the hourly employee worked Shift 2 (9 hours each day) during the current week. Notice that no regular hours attendance type entry is required for these employees. Their hours are recorded strictly using the shift attendance types. Step 7. If you have in-county mileage to be reimbursed, perform this step (IF NOT, SKIP TO STEP 8): A. Type 1250 in a new row under the Wage Type column. B. Enter MI for mileage in the Int. meas. Unit column. C. Enter the number of miles driven for a particular day under the correct day column. 08/06/2008 Employee Self Service Page 7 of 119

8 D. Enter a note on why the mileage was driven: a. Choose the tab (shown below). b. Use the button [IF NEEDED] (highlighted below) to move to the day for which you entered the mileage. c. Type a note in the Short Information field as shown below. Note: This field allows only 40 characters. If you must enter a longer message, select the applicable link and enter the message in the Additional Information space. d. Repeat the above process from the Weekly View tab to enter additional mileage or other time entries and then repeat process outlined above to enter your short text for mileage entries. Note: Text explanation can be entered for any time entry record as appropriate, e.g. explaining overtime worked. NOTE: For other wage types for the Precincts, see the WAGE TYPE REFERENCE at the end of the Timesheet section of this quick reference card. 08/06/2008 Employee Self Service Page 8 of 119

9 Step 8. Select the tab if not already selected (shown above). Step 9. After you have finished entering your time data, press the button (bottom of the above screen). Step 10. Choose (also at the bottom of the screen). 08/06/2008 Employee Self Service Page 9 of 119

10 Step 11. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 10 of 119

11 WAGE TYPE REFERENCE PRECINCT S WAGE TYPES: Wage Type Code: Meaning: 1231 Asphalt Shooter ½ Day 1232 Asphalt Shooter Full Day Value Entered Under Day Column: Notes: 1 Used when a Precinct employee works a half-day as an asphalt shooter. The employee will also need to enter a REG absence/attendance type entry for the hours worked that day. 1 Used when a Precinct employee works a full day as an asphalt shooter. The employee will also need to enter a REG absence/attendance type entry for the hours worked that day Asphalt Driver ½ Day 1 Used when a Precinct employee works a half-day as an asphalt driver. The employee will also need to enter a REG absence/attendance type entry for the hours worked that day Asphalt Driver Full Day 1 Used when a Precinct employee works a full day as an asphalt driver. The employee will also need to enter a REG absence/attendance type entry for the hours worked that day. Example of Precinct Employee Working As An Asphalt Shooter/Driver: In the above example, the Precinct employee worked 8 hours each day Monday through Friday (indicated by the Regular hours absence/attendance type. The Precinct employee worked in the following roles during this week: Monday Worked ½ day as an asphalt shooter (indicated by wage type 1231) Worked ½ day as an asphalt driver (indicated by wage type 1233) Tuesday - Worked full day as an asphalt shooter (indicated by wage type 1232) Wednesday - Worked full day as an asphalt shooter (indicated by wage type 1232) Thursday - Worked full day as an asphalt driver (indicated by wage type 1234) Friday - Worked 8 hours but didn t work as an asphalt shooter or driver. 08/06/2008 Employee Self Service Page 11 of 119

12 TIMESHEET ENTRY (EXEMPT) This quick reference card provides instructions for exempt employees entering exceptions (vacation, sick leave, etc) and wage types (mileage, etc.) using the ESS Record Working Time service. Exempt employees are only required to enter exceptions on their timesheet. Their exceptions must be approved by their supervisor by 10:00 am on Monday for the previous work week (Saturday through Friday). Step 1. Choose or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTE: The link shown above can be used to access important information related to the Timesheet services. 08/06/2008 Employee Self Service Page 12 of 119

13 Step 3. The Record Working Time Service is displayed (shown below). Step 4. Select the (highlighted above) under the Attendance/Absence type column. Step 5. From the pick list, select the desired Absence/Attendance type (ex: Vacation) by clicking on it. NOTE: Remember that exempt employees only enter exceptions and will never use the Regular Hours absence/attendance type shown above. 08/06/2008 Employee Self Service Page 13 of 119

14 NOTES: The most commonly used absence/attendance types will be: - Personal - Sick - Vacation When entering time, each absence type (Vacation, Sick, Personal, etc.), must be entered on a separate line as shown below. The time sheet will open for the current week. If another week is needed, the following buttons can be used to navigate: - used to move to a previous week - used to move to an upcoming week The calendar (below) can also be used to go to a specific date on the time sheet by clicking on that date from the calendar. Step 6. Enter the number of hours of the exceptions under the correct day column in the corresponding row (as shown below). 08/06/2008 Employee Self Service Page 14 of 119

15 Step 7. If you have in-county mileage to be reimbursed, perform this step (IF NOT, SKIP TO STEP 8): A. Type 1250 in a new row under the Wage Type column. B. Enter MI for mileage in the Int. meas. Unit column. C. Enter the number of miles driven for a particular day under the correct day column. 08/06/2008 Employee Self Service Page 15 of 119

16 D. Enter a note on why the mileage was driven: a. Choose the tab (shown above). b. Use the button [IF NEEDED] (highlighted below) to move to the day for which you entered the mileage. c. Type in a note in the Short Information field as shown below. d. Repeat the above process from the Weekly View tab to enter additional mileage or other time entries and then repeat process outlined above to enter your short text for mileage entries. 08/06/2008 Employee Self Service Page 16 of 119

17 Step 8. Select the tab if not already selected (shown above). Step 9. After you have finished entering your time data, press the screen). button (bottom of the above Step 10. Select the button (also at the bottom of the screen). 08/06/2008 Employee Self Service Page 17 of 119

18 Step 11. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 18 of 119

19 VIEWING/PRINTING YOUR TIME STATEMENTS This quick reference card provides instructions for viewing/printing your most recent or historical time statements using the Time Statement service. The time statement will list all time entries made on your ESS timesheet and will also include your CURRENT vacation and sick/personal balances. Step 1. Choose or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTE: The link shown above can be used to access important information related to the Timesheet services. 08/06/2008 Employee Self Service Page 19 of 119

20 Step 3. The Time Statement Service will automatically default to the most recent month of your time statement for which a payroll has been run (as shown below). Step 4. Select the below. button (if desired) to zoom in and see a larger view of the time statement as shown Step 5. Using the inner scroll bar (highlighted in red), scroll to the bottom to view the vacation and sick/personal information (as shown below). 08/06/2008 Employee Self Service Page 20 of 119

21 NOTE: Your CURRENT vacation and sick/personal balances will be listed in the Remainder column in HOURS. Regardless of which time statement you are looking at, your CURRENT vacation and sick/personal balances will always be displayed. Step 6. To print the time statement, select the button [highlighted below]. NOTES: The time statement can also be printed by right clicking on the statement and selecting Print. Although the time statement will default to the most current month for which payroll has been run, the button (shown above) can be used to view/print and previous months time statements. As indicated above, vacation and sick/personal balances will always reflect the CURRENT balance. 08/06/2008 Employee Self Service Page 21 of 119

22 Step 7. Specify the desired printer in the Select Printer box (highlighted below). Step 8. Specify the number of copies desired (highlighted above). Step 9. Choose the print button (highlighted above). Step 10. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 22 of 119

23 VIEWING/PRINTING YOUR PAY STUBS This quick reference card provides instructions for viewing/printing your most recent or historical pay stub using the ESS Pay Stub service. The pay stub will include a detailed breakdown of your pay from Tarrant County and will also include your CURRENT vacation and sick/personal balances. Step 1. Choose or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTES: The link shown above can be used to access important information related to the Payroll services. The and the links can also be used to view and print important payroll information. 08/06/2008 Employee Self Service Page 23 of 119

24 Step 3. The Pay Stub service will automatically default to the most recent period for which a payroll has been run (as shown below). NOTES: The button can be used to continue to zoom in on the payroll statement. The pay stub can also be printed by right clicking on the stub and selecting Print. Although the pay stub service will default to the most recent period for which payroll has been run, the button can be used to view/print and previous pay stubs. The Quota Overview will always reflect the CURRENT vacation and sick/personal balances. Step 4. Review the payroll statement (as shown above) including sick and vacation balances, net pay, deductions, and year to date totals. Step 5. To print the payroll statement (if desired), choose the button (highlighted above). 08/06/2008 Employee Self Service Page 24 of 119

25 Step 6. Specify the desired printer in the Name field (highlighted below). Step 7. Specify the desired number of copies in the Copies field (as shown below). Step 8. Press the button. NOTE: The pay stub for the selected payroll period will now be sent to the specified printer. Step 9. If desired, repeat the above steps to print out your pay stub for any previous payroll periods using the button. Step 10. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 25 of 119

26 VIEWING/CHANGING BANK INFORMATION This quick reference card provides instructions for viewing and changing bank information using the ESS Bank Information service. This information will determine if you receive a payroll check and/or direct deposit and which bank accounts will receive your direct deposit payment(s). Step 1. Choose the or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTES: The link shown above can be used to access important information related to the Payroll services. The and the links can also be used to view and print important payroll information. 08/06/2008 Employee Self Service Page 26 of 119

27 TO REVIEW/CHANGE THE MAIN BANK RECORD: Step 3. The Bank Information Service is displayed (shown below). Step 4. To display your current Main Bank record, select the button (highlighted above). Step 5. Review the current Main Bank record (shown below). NOTE: If you don t want to change the existing record, click the skip to the section on Reviewing/Creating Other Bank Records on page 30. button (highlighted above) and 08/06/2008 Employee Self Service Page 27 of 119

28 Step 6. To change your Main Bank information, enter the following information highlighted and discussed below. Field Name: Bank Number Explanation for Main Bank: This number is entered only for direct deposit and can be found in the bottom left corner of your bank check or can be found on your bank statement for savings or checking accounts. Note: Do not use a bank deposit slip to find this number. Account Number Account type This number is entered only for direct deposit and can be found in the bottom left corner of your check after the bank ABA number or on the bank statement for your checking or savings accounts. Do NOT include the check number in this entry. Select the radio button for Checking OR Savings. Note: Do not choose None for direct deposit records. None should be used only for payroll check records. Payment method Choose either Payroll check OR Payroll Direct Depst (ACH PPD) from the picklist. Note: Employees are encouraged to set up payroll direct deposit rather than payroll checks. Valid From Date This should be the END DATE for the current or any future pay period. A list of future payroll periods is distributed in this class as a separate handout. Note: You cannot backdate the transaction to a prior pay period. Step 7. Select the button (highlighted above) after entering your changes. 08/06/2008 Employee Self Service Page 28 of 119

29 Step 8. After confirming your changes, select the button (highlighted above). Step 9. Select the link to return to the overview screen (highlighted above). 08/06/2008 Employee Self Service Page 29 of 119

30 Note: Your new Main Bank record will now be displayed as highlighted above in blue. TO REVIEW/CREATE NEW OTHER BANK RECORDS: **Important Note: Other Bank records cannot be edited. To change information on an existing Other Bank, you must first delete the existing record and then add a new Other Bank with the correct information.** Step 1. If you have Other Bank records, select the (highlighted above). button for that record to display the details IF YOU DON T WANT TO REVIEW AN EXISTING RECORD BUT WANT TO CREATE A NEW OTHER BANK RECORD, SKIP TO STEP 4. 08/06/2008 Employee Self Service Page 30 of 119

31 Step 2. After reviewing the Other Bank record, press the button (highlighted above). Step 3. Repeat steps 1 and 2 above to review additional Other Bank records, if applicable. Step 4. To create a new Other Bank record, click the button (highlighted above). 08/06/2008 Employee Self Service Page 31 of 119

32 Step 5. Enter the following information displayed and discussed below. Field Name: Bank Number Explanation for Other Bank: This number is entered only for direct deposit and can be found in the bottom left corner of your bank check or can be found on your bank statement for savings accounts. Note: Do not use a bank deposit slip to find this number. Account Number Account type This number is entered only for direct deposit and can be found in the bottom left corner of your check after the ABA number or can be found on your bank statement for savings accounts. Select the radio button for Checking or Savings. Note: Do not choose None for direct deposit records. None should be used only for payroll check records. Payment method Percentage or Biweekly Amount Valid From Date Choose Payroll Direct Depst (ACH PPD) or Payroll Check. Note: Employees are encouraged to set up payroll direct deposit rather than payroll checks. Enter either an amount OR a percentage. Values entered will be deducted each pay period. These values are deducted BEFORE main bank records are processed. This should be the END DATE for the current or any future pay period. A list of future payroll periods is distributed in this class as a separate handout. Note: You cannot backdate the transaction to a prior pay period. Step 6. Click the button (highlighted above) after confirming your entries. 08/06/2008 Employee Self Service Page 32 of 119

33 Step 7. Click the button to save your record (highlighted above). Step 8. Select the link (highlighted above) to return to the Overview screen. 08/06/2008 Employee Self Service Page 33 of 119

34 Note: Your new Other Bank record will now be displayed as highlighted above in blue. TO DELETE OTHER BANK RECORDS: Step 1. To delete an existing Other Bank record, click the highlighted below). button for the record to be deleted (as 08/06/2008 Employee Self Service Page 34 of 119

35 Step 2. Confirm that you want to delete the Other Bank record by clicking on the above. button highlighted Note: There are no date entries required when deleting an Other Bank record. The system automatically generates an effective date as the end date of the previous pay period. The deleted Other Bank record is, therefore, not processed during the current pay period. Step 4. Select the link to return to the Overview screen. 08/06/2008 Employee Self Service Page 35 of 119

36 Note: The delete action occurs immediately and the record no longer exists or displays. Step 5. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 36 of 119

37 IMPORTANT NOTES ON BANK INFORMATION: 1. You can have only one main bank record at a given time. If you set up a new main bank record, the system automatically deactivates the existing record. 2. You may have more than one other bank record. You have to systematically delete other bank records to remove them. 3. Other bank records must be sent to a valid financial institution and are intended to represent payment to the employee. 4. Other bank records can be entered as a percentage OR an amount (not both). 5. Amounts entered on an other bank record will be paid each PAY PERIOD. 6. Transactions for other bank records are processed before main bank records. 7. If the amounts of your other banks are greater than or equal to the amount of your net pay or if the % of your other banks equals 100%, no money will be sent to your main bank. 8. a) When creating main bank records, the valid from date entered should be the END DATE for the current or any future pay period. b) When creating other bank records, the valid from date entered should be the END DATE for the current or any future pay period. c) When deleting other bank records, a date entry is not required. The system automatically generates an effective date as the END DATE of the PREVIOUS pay period. The deleted Other Bank record is, therefore, not processed during the current pay period. 9. All other bank records displayed are active and the transaction value indicated will continue to be deposited to that bank and account. Be sure to delete records you want to cancel. 10. When creating bank records, you should enter bank information (ABA number and account number) only for direct deposit records. Bank information is not applicable for payroll check records. ** Be cautious when setting up bank records. Review your entries for accuracy. Understand the impact of setting up other bank records.** End dates for pay periods are found on the distributed payroll calendar. 08/06/2008 Employee Self Service Page 37 of 119

38 VIEWING/CHANGING TAX WITHHOLDING INFORMATION This quick reference card provides instructions for viewing and changing tax withholding using the ESS W-4 Tax Withholding service. This information will determine your Federal tax withholding status, number of exemptions, and any additional withholdings. Step 1. Choose the or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTES: The link shown above can be used to access important information related to the Payroll services. The and the links can also be used to view and print important payroll information. 08/06/2008 Employee Self Service Page 38 of 119

39 Step 3. The W-4 Tax Withholdings service is displayed (shown below). Step 4. To display the current tax withholding record, click the button (highlighted above). NOTE: IF YOU DON T WANT TO CHANGE THE EXISTING RECORD, CLICK THE (HIGHLIGHTED ) AND SKIP TO STEP 9. BUTTON Step 5. To change your W-4 Tax Withholding information, enter the following information displayed below. Note: See explanation of the highlighted fields on the following page. 08/06/2008 Employee Self Service Page 39 of 119

40 Filing Status No. of exemptions Additional Withholding (optional) Declaration Valid as of Future Date Choose Single, Married, or Head of household or family from the picklist. Enter the number of tax exemptions that apply. Enter any additional withholding. This additional withholding will be a per paycheck amount. This checkbox MUST be selected prior to saving your tax withholding changes. This should be the END DATE of the current or any future pay period. A list of future payroll periods is distributed in this class as a separate handout. Note: If you feel that your tax status should be exempt, contact the PBSC at Step 6. Click the button (highlighted on the previous page). Step 7. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 40 of 119

41 Step 8. Select the link (highlighted above). Note: The new W-4 tax withholdings record is highlighted in blue on the above screen. Step 9. Select the link to return to the main ESS screen. End dates for pay periods are found on the distributed payroll calendar. 08/06/2008 Employee Self Service Page 41 of 119

42 VIEWING/CHANGING ADDRESS INFORMATION This quick reference card provides instructions for viewing/changing your home address and phone number information using the ESS Address service. Two types of addresses can be viewed and updated: permanent residence and emergency contact. Step 1. Choose or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTE: The services. link shown above can be used to access important information related to the Personal Information 08/06/2008 Employee Self Service Page 42 of 119

43 Step 3. The Address service is displayed (shown below). Step 4. To view your current Permanent Residence record, choose the button (highlighted above). Step 5. Review your address record (displayed below). 08/06/2008 Employee Self Service Page 43 of 119

44 Step 6. To change your Permanent Residence information, if desired, enter the following information highlighted below [IF NOT, PRESS THE BUTTON (SHOWN ABOVE) AND SKIP TO STEP 10]. NOTE: When entering phone numbers, the following types can be entered: HOME -- Home telephone number HMUL -- Home unlisted telephone number CELL -- Personal cell phone number ERWK -- Emergency contact at a number other than home PAGE -- Pager number Step 7. After entering the new address information, press the button (highlighted above). 08/06/2008 Employee Self Service Page 44 of 119

45 Step 8. Choose the button (highlighted above). Step 9. Select the link (highlighted above). 08/06/2008 Employee Self Service Page 45 of 119

46 NOTE: The new Permanent address record is highlighted in blue on the above screen. Step 10. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 46 of 119

47 ENTERING EMERGENCY CONTACT INFORMATION: To add or update your emergency contact information, you would follow the same procedure outlined above for permanent residence addresses. When entering emergency contact information, the following highlighted information should be included: NOTES: You can enter multiple Emergency Contact Info records. To create new records, you would use the button. To update your current records, you would use the button. The can be used to remove unneeded emergency contact records. 08/06/2008 Employee Self Service Page 47 of 119

48 VIEWING/ADDING FAMILY MEMBER/DEPENDENTS This quick reference card provides instructions for viewing and/or add a family member (child or spouse) using the ESS Family Member/Dependents service. CONFIRMING DEPENDENT INFORMATION: Step 1. Click the or links from the ESS Portal menu (as shown below). Step 2. Click the service (highlighted below). 08/06/2008 Employee Self Service Page 48 of 119

49 Note: The Family Member/Dependents Service is displayed (shown below). Step 3. Review the listed family member/dependent records for accuracy. NOTES: If there are any errors in the listed dependent records, you will need to call the PBSC at (817) to have them make the corrections for you. Remember that dependents only need to be stored in the ESS/SAP system if they will be covered on your County medical, dental, or vision plans as well as spouse optional term life insurance. Adding new dependent records is discussed in the next section of this quick reference card. Step 4. Click the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 49 of 119

50 ADDING A FAMILY MEMBER/DEPENDENT: Important Note: You only need to enter a family member/dependent in the ESS/SAP system if the family member/dependent will be covered on your County medical, dental, or vision plans as well as spouse optional term life insurance. Step 1. Click or links from the ESS Portal menu (highlighted below). Step 2. From the Benefits screen, click the service (highlighted below). 08/06/2008 Employee Self Service Page 50 of 119

51 Note: The Family Member/Dependents service is displayed (shown below) and shows the current dependents entered in ESS/SAP system. Step 3. Click the (OR New Grandchild ) button (highlighted above). NOTE: A new blank Family Members/Dependents screen will be displayed (see below). NOTE: A New Spouse button will only be available if there is no existing spouse record in the SAP/ESS system. 08/06/2008 Employee Self Service Page 51 of 119

52 Step 4. In the blank Family Members/Dependents screen, enter the following information for the new dependent (ex: child) (highlighted below). First name Last name Date of Birth Gender Marital Status Social Security Number (see notes at bottom of page) Validity Period (enter only the from date as highlighted below) NOTES: If the social security number is not yet available for a newborn, enter and contact the PBSC when the valid social security number is received (must be done within 30 days of birth). The system validates that the social security number entered has 9 digits. Do not enter dashes in the number. The system will automatically insert the dashes where they should be located. Step 5. When all New Data has been entered, click the button (highlighted above). 08/06/2008 Employee Self Service Page 52 of 119

53 Note: A screen with the new dependant data is displayed (shown below). Step 6. Review the new dependant data and if all entries are correct, click the above). button (highlighted Step 7. Click the link (highlighted above). 08/06/2008 Employee Self Service Page 53 of 119

54 NOTE: The new dependent has been added (highlighted above). Step 8. Repeat steps 4 8 for any additional family members/dependents that need to be added. Step 9. Click the link to return to the main ESS screen. NOTES: Family Member/Dependents information must be stored in the SAP system only if the family members are to be covered on the employee s health plans (medical or dental); To enroll a new/existing dependent in a health plan, see the Adding/Removing Dependents From A Benefit Plan section of these instructions. To confirm your enrollment for eligible dependents print a confirmation form. See the Benefits Overview and Printing Confirmation Forms section of these instructions (below). Important Note: Adding dependents is only the first step in the process. You MUST enroll them in your benefit plans using the Benefits Enrollment service and the instructions provided in the remainder of this document. 08/06/2008 Employee Self Service Page 54 of 119

55 BENEFITS OVERVIEW This quick reference card provides instructions for using the ESS Benefits Overview service to view a summary of your current, previous, or future benefits. Your can also print your benefits confirmation form for the selected period. Step 1. Click the or links from the ESS Portal menu (highlighted below). Step 2. From the Benefits screen, click the service (highlighted below). 08/06/2008 Employee Self Service Page 55 of 119

56 Note: The Benefits Participation screen is displayed (shown below). NOTE: Useful links for benefits provider information. Important Note: The date displayed is the effective or as of date for the benefits information you are viewing. Example: To view benefits for the 2012 year, enter 01/01/2012. To view current benefits, use the default date. Step 3. Enter the desired date in the Show Benefits Overview as of: field (highlighted above). Step 4. Click the button (Highlighted above). 08/06/2008 Employee Self Service Page 56 of 119

57 Step 5. Click the radio button for a listed plan (ex: PPO Medical Plan) [highlighted below] to view the plan details. Step 6. Click the button (highlighted above) to view the details. 08/06/2008 Employee Self Service Page 57 of 119

58 Link to benefit provider websites. Step 7. Click the button after reviewing the plan details (highlighted above). Step 8. Repeat steps 7-9 to review the details for other listed benefit plans. Step 9. Click the button (shown above). For more details on printing the Confirmation Form, see section entitled Printing Confirmation Form. Step 10. Click the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 58 of 119

59 BENEFITS ENROLLMENT This quick reference card provides instructions for using the ESS Benefits Enrollment service to make your benefits selections for the upcoming year. NOTE: Not all sections of this Quick Reference Card (QRC) may be necessary for Benefits Enrollment. Remember, the IRS requires you to make new flexible spending account elections each year. ENROLLING/RE-ENROLLING IN FLEX SPENDING ACCOUNTS: Step 1. Click the or links from the ESS Portal menu (highlighted below). Step 2. Click the service (highlighted below). 08/06/2008 Employee Self Service Page 59 of 119

60 Note: The Benefits Enrollment screen is displayed. Step 3. Click the link (highlighted above). 08/06/2008 Employee Self Service Page 60 of 119

61 Step 4. Click the radio button for the desired spending account type (ex: FLEX NO Health Care (HCRA)) (highlighted above). Step 5. Click the button (highlighted above). Note: The Enrollment screen is displayed which will allow for editing of the plan (see below). Enter Employee Contribution Only (Enrollment not required for employer contribution) Step 6. Click the next to the flexible spending account (ex: FLEX-YES Health Care HCRA) to highlight it as shown above. Step 7. Enter the desired ANNUAL contribution in the Contribution Amount field (highlighted above). Important Note: The value entered is your annual contribution. It will be divided by the applicable pay periods (usually 26) for the year and that amount will be deducted from your pay checks beginning January 1, Step 8. Click the button. Step 9. Repeat steps 4 8 to add any other spending accounts to your enrollment (if applicable). 08/06/2008 Employee Self Service Page 61 of 119

62 Note: The Enrollment screen is displayed which will allow for reviewing other plans (see below). Step 10. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 62 of 119

63 Note: The Enrollment screen is displayed which will allow for saving a plan (see below). Step 11. Click the button. 08/06/2008 Employee Self Service Page 63 of 119

64 Note: The Enrollment screen is displayed which will allow for printing a plan (see below). Step 12. Click the link (highlighted above) to view and print your benefits confirmation form which will include your latest changes. For more information, see section entitled Printing Confirmation Form. Step 13. Click the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 64 of 119

65 SIGNING UP FOR THE FLEX DEBIT CARD: Important Note: FLEX Debit Cards are convenience cards for use with a Health Care FLEX accounts. The card renews each year, and the $9.00 annual fee for the card is deducted from your Health Care FLEX account at the beginning of the year. If you have a 2011 FLEX Debit Card and wish to discontinue it for 2012, you must select NO-FLEX Debit Card during annual enrollment. Step 1. Click the or links from the ESS Portal menu (highlighted below). Step 2. Click the service button (highlighted below). 08/06/2008 Employee Self Service Page 65 of 119

66 Note: The Benefits Enrollment screen is displayed. Step 3. Click the link (highlighted above). The annual fee for your FLEX Debit Card will be deducted from your Health Care FLEX Account (FLEX Medical Spending) at the beginning of the year. Step 4. Click the radio button for FLEX Debit Card and then click the Edit Plan (highlighted above). button 08/06/2008 Employee Self Service Page 66 of 119

67 Notes: Flex- Debit Card Annual Fee = $9.00 The annual fee will be deducted from your Flex-Medical Spending (Health Care) Account The Enrollment screen allows for editing a Flex-Debit Card (see below). Step 6. Click the next to the FLEX-YES Debit Card to highlight it as shown above. Step 7. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 67 of 119

68 Step 8. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 68 of 119

69 Note: The Review Enrollment screen is displayed (see below). Step 9. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 69 of 119

70 Note: The following confirmation screen is displayed. Indicates the new plan selections have been saved Step 10. Click the link (highlighted above) to view and print your benefits confirmation form which will include your latest changes. For more information see section entitled Printing Confirmation Form. Step 11. Click the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 70 of 119

71 CHANGING BENEFIT PLANS OR COVERAGE OPTIONS: Step 1. Click or links from the ESS Portal menu (highlighted below). Step 2. Click the service (highlighted below). 08/06/2008 Employee Self Service Page 71 of 119

72 Note: The Benefits Enrollment screen is displayed. Step 3. Click the link. Step 4. Click the radio button for your current plan (ex: PPO Medical Plan) as highlighted above. Step 5. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 72 of 119

73 Step 6. If you are changing to a new plan, click the Plan), IF NOT, SKIP THIS STEP. next to the new plan to highlight it (ex: PPO Medical Step 7. Click the next to the desired dependent coverage option to highlight it (ex: Employee + Family) (highlighted above). Important Note: When you select a new plan, you will be defaulted to the CHOOSE COVERAGE (highlighted above) dependent coverage option which is not a valid dependent coverage option. You must select a valid dependent coverage option (ex: Employee + Family). Step 8. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 73 of 119

74 Step 9. If applicable, choose the dependents to be covered on the plan using the check boxes s [highlighted above]. NOTE: The dependents selected must correspond with the dependent coverage option selected in step 7. Step 10. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 74 of 119

75 Step 11. Click the button (highlighted above). Note: The Review Enrollment screen is displayed (see below). 08/06/2008 Employee Self Service Page 75 of 119

76 Step 12. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 76 of 119

77 Note: The following confirmation screen is displayed. Indicates the new plan selections have been saved Step 13. Click the link (highlighted above) to view and print your benefits confirmation form which will include your latest changes. For more information see section entitled Printing Confirmation Form. Step 14. Click the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 77 of 119

78 REMOVING DEPENDENTS FROM A BENEFIT PLAN: Step 1. Click or links from the ESS Portal menu (as shown below). Step 2. Click the service (highlighted below). 08/06/2008 Employee Self Service Page 78 of 119

79 Note: The Benefits Enrollment screen is displayed. Step 3. Click the link. Step 4. To add/remove dependent(s) from a plan (ex: PPO Medical Plan), click the radio button for that plan (highlighted above). Step 5. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 79 of 119

80 Step 6. Click the next to the desired dependent coverage option to highlight it (ex: Employee + Spouse). NOTES: In the above step, you are selecting the desired dependent coverage after the dependents are added or removed. Step 7. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 80 of 119

81 Remove check mark to delete from plan or insert check mark to add to plan Step 8. If applicable, use the s to add/remove dependents [highlighted above]. Remember: The dependents selected must correspond with the dependent coverage option selected in step 7. Step 9. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 81 of 119

82 Step 10. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 82 of 119

83 Step 11. Click the button (highlighted above). 08/06/2008 Employee Self Service Page 83 of 119

84 Indicates the new plan selections have been saved Step 12. Click the link (highlighted above) to view and print your benefits confirmation form which will include your latest changes. For more information see section entitled Printing Confirmation Form. Step 13. Click the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 84 of 119

85 PRINTING CONFIRMATION FORM: NOTE: When printing the confirmation form from the Benefits Overview service, the form will display your benefits as of the date specified in the Show Benefits Overview as of field. When printing the confirmation form from the Benefits Enrollment service, the form will display your benefits as of the beginning of the upcoming benefits year (January 2012) based on any changes you have made to your benefits during annual enrollment. Print the confirmation form after you have made any changes to your benefits by following the steps listed below: Step 1. Click the Printer button and then click to print the form. Step 2. When finished, click the button to close the form. Step 3. Click the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 85 of 119

86 VIEWING/PRINTING/ACKNOWLEDGING/APPEALING YOUR APPRAISALS This quick reference card provides instructions for viewing, printing, and acknowledging/appealing your appraisals using the My Appraisals ESS service. Step 1. Choose or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTE: The link shown above can be used to access important information related to the My Appraisals service. 08/06/2008 Employee Self Service Page 86 of 119

87 Step 3. The My Appraisals Service is displayed (shown below). NOTE: An appraisal that has a status of Completed has been finalized by the supervisor but has not yet been acknowledged or appealed by the employee. Step 4. Choose the next to the appraisal to be displayed (as shown above) to highlight it. Step 5. Select the button. 08/06/2008 Employee Self Service Page 87 of 119

88 NOTES: The overall appraisal will only contain the overall points per rating criteria and the employee s overall score but not the supervisor s comments. The comments are stored on the subappraisal (discussed below). The points on the overall appraisal are a weighted average of the scores entered on the subappraisal(s) by the supervisor(s). The overall score will be listed at the top of the appraisal (highlighted in blue). Step 6. Select the tab (highlighted above). 08/06/2008 Employee Self Service Page 88 of 119

89 Step 7. Select the button (highlighted above). Step 8. Choose the button (highlighted above). 08/06/2008 Employee Self Service Page 89 of 119

90 Step 9. Select the With notes and With descriptions s as shown above [if not already selected]. Step 10. Choose the button. NOTE: The subappraisal will show the points and comments entered by the supervisor(s). The overall comments will be at the bottom of the subappraisal (highlighted in blue on the next page). There may also be comments entered for the ratings throughout the body of the appraisal. 08/06/2008 Employee Self Service Page 90 of 119

91 NOTE: You will need to use the scroll bar on the right side of the screen to scroll down to view the overall supervisors comments and the legend. The legend explains the rating criteria used in the appraisal. Step 11. To print the subappraisals, select the button and choose as highlighted below. NOTES: The printed subappraisal(s) will be sent to your Windows default printer. You may need to enter the word local (small letters) in the Output Device field if prompted to do so. Step 12. Select the button and choose (shown above). 08/06/2008 Employee Self Service Page 91 of 119

92 Step 13. Select the or the buttons (at the bottom of the above screen). Step 14. Press the button (highlighted above). NOTES: An will be sent immediately to your supervisor notifying them of your acknowledgement or appeal decision. 08/06/2008 Employee Self Service Page 92 of 119

93 Step 15. Confirm that the status of the appraisal has been changed to Acknowledged or Appealed (as highlighted above in blue). Step 16. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 93 of 119

94 ENROLLING IN A TRAINING CLASS This quick reference card provides instructions for enrolling (booking) yourself into a training class using the ESS Training Classes service. Step 1. Choose or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTE: The services. link shown above can be used to access important information related to the Training Classes 08/06/2008 Employee Self Service Page 94 of 119

95 Step 3. The Course Schedule Service is displayed (shown below). Step 4. Use the Step 5. Press the button for the Period field to select Future (as of Today) as shown above. (shown above). Step 6. Click on the course title (as highlighted above) for the desired date to see more details. NOTES: The green traffic lights indicate a class with seats available, while the red traffic lights indicate full classes. If needed, you can use your mouse to drag and widen the Name or Location columns. 08/06/2008 Employee Self Service Page 95 of 119

96 NOTES: Course training materials can be accessed by click on the document listed on the Web Links line (if applicable) If you choose not to enroll in the selected course, click the Back button. Step 7. After reviewing the course details, select the button. 08/06/2008 Employee Self Service Page 96 of 119

97 Step 8. Select the button (shown above). Step 9. Choose the button (highlighted above). 08/06/2008 Employee Self Service Page 97 of 119

98 NOTES: The above screen indicates that your booking was completed successfully (see note highlighted in blue above). After the booking is completed, you and your supervisor will receive an automatic confirming your enrollment in the training class. Step 10. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 98 of 119

99 REVIEWING YOUR TRAINING HISTORY This quick reference card provides instructions for reviewing your training history using the ESS My Training service. From this service, you can also cancel yourself out of a training class or rebook yourself into a different date for a scheduled class. Step 1. Choose the or links from the ESS Portal menu (as shown below). Step 2. Select the service (highlighted below). NOTE: The services. link shown above can be used to access important information related to the Training Classes 08/06/2008 Employee Self Service Page 99 of 119

100 Step 3. The My Training service is displayed (shown below). NOTES: The above My Training screen lists all class that you have scheduled to take or have taken in the past. The Rebook Event and Cancel links can be used to do the following: - used to schedule yourself into another date for a class that you are scheduled to take in the future. This functionality is only possible if there are other dates available. If not, you will need to cancel yourself out of the class and wait for a future date when one becomes available. - used to cancel yourself out of a class that you are schedule to take in the future. When you rebook or cancel yourself for a training class, an automatic is sent to both you and your supervisor indicating the rebooking/cancellation. Step 4. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 100 of 119

101 WHO S WHO (EMPLOYEE LOOKUP) This quick reference card provides instructions for using the ESS Who s Who service to look up work phone number, address, department, and other work information for individual County employees. Step 1. Select the or links from the ESS Portal menu (as shown below). Step 2. Choose the service (highlighted below). NOTE: The services. link shown above can be used to access important information related to the County Directory 08/06/2008 Employee Self Service Page 101 of 119

102 Step 3. The Who s Who service is displayed (shown below). Step 4. Enter your search criteria (ex: last name). Step 5. Press the button (highlighted above). NOTES: You can also search by other fields including organizational unit, position, job, cost center, etc. by clicking on the link (shown above). The more precise your selection criteria, the quicker the search will be, and the more precise the results will be. Keep in mind that searches which result in a large number of employees may take several minutes to run. The search criteria can be used separately, or in combination. An asterisk (*) or a (+) sign can also be used for a wild card search if you are uncertain of the exact spelling of a field. See examples below. Example: You do not know the exact spelling of a surname when searching for an employee (Meier, Meyer, Mejer). Enter the letters that you are certain of for the employee s last name, and insert a + sign for the letters that you are uncertain of (Me+er). Also enter the organizational unit if you know where the employee works. The system will list everyone who matches BOTH search criteria. You can then select the employee that you are looking for from the list. Example: You only know the employee s first name and the first few letters of their surname, and their organizational unit. Enter the name Thomas in the First name field, and the letters Mor* in the Last Name field, and the three-character location code. The system will list everyone who matches the search criteria, i.e. everyone whose first name is Thomas and whose last name begins with the letters Mor at this organizational unit. You can then select the employee you require from the list. 08/06/2008 Employee Self Service Page 102 of 119

103 Step 6. A list of employees who meet your search criteria will be listed as shown below. Step 7. Click on the last name link for the desired employee (ex: Larry Wilson) as highlighted above. 08/06/2008 Employee Self Service Page 103 of 119

104 Step 8. Details of the employee selected will be displayed, as shown below. NOTES: The links (highlighted in blue) can be used to do the following: E- mail link can be used to open Outlook and create an addressed to the selected employee. Organizational unit link can be used to display an organizational chart for the selected employee. Cost center link can be used to get a list of all employees assigned to that cost center. Step 9. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 104 of 119

105 UPDATING YOUR WORK PHONE NUMBER This quick reference card provides instructions for using the ESS Change Own Data service to update your work phone number. Step 1. Select the or links from the ESS Portal menu (as shown below). Step 2. Choose the service (highlighted below). NOTE: The services. link shown above can be used to access important information related to the County Directory 08/06/2008 Employee Self Service Page 105 of 119

106 Step 3. The Change Own Data service is displayed (shown below). NOTE: The above screen shows your current work phone, extension, and address. If the phone number is incorrect, you will use the Edit button as outlined below to update the number. If your address has changed, you will need to call the PBSC at (817) to have it updated. Step 4. To change your work phone number, select the button (highlighted above). Step 5. Enter your new full phone number and extension in the highlighted fields (as shown above). Step 6. Choose the button. 08/06/2008 Employee Self Service Page 106 of 119

107 Step 7. Select the button. Step 8. Choose the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 107 of 119

108 VIEWING/PRINTING A COUNTY PHONE DIRECTORY This quick reference card provides instructions for using the ESS Phone Directory services to view/print a County phone directory. There are two ways that the directory can be viewed and printed: sorted by name or sorted by department. Step 1. Select the or links from the ESS Portal menu (as shown below). Step 2. Choose the or service (highlighted below). NOTE: The services. link shown above can be used to access important information related to the County Directory 08/06/2008 Employee Self Service Page 108 of 119

109 Step 3. The selected phone directory option will be displayed in PDF-format as shown below. PHONE DIRECTORY BY LAST NAME: 08/06/2008 Employee Self Service Page 109 of 119

110 PHONE DIRECTORY BY DEPARTMENT: NOTES: The phone directories are updated quarterly. To print the directory, choose the button. To save the directory, select the button. The button can be used to search the directory by name or other field. The controls can be used to increase or decrease the size of the displayed directory. Step 4. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 110 of 119

111 CHANGING ESS PORTAL PASSWORD This quick reference card provides instructions on how to change your ESS and network/windows (active director) password through the ESS Portal. Step 1. Select the link from the ESS Portal menu (as shown below). NOTES: Your ESS user name and password will be the same as the network/windows (active directory) user name and password you use to unlock or log into your County computer each day. If you are unsure of your network/windows (active directory) user name and password, call the Service Desk at (817) You will be prompted to change your password every 45 days and the password should be at least eight characters with one number and one special character (ex: $tarrant9). Step 2. Click on highlighted below. Step 3. Enter current password in Old Password field (highlighted below). 08/06/2008 Employee Self Service Page 111 of 119

112 Step 4. Enter new password in Define Password and Confirm Password fields (highlighted below). Step 5. Click on, highlighted below. 08/06/2008 Employee Self Service Page 112 of 119

113 NOTE: Changing your password in the ESS Portal, will change your network/windows (active directory) password as well. 08/06/2008 Employee Self Service Page 113 of 119

114 VIEWING/PRINTING ESS TRAINING MATERIALS This quick reference card provides instructions for using the ESS Training Materials services to view/print another copy of this quick reference card (QRC). Step 1. Select the or links from the ESS Portal menu (as shown below). Step 2. Choose the service (highlighted below). 08/06/2008 Employee Self Service Page 114 of 119

115 Step 3. The ESS quick reference card (QRC) is displayed below. NOTES: To print the quick reference card, choose the button. To save the quick reference card, select the button. The button can be used to search the quick reference card. The controls can be used to increase or decrease the size of the quick reference card. Step 4. Select the link to return to the main ESS screen. 08/06/2008 Employee Self Service Page 115 of 119

116 ESS PORTAL LOGOFF This quick reference card provides instructions on how to log out of the ESS Portal. Before you log out, you will want to make sure that you have saved your data. Step 1. Select the link shown in the top right corner of the ESS Portal screen (highlighted below). Step 2. If you are sure you have saved your data, choose the button (highlighted below). NOTES: Congratulations! You have successfully logged out of ESS. Remember that ESS is available 24 hours a day, 7 days a week from any computer in the world that has Internet access. Adobe Reader will also be needed to view/print any of the payroll and benefits formed discussed above. 08/06/2008 Employee Self Service Page 116 of 119

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