Employee Access Portal

Robinson ISD2016

HOME PAGE FOR EMPLOYEE ACCESS PORTALhttps://tx.esc12.net/EmployeeAccess/app/login?distid=161922

First time logging in choose New User

1. Enter your nine-digit social security number, birth date in the MM DO YYYY format and Zip Code

2. Click Retrieve

Create a New User Page 1

• Data to be verified Ensuring that you are authorized to use the system.

• Employee Number, Date of Birth, Zip Code, Last Name, and First Name fields are display only and cannot be modified.

Create a User Name - type a six-to-eight character user name. (No embedded spaces are allowed.) The name must be unique within the district; it is not case-sensitive.

Create a Password - type a six-to-nine alphanumeric password.

New password must be ….between 6 and 9 characters long.contain a number.contain an uppercase character.contain a special character.

Email- Enter your work email onlyThe system is not set up to use your home email

Hint Question -Type a question you will be asked in the event that you forget your password

Hint Answer - Type the answer to the hint (case sensitive)

SAVE

When you save it will pop you back to this screen.

You can now log in with your newly created username and password.

Inquiry Options Calendar Year to Date:

Allows you to view a year to date summary of various earnings.

You can reference prior years information

Current Pay Information Allows you to view your current pay information

set up in HR Some items have the option to request

modifications These requests are done under Self-Service and will

be discussed later.

Deductions Allows you to view your payroll deductions as they

currently exist in HR Modifications to deductions will not be allowed

through the portal. You will need to contact Payroll directly.

Earnings Allows you to view earnings and direct deposit

information

Leave Balance Allows you view leave information as it exist in HR

as of your most recent paycheck

W2 and 1095 Information Allows you to view your W2 and 1095 for the year

and previous years Previous year W2 can be viewed but not printed

Self Service Options Change Password

Allows you to change your password

Demographic Information Allows you to verify, enter and request

updates to your demographic information

Payroll Information Allows you to enter and request updates

to payroll information

Earnings Choose the Pay date

Your earnings statement will be available on and after payday

Basic information Campus, check #, Period Ending,

Withholding status and # of Exemptions

Earnings and Deductions Gross Earnings and Tax totals TRS deductions Other deductions Net Pay

Detailed Salary Breakdown Job Description and Salary

Breakdown Overtime Supplemental Pay Non-TRS Taxable Pay Non-TRS Non-Taxable Pay Deductions Leave

Earning statements can be printed for any Pay period

current or previous

Leave Balance Beginning Balance

Balance began the School year with

Advanced/Earned Balance of any days earned

since previous pay date (not applicable to most)

Pending Earned Balance of any days earned

but not processed until end of the next pay period

Used Number of days used

through the previous pay period

Pending Used Number of days pending but

not processed until the end of the next pay period

Available Balance Number of days available

based on processed and unprocessed data

Please note pending days and available

balance is subject to change prior to end of

pay period

Leave Balance Cont’d

Previous Leave Inquiries Leave used is available online

from May 1, 2015 forward To inquire about leave used

during a particular time frame Available through end of the

previous pay period Choose your From Date, To

Date and Leave Code Retrieve Note: Pending Leave data is

not available to pull

Calendar Year To Date

Choose the Calendar year you want to view

Below are Highlights of what you will see

Note all totals are based the Calendar Year displayed

• Contract Pay – Total Gross Base Salary

• Non-Contract Pay – Total Gross pay not covered under Base Salary (ex: Stipends)

• Supplemental Pay- Total Gross supplemental Pay (ex: extra duty)

• Withholding Gross – Total salary that Federal Tax is based on

• Withholding Tax – Total Federal Income Tax• • Medicare Gross – Total salary Medicare tax

is based on

• Medicare Tax – Total Medicare Tax paid

Choose the Calendar year you want to view

Below are Highlights of what you will see

Note all totals are based the Calendar Year displayed

• Annuity, Roth, 457 – If you pay into any of these this is the total paid for the year displayed

• Non TRS – Monies paid during the year not subject to TRS

• Non-TRS/Non-Tax – Monies paid during the year not subject to Federal Tax or TRS

• TRS Sal Reduction – Total paid into TRS for year selected

• TRS Insurance – Total paid to TRS insurance for year selected

• Health Insurance Deduction – Total – total paid for HI that is not sheltered by pre-tax plan

• Employer Proved Health Care – Total attributed to the ACA

Calendar Year To Date Cont’d

Current Pay Information Employment Information

Name, Address, Phone Employee # DOB, Gender Degree Earned Years of Experience

Total and in District Professional and Non-Professional

Frequency: Monthly W4 Information

Marital Status (withholding purposes only)

Exemptions Pay Campus Positions – Salary Breakdown

Title Payments (Total and Remaining) Annual Salary, Daily Rate, Monthly Rate

and Overtime Rate (if applicable)

Bank Info Direct Deposit Information as shown

currently in HR

Deductions W4 Deduction Info

Marital Status (withholding purposes only)

Number of Exemptions

List of Current Monthly Deductions

Description Staff Member Contribution Cafeteria Plan Employer Contribution

W2 and 1095

This will not be opened for viewing until after all tax forms are completed this year.

Prior Year W2’s and 1095 are viewable only and can not be printed.

New Password and Forgot Password To change your password choose

Self-Service Change Password Enter the New Password twice Update

Forgot your password Choose Forgot Password from the

Log in page You will be directed to enter your

SS#, DOB and Zip Code Retrieve You will be directed to Answer

your Hint Question and Submit

Demographic InformationUnder Self-Service Demographic information you have the ability to request a change to your demographic information from HR.

Changes to your name and/or DL require additional documentation. Please contact Angela @ X 706 to make these changes

To Request a Change

Enter the New Information in the appropriate box and Save.

An alert will be sent to my email and I will either approve the change or contact you if I have any questions

Email can not be changed. If you see an error with your email please contact Angela @ X 706

Payroll InformationUnder Self-Service Payroll information you have the ability to request a change to your W4 information.

Making this change will require additional documentation be submitted

Print a new W4 and submit it to HR/Payroll. The request for change will not be approved until a new signed W4 is received.

You can locate this form on our website risdweb.org under Administration/human resources/new employee documents

To Request a Change

Enter the New Information in the appropriate box and Save.

An alert will be sent to my email and I will approve the change once I receive your new signed W4.

PLEASE NOTE ANY CHANGES REQUESTED FOR THE NEXT PAY PERIOD MUST HAVE ALL DOCUMENTATION TO PAYROLL BY THE 1ST DAY OF THE MONTH TO BE PROCESSED. ANY REQUEST RECEIVED AFTER THAT WILL NOT TAKE AFFECT UNTIL THE FOLLOWING PAY PERIOD.

Effective as of the 2/12/2016 Pay Date

Wage/Earning statements will not be

printed and distributed to the campus.

All Earnings statements will be pulled by the individual staff member directly

from the Employee Access Portal.

All checks for substitutes and staff members not on direct deposit will be available for pick up at the administration building from 8:00 am-4:30 pm on payday.

Any checks not picked up by 4:30 pm will be mailed.

A LINK TO THE PORTAL WILL BE MADE AVAILABLE ON THE ROBINSON ISD WEBPAGE UNDER STAFF TOOLS.

Any questions regarding the Employee Access Portal please email Angela Bettinger at abettinger@robinson.k12.tx.us or call 662-0194 ext. 706