Table of Contents. Welcome to Employee Self Service... 3 Who Do I Call For Help?... 3

Transcription

1 ALABAMA STATE UNIVERSITY HUMAN RESOURCES EMPLOYEE SELF SERVICE USER GUIDE

2 2 Table f Cntents Welcme t Emplyee Self Service... 3 Wh D I Call Fr Help?... 3 Hw d I access Emplyee Self Service?... 4 Persnal Infrmatin... 6 View Yur Name... 6 View Yur Addresses... 6 Update Yur Phne Number... 6 Update Yur Emergency Cntact... 7 View Yur Addresses... 9 View Yur Marital Status... 9 View Yur Emplyee Infrmatin... 9 Payrll and Cmpensatin...10 View Yur Paycheck...10 View Yur Cmpensatin Histry Update Yur W-4 Tax Infrmatin Update Yur Direct Depsit Benefits View Yur Benefits Summary Emplyee Data Verificatin Frm Frequently Asked Questins Steps fr Printing... 19

3 3 Welcme t Emplyee Self Service Welcme t the. This guide is designed t prvide yu with the infrmatin yu need t successfully use the HR Emplyee Self Service features and includes instructins n the fllwing tpics: Persnal Infrmatin Persnal Infrmatin Summary Name Addresses Phne Numbers Emergency Cntacts Addresses Marital Status Ethnic Grups Emplyee Infrmatin Benefits Benefits Summary Payrll and Cmpensatin View Paycheck Cmpensatin Histry W-4 Tax Infrmatin Direct Depsit Wh D I Call Fr Help? The numbers are prvided belw fr yur reference. Human Resurces (334) Payrll (334) MIS Department (334) The Office f Human Resurces can assist with changes t persnal infrmatin r questins regarding benefits. The Payrll Office can assist with questins and/r cncerns regarding paychecks, pay stubs, tax infrmatin r direct depsit inquiries. The MIS Department can answer questins and/r cncerns regarding lgin r access t the Emplyee Self Service pages r brwser functinality.

4 4 Hw d I access Emplyee Self Service? Enter User ID here Enter Passwrd here Click the Sign in buttn G t and select the Hrnet s Web link at the tp t access the lgin screen pictured abve. Lgin using yur ASU/PepleSft User ID and Passwrd. User ID/Passwrd instructins: User ID = The Number 0 (zer) fllwed by yur Emplyee ID (nt Scial Security #) Passwrd = First 2 letters f yur first name (CAPS), fllwed by the first tw letters f yur last name (CAPS) and the last 4 numbers in yur Emplyee ID (nt Scial Security #) Example = Sally Smith s emplyee ID # is Her PepleSft User ID wuld be: Her Passwrd wuld be: SASM4567 NOTE: If yur d nt knw yur Emplyee ID# cntact Human Resurces r MIS. Once yu have lgged n t ASU/PepleSft, select Access ASU Campus Slutins t access the abve menu and then he Self Service link n the left hand side f the main page. Yu can view yur persnal data such as Name, Address, Phne Number, Emergency Cntact, etc. under the Persnal Infrmatin sectin. Yu can view yur paycheck data and leave balances under the Payrll and Cmpensatin sectin. Yu can view yur enrllments under the Benefits sectin if yu are currently benefits eligible and are enrlled in ne f the fllwing: Medical, Dental, Visin, Life and AD and D, and Lng-Term Disability.

5 5 Persnal Infrmatin The Persnal Infrmatin Summary sectin can be used t view yur Persnal Infrmatin that is tracked in the PepleSft HR system. This infrmatin was prvided during yur hire. If yu have updated any f yur infrmatin since yur hire, yu will see the mst current infrmatin when viewing this sectin. Yu can access yur Persnal Infrmatin by clicking n the Persnal Infrmatin Summary link under Persnal Infrmatin n the ASU/PepleSft menu. Yu can view the fllwing infrmatin: Name Address Addresses Marital Status Ethnic Grups Emplyee Infrmatin Yu can update the fllwing infrmatin: Phne Numbers Emergency Cntacts Changes in address can nly be cmpleted in the Office f Human Resurces at this time. It is critical that this infrmatin is crrect. Please ntify Human Resurces if any f this infrmatin is incrrect.

6 6 Persnal Infrmatin View Yur Name Yu can view yur Name by clicking the Persnal Infrmatin Summary link under Persnal Infrmatin n the ASU/PepleSft menu. This page is currently read nly. T update yur name, cntact the Human Resurces department. Yu may be required t shw dcumentatin t supprt this change. View Yur Addresses Yu can view yur Addresses by clicking the Persnal Infrmatin Summary link under Persnal Infrmatin n the ASU/PepleSft menu. This page is currently read nly. T update yur addresses, cntact the Human Resurces department. Update Yur Phne Number Yu can update yur Phne Numbers infrmatin by clicking the Change phne numbers buttn. Click the Change phne numbers buttn t add an additinal phne number.

7 7 Enter the Phne Type fr yur Telephne number. Yu may add mre than ne phne number. Once yu select the Phne Type, enter yur 10-digit phne number withut any frmatting. The system will autmatically frmat the field nce yu tab ut. If yu are entering mre than ne phne number, select which number yu wuld like t stre as the preferred phne. T update the existing phne number, simply enter the new number ver the ld data. Click n the Save buttn t submit the data. This will autmatically update the PepleSft HR Database. Once yu save the phne number(s), yu will be directed t the Save Cnfirmatin page. Click the OK buttn t return t the Persnal Infrmatin Summary page. Update Yur Emergency Cntact Yu can update yur emergency cntact by clicking the n the Persnal Infrmatin Summary link under Persnal Infrmatin n the ASU/PepleSft menu. Click n the Change emergency cntacts buttn t make changes t the current cntact infrmatin. If yu d nt have an existing emergency cntact, click n the Change emergency cntacts buttn. Click n the Edit buttn t make changes t the current cntact infrmatin. Click the Add an Emergency Cntact buttn t add ne.

8 8 Enter cntact name, relatinship, address and phne infrmatin. If the cntact s address and phne infrmatin is the same as yurs, click the tw check bxes t default the data frm yur persnal infrmatin. Click the Save buttn t submit the data. This will autmatically update the PepleSft HR database. Once yu save the emergency cntact(s), yu will be directed t the Save Cnfirmatin page. Click the OK buttn t return t the Infrmatin Summary page.

9 9 View Yur Addresses Yu can view yur Addresses by clicking the Persnal Infrmatin Summary link under Persnal Infrmatin n the ASU/PepleSft menu. This page is currently read nly. Wrkrelated s, including Events and Emplyee Self Service cnfirmatins are sent t the emplyees Preferred address. T update yur addresses, cntact the Human Resurces department. View Yur Marital Status Yu can view yur Marital Status by clicking the Persnal Infrmatin Summary link under Persnal Infrmatin n the ASU/PepleSft menu. This page is currently read nly. If yur marital status has changed, then it s a gd time t recnsider yur health cverage, tax withhldings and ther imprtant infrmatin. Fr tax purpses, please update yur W-4 infrmatin thrugh Emplyee Self Service. View Yur Emplyee Infrmatin Yu can view yur Emplyee Infrmatin by clicking the Persnal Infrmatin Summary link under Persnal Infrmatin n the ASU/PepleSft menu. This page is currently read nly. The Emplyee Infrmatin sectin cntains infrmatin regarding gender, date f birth, birth cuntry, birth state, scial security number, smker, etc. Please cntact the Human Resurces department if any f yur Emplyee Infrmatin is incrrect.

10 10 Payrll and Cmpensatin The Payrll and Cmpensatin sectin can be used t view yur paycheck, leave balances, vluntary deductins, and cmpensatin histry that is tracked in the PepleSft HR system. It can als be used t update yur direct depsit and W-4 tax infrmatin. View Yur Paycheck Yu can view yur current earnings, taxes, deductins, net pay and leave balances by clicking n the View Paycheck link under Payrll and Cmpensatin n the ASU/PepleSft menu. Click n the date under the Check Date link t access the pay statement. Pay Statement fr pay perid ending January 31, 2009

11 11 View Yur Cmpensatin Histry Yu can view yur cmpensatin histry by clicking n the Cmpensatin Histry link under Payrll and Cmpensatin n the AS/PepleSft menu. Click n the View Anther Date Range buttn t chse anther timeframe. Update Yur W-4 Tax Infrmatin Yu can update yur federal tax infrmatin by clicking the W-4 Tax Infrmatin link under Payrll and Cmpensatin n ASU/PepleSft menu. Enter the ttal number f allwances yu

12 12 wuld like t claim, any additinal amunt yu wuld like withheld frm each paycheck (if needed), and marital status. Click n the Submit buttn t cntinue. Enter yur ASU/PepleSft passwrd t verify yu identity and click n the Cntinue push buttn t save the data. This will autmatically update the PepleSft HR database. Once yu submit the tax infrmatin, yu will be directed t the Cnfirmatin Page. Click the OK push buttn t return t the W-4 Tax Infrmatin page.

13 13 After saving, yu shuld receive an cnfirming yur tax changes. The will be sent t the Primary address indicated n yur Persnal Infrmatin Summary page. Update Yur Direct Depsit IMPORTANT! Please ensure that the Ruting Number and Accunt Number represent nly a Checking and/r Savings Accunt. Mney Markets, bank lan numbers, r any ther type f accunt may cause yur direct depsit t be returned and may delay yur payment. Als ensure that Amt/Pct clumns add up t 100%. Yu can update yur direct depsit distributin by clicking n the Direct Depsit link under Payrll and Cmpensatin n the ASU/PepleSft menu. IMPORTANT! Please ensure that the Ruting Number and Accunt Number represent nly a Checking and/r Savings Accunt. Mney Markets, bank lan numbers, r any ther type f accunt may cause yur direct depsit t be returned and may delay yur payment. Als ensure that Amt/Pct clumns add up t 100%. If yu select mre than ne accunt, chse Balance as ne f the Depsit Type ptins s the ttal will add up t 100% f yur paycheck. T update yur current accunt type(s), click n the Edit buttn. T add an additinal accunt, click n the Add Accunt buttn.

14 14 Make the apprpriate changes and click n the Save buttn t submit the data. This will autmatically update the PepleSft HR database. Yu may click the View check example t make sure yu entered the crrect ruting and accunt number frm yur check. Click the OK buttn t return t the Direct Depsit page. Once yu have saved the direct depsit distributin, yu will be directed t the Save Cnfirmatin page. Click the OK buttn t return t the Direct Depsit page.

15 15 Benefits The Benefits sectin can be used t view yur current benefits infrmatin that is tracked in the PepleSft HR system. This includes such plans as medical, dental, flexible spending accunts, visin, life, disability, retirement and leave. This sectin will nt include deductins such as AFLAC r parking. These will be listed under Payrll and Cmpensatin n yur paycheck stub. View Yur Benefits Summary Yu can view yur Benefits Summary by clicking the Benefits link under Self Service n the ASU/PepleSft menu. This page is currently read nly. Nte: Beneficiaries will nt be listed in the ASU/PepleSft system. These are maintained in the Office f Human Resurces.

16 16 Emplyee Data Verificatin Frm Lgin t Self Service and verify that yur infrmatin is crrect as listed under: Persnal Infrmatin, Paryrll and Cmpensatin, and Benefits. If yur infrmatin is incrrect, print (See Page 18 fr Steps t Print) the screen shwing the incrrect data, highlight r circle that data and write the crrectin as it shuld be listed. Attach this frm t yur print-ut(s) and frward these dcuments t the Office f Human Resurces, Rm #235 in Cuncill Hall. Print-Out Example Is yur infrmatin accurate: Yes N Please Print Yur Name Date Please Sign Yur Name Date

17 17 Frequently Asked Questins When will I have access t the new Emplyee Online Self-Service system? All functinality will be available Wednesday, January 12, Hwever, yu will nt be able t view yur nline check stubs until January 21, Hw d I access the new Human Resurces Online Self-Service system? G t: and select the Emplyee Self-Service User Guide and fllw the directins prvided. Yu will need yur emplyee ID and passwrd as well. What if I tried t d this at my desk, but I cannt cmplete the prcess? An pen lab is available n January 12 th & 13 th frm 7:00 a.m. 4:00 p.m. in the Abernathy Annex, Rm #311. PepleSft experts will be available t assist yu with the prcess. Hw d I get my emplyee ID? Because yur emplyee ID is persnal and cnfidential infrmatin, yu must prvide picture identificatin t payrll r human resurces persnnel t btain this. T prtect yur infrmatin, we will nt prvide these ver the phne. Fr thse attending the pen lab, we will have emplyee ID numbers available t give yu at the lab. Please bring yur picture ID. Hw d I get my passwrd? Instructins fr setting up yur passwrd are lcated n page 4 f the Emplyee Self-Service Guide. Yur passwrd is unique fr each emplyee and shuld be maintained in a secure lcatin. Yu can custmize yur passwrd after the initial set-up. Hw d I print the verificatin if I chse t cmplete this prcess at my desk? Page 19 in the Emplyee Self-Service User Guide will prvide yu with the directins necessary t print this. Once I print the frm, what d I d with it? Submiit the frm and attachements t the Office f Human Resurces, Cuncill Hall Rm #235.

18 18 Can I have direct depsits t multiple accunts? Yes. Yu can make depsits t multiple accunts. See Payrll and Cmpensatin Direct Depsit Will I still get a pay stub if I am currently n direct depsit? Yes. Hwever, emplyees with direct depsit will receive pay stubs frm payrll upn request. Otherwise emplyees may preview and dwnlad this infrmatin nline thru the Emplyee Self-Service system. Yu will have access t yur pay stub 24 hurs a day. D we need t re-enrll fr Benefits r Direct Depsit? N. It is nt necessary t re-enrll t use these features Can I setup Direct Depsit nline? Yes. See Payrll and Cmpensatin Direct Depsit. Yu will need a valid ruting and accunt number frm yur banking institutin. Is Direct Depsit mandatry? N. Yu may cntinue t receive a paper check if yu desire. Can I request a print ut f my infrmatin fr my recrds? Yes. Yu wuld simply lgin and print the infrmatin yu need. Hw d I make changes t my infrmatin? Sme f the areas will allw yu t make changes yurself and sme are currently read nly, which will require yu t cntact Human Resurces t make changes. The Emplyee Self-Service User Guide clearly indicates which areas yu can update and which nes Human Resurces must update. Can I access this infrmatin remtely? Yes. Yu can lg nt the ASU website t access yur infrmatin.

19 19 Steps fr Printing Step 1: Navigate t the page yu want t print Step 2: Select File & click Print Preview Step 3: Select the Landscape page rientatin ptin Step 4: Select 100% frm the Shrink t fit drp dwn list bx Step 5: Click the Print icn