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1 North Dakota University System HRMS Self Service Employee PeopleSoft Version 8.9
2 DISCLAIMER Written by the North Dakota University System, December, 2008; Updated This training manual is considered to be proprietary and confidential and may not be reproduced for any reason other than stated below without prior written consent of the North Dakota University System. EXCLUSION This training manual has been prepared exclusively for End-User Training. Information contained within this document may be used by NDUS campuses for the sole purpose of personnel training. Additional manuals may be reproduced and edited as needed for training purposes ONLY. All other uses are prohibited without prior written consent from the North Dakota University System. Copyright 2009 North Dakota University System. All Rights Reserved. i
3 Table of Contents ACCESSING EMPLOYEE SELF SERVICE... 1 REVIEWING AND UPDATING PERSONAL INFORMATION (NON-STUDENT EMPLOYEES ONLY)... 2 NAME... 2 ADDRESSES ADDRESSES... 4 MARITAL STATUS... 4 DATA PRIVACY... 5 PAYROLL AND COMPENSATION... 5 VIEW PAYCHECK... 5 DIRECT DEPOSIT... 5 COMPENSATION HISTORY... 6 VOLUNTARY DEDUCTIONS... 6 W-4 TAX INFORMATION... 6 W-2 INFORMATION... 7 BENEFITS (NON-STUDENT EMPLOYEES ONLY)... 8 BENEFITS SUMMARY... 8 LEAVE BALANCES... 9 FLEXIBLE SPENDING ACCOUNTS OUTSOURCED FSA... 9 AFLAC AND DISCOVERY BENEFITS... 9 FLEXIBLE SPENDING ACCOUNTS CAMPUS ADMINISTERED FSA LIFE EVENT CHANGES Manual NDUS - Employee Self Service Training ii
4 ACCESSING EMPLOYEE SELF SERVICE NDUS Log in to the Human Resource Management System (HRMS) using your system-issued User ID and Password. These are case sensitive. If you have a problem with your User ID and/or password, please call the NDUS help desk Use the ND HE Self Service hyperlink to access the Employee Self Service Student employees will see only Payroll and Compensation information. Other employees will see Personal and Benefits data as well. 1
5 REVIEWING AND UPDATING PERSONAL INFORMATION (non-student employees only) ND HE Self Service > Personal Information >Personal Information Summary Personal Information Summary includes Name Addresses Phone Numbers Emergency Contacts Addresses Marital Status Ethnic Groups Click the appropriate link for the information you wish to update/change NAME If you need to make a name change please take the applicable documentation (Social Security Card) to the HR/Payroll office. ADDRESSES Mailing Address will be the address used to mail W-2 s, please update by December 31. Address validation software verifies, standardizes and corrects address elements and appends postal codes for US Postal Service handling. 2
6 After entering the address change click on the Address Validation button and then Accept or Reject the validated address. Generally the validated address should be accepted. After Accepting the validated address click Save. 3
7 ADDRESSES Campus type must have a valid campus domain. You are allowed one campus and if you choose one other address and one home address. MARITAL STATUS Marital Status is personal data not what you claim on your taxes. If you wish to change what you claim for taxes, go to payroll and compensation, W4 tax information. You may request a packet of information that must be completed and returned within 31 days of change of marital status. You may also request a packet of information to add or remove a dependent. Life Event Change Instructions can also be found in the Benefits Link. Click on the to expand the Other Information to Review 4
8 DA T A PRIVACY ND HE Self Service > Personal Information >Data Privacy You may change your current data privacy status by selecting one of the options and clicking Please review the Procedure: Employee Personal Information if you have questions regarding your data privacy. PAYROLL AND COMPENSATION ND HE Self Service > Payroll and Compensation Payroll and Compensation includes View Paycheck Voluntary Deductions Direct Deposit W-4 Tax Information Compensation History W-2 Information VIEW PAYCHECK The View Paycheck link opens a view of your most recent pay statement. You can click on the View a Different Payment link at the upper right of the page to view prior pay statements. The Paycheck Selection Page will display a listing of past payments made to you. Click on the pay end date for the payment you would like to view. DIRECT DEPOSIT The Direct Deposit link opens a view of your current direct deposit distributions. 5
9 You may Edit, Delete or Add a new account. An account with the Deposit Type, Balance, cannot be deleted you may only edit this type of account. COMPENSATION HISTORY Compensation history is available back to July 1, VOLUNTARY DEDUCTIONS The Voluntary Deductions link opens a view of your current Voluntary Deductions If you believe the information is inaccurate or if at any time you wish to change your deductions, please contact the Human Resources Department directly. W-4 TAX INFORMATION IRS W-4 Form link in the upper right provides a link to the federal worksheet. You will be required to reenter your password to make tax withholding changes. 6
10 W-2 INFORMATION You can view W-2 information or you can request a hard copy of your W-2 to be mailed to you. Click on to display the W-2 Reissue Request 7
11 BENEFITS (non-student employees only) ND HE Self Service > Benefits Benefits include Benefits Summary Leave Balances Flexible Spending Accounts Life Event Change Any changes to your benefits information has to be made through the Human Resources /Payroll office. BENEFITS SUMMARY From the Benefits Summary page, view a listing of the benefits plans that you are enrolled in. Within each listing is a link that will provide you with greater detail. 8
12 LEAVE BALANCES Your balances reflect the pay period of your last pay check. For example, today is January 23; your last paycheck was January 15th, the pay period for January 15th paycheck is December 16th-31st. The leave balances would be current as of December 31st. Please contact your Human Resources/Payroll Office if you feel your balances are incorrect. FLEXIBLE SPENDING ACCOUNTS OUTSOURCED FSA AFLAC AND DISCOVERY BENEFITS ND HE Self Service > Benefits > Flexible Spending Accounts You may review your Flexible Spending Account for any plan year. For additional information regarding your FSA plan click on the available FSA hyperlink on the benefits summary page. 9
13 FLEXIBLE SPENDING ACCOUNTS CAMPUS ADMINISTERED FSA ND HE Self Service > Benefits > Flexible Spending Accounts You may review your Flexible Spending Account status and activity for any plan year. To review your Flexible Spending Account activity click on the link to the plan you wish to review. 10
14 11
15 LIFE EVENT CHANGES ND HE Self Service > Benefits > Life Event Change Click on the for additional information about your benefits 12
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