PeopleSoft Employee Self-Service (ESS) Guide Overview Employee Self-Service transactions interface with the PeopleSoft Human Resources system. These transactions enable you to review, add, update, delete (where appropriate) or submit for approval, changes to your personal profile information. Personal Information Summary The self-service transactions that make up the Personal Information summary are: Name change Emergency contacts Home/mailing addresses Email addresses Phone Numbers Marital status Ethnic groups Personal information Payroll and Compensation The self-service transactions that make up Payroll and Compensation are: Review paycheck Compensation history Voluntary deductions W-4 tax information Direct deposit W-2 forms, consent and reissue requests Benefits The self-service transactions that make up Benefits are: Benefits summary Benefit elections at hire Benefit elections for job status or qualifying life events Dependent/Beneficiary information Learning and Development Under Learning & Development you can access 'My Profile' and make updates to: Education Memberships Experience Honors/Awards Skills 1
Table of Contents Logging into Employee Self-Service (ESS)... 3 Setting up your hint questions and answers 4 Setting up your password... 5 Forgotten password 6 Navigating ESS Personal Information Summary 7 Payroll and Compensation 9 Benefits.. 13 Learning and Development.. 16 Signing out of Employee Self-Service (ESS) 17 2
Logging into Employee Self-Service (ESS) In order to log into Employee Self-Service, you will need to enter your employee ID and password. Links to ESS: Intranet: [if available, add the MO's intranet shortcut] Internet: http://mybenefits.trinity-health.org Click on 'My Self-Service' and follow the instructions for logging in For new employees, your user id is your employee ID. Your password is your first initial of your first name, last initial of your last name and your employee ID. Example: Edgar Employee, EE1234567 Enter your employee ID and password. For added security, you will also need to enter the text shown in the gray box. 3
Setting up your hint questions and answers If this is your first time logging in, you see the following screen. In order to proceed, you must first set up 2 security questions and answers. Here you will set up your 2 hint questions and answers: The available hint questions are: Choose your first hint question, and then type your answer in the 'response' box. Repeat these steps for your second question. When finished, click 'SAVE' and then 'OK' 4
You can click on 'Home' to return to the main menu. NOTE: Future logins will not require these steps. Setting up your Password After your initial login to ESS, you will receive the following message that your password has expired. Click the link 'Click here to change your password.' below: Here you will enter your current password and a new password Click 'Change Password' 5
Forgotten Password If you forget your password, follow these steps to obtain a temporary password: Click on the 'Forgot My Password?' link. If you click on the 'Forgot My Password?' link before you set up your hint questions and answers, the following message will appear: 000 Enter your User ID (your employee ID number) and click 'Continue' Type in the answers to your hint questions and click on 'Get Password'. A temporary password will appear. IMPORTANT: You must key in your temporary password manually. Copying and pasting will result in an error message that indicates your user ID and password do not match. After writing down your temporary password, you can close this window to return to the login screen. 6
Navigating ESS Home From the main menu, you can access Self-Service and select Personal Information, Payroll and Compensation, Benefits or Learning and Development Personal Information Summary The 'Personal Information Summary' page allows you to view a summary of your information or jump to a specific screen to view or update. The following screen shot displays what can be found in your Personal Information Summary: 7
Personal Information Summary cont.. To change any of your personal information, click on the 'Change ' buttons below the appropriate section. 8
IMPORTANT: If you change your name or marital status thru ESS, you also must submit a copy of your marriage license or divorce degree to [insert MO specific dept here]. If you wish to make changes to your benefit elections as a result of a marriage, divorce or other qualified status change, you must update your information and submit the required documentation within 30 days of the event. Please contact your [insert MO specific dept here] representative for details. Additional notes: ESS does not allow you to delete your business email address if it is populated The first emergency contact will be flagged as the primary contact. This can be changed if you add a second contact Currently, you cannot add a second address type. If you need to do so, please contact [enter MO dept here] Enter effective dates carefully. Errors in entering data may result in a default to the system date Payroll and Compensation Under Payroll and Compensation, you can access your paycheck, voluntary deductions, direct deposit, compensation history, w-4 tax information and w-2 forms. 9
View Paycheck Select 'View Paycheck' from the menu to view your current and prior pay statements. Each pay statement is available for 12 months. Click on the check date to view your pay statement. Pay statements will launch as a PDF file. NOTE: Year-to-date information will only reside on the most current pay statement. If you want a record of your compensation for the entire year, print the last pay statement of the year before the first pay of the new year. Voluntary Deductions Add deductions by selecting 'Voluntary Deductions' from the menu. 10
Direct Deposit View/update your direct deposit by selecting 'Direct Deposit' from the menu Click on 'Edit' to update your direct deposit or click on 'Delete' to delete it. Compensation History Here you can view your complete compensation history. 0 11
W-4 Tax Information Update the number of allowances, change your marital status or tax exemption status 00251722752 W-2 Forms, Consent and Reissue Requests 0 12
Benefits Benefits Home Access your Benefits Summary or click on 'Life Status Event' to make benefit elections or enter a life status change, e.g. birth, marriage 13
IMPORTANT: You are allowed to make certain changes to your benefit elections when you are hired or rehired, have a qualifying job status change, a qualifying life event or during open enrollment. Contact your [insert MO specific dept here] representative for more information. Benefits Summary If you are a benefits-eligible colleague, you can log on to ESS anytime to view a summary of your benefits. Dependent and Beneficiary Coverage Summary 14
Access your dependent and beneficiary coverage summary as of a specific date Insurance Beneficiary Summary View your insurance benefit summary as of a specific date Dependent and Beneficiary Information View your current Dependent and Beneficiary information. 15
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Learning and Development My Profile Your profile displays skills, competencies, education etc. You can review the content detail by navigating through the individual tabs. Content that can be updated will include an 'Add' link below each section and an 'Edit' and 'Delete' button next to each item. You must use the 'Save' button to save any changes. 17
Signing out of Employee Self-Service (ESS) IMPORTANT! Once you have finished viewing/updating Employee Self-Service, it is very important that you sign yourself out. By not signing yourself out, you are leaving your record open and available to view by others, especially in a shared workstation or kiosk. To sign out of Employee Self-Service, click on the 'Sign out' link [1] in the upper right hand corner and then close your browser window [2]. 2 Click the 'X' to close your browser window. 1 NOTE: Closing your browser window without signing out will still allow the potential for others to see your record. 18