Employee Self Service Payroll Instructions

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Employee Self Service (ESS) Viewing and Updating Payroll/Personal Information BALTIMORE COUNTY PUBLIC SCHOOLS Office of Payroll [email protected] 443-809-4240

Transcript of Employee Self Service Payroll Instructions

Page 1: Employee Self Service Payroll Instructions

Employee Self Service (ESS)

Viewing and Updating

Payroll/Personal Information

BALTIMORE COUNTY PUBLIC SCHOOLS

Office of Payroll

[email protected]

443-809-4240

Page 2: Employee Self Service Payroll Instructions

Table of Contents

Employee Self Service-Payroll ....................................................................................................... 3

Home Tab.................................................................................................................................... 4

Welcome Widget .................................................................................................................... 4

Updating Address................................................................................................................ 4

Quick Links ......................................................................................................................... 4

Forms and Websites Widget ................................................................................................... 5

Time and Leave Tab ................................................................................................................... 5

Leave Usage Widget ............................................................................................................... 6

Leave Balance Alerts Widget ................................................................................................. 6

Compensation Tab ...................................................................................................................... 7

Issued Checks/Advices Widget ............................................................................................... 7

Tax Information Widget ......................................................................................................... 8

Create Federal W-4 ............................................................................................................. 8

Tax Levies and Garnishment Widget ..................................................................................... 9

Direct Deposit Widget ............................................................................................................ 9

Electronic W-2 Widget ......................................................................................................... 10

Page 3: Employee Self Service Payroll Instructions

Employee Self Service-Payroll Follow the steps below to access the upgraded Employee Self Service (ESS):

1. Go to the BCPS One Web page by double-clicking the BCPS One icon on the

desktop or by typing www.bcpsone.bcps.org in the URL address bar of the selected

browser.

2. Log into BCPS One by clicking on the orange Login To: BCPSOne button.

3. Enter BCPS credentials and click on the Log In button.

4. Click on the Employee Self Service tile.

5. Upon successful log on, the Employee Self Service home page (similar to the one shown

below) will be displayed.

http://www.bcpsone.bcps.org/
Page 4: Employee Self Service Payroll Instructions

Home Tab

When a user logs on, the Home tab (shown below) is the default landing page. Each section

within the tab is referred to as a widget. To view and update personal information, change W-4

options, manage alerts, and notifications, etc., use the Home tab. The most commonly used tabs

are described below.

Welcome Widget

Updating Address

Users can complete a change of address by clicking on the Update Address link in the top

portion of this widget.

Quick Links

Several hyperlinks are available under the Quick Links portion at the bottom of the Welcome

Widget (shown below). Use these links as desired. These links are shortcuts to specific widgets.

The functionality of the widgets are explained later in the handout.

Page 5: Employee Self Service Payroll Instructions

Forms and Websites Widget

State Tax Form (MW507) can be found in the Forms and Website Widget located on Home

tab.

Clicking on attachment icon in the Attachment column will open a download screen (shown

below).

Click on the Download button and the screen prompting to open or save will be displayed at the

bottom of the page. (The screenshot shown below was taken using Internet Explorer).

Note: If the prompt does not appear, make sure the screen has been maximized. The Maximize

option is available from the top right-hand corner of the window.

Selecting the Open option will display the Maryland Tax Form (MW507) in a PDF.

Note: This form cannot be submitted from within the Employee Self Service. Complete, print,

and fax the form to the Office of Payroll at 410-887-7610 for processing.

Time and Leave Tab

To view leave balance and alerts, click on the Time and Leave tab. The two most commonly

used tabs are described in this handout.

Page 6: Employee Self Service Payroll Instructions

Leave Usage Widget

To view leave balance, use the Leave Usage Widget on the Time and Leave tab by clicking on

the View Leave Balance button.

Clicking on the View Leave Balance button will display the screen shown below.

Two links are available at the bottom of this window, Leave Activity by Date and Monthly

Leave Accrual and Usage. Use the links to view the desired information.

Leave Balance Alerts Widget

Use this widget to view the leave balance alerts. When the user is close to reaching the maximum

accrual or minimum balance of 0 for a specific leave event, a system-generated alert is generated

and is displayed in this widget.

Page 7: Employee Self Service Payroll Instructions

Compensation Tab

To view salary information, deduction details, and download paystubs, click on the

Compensation tab. The most commonly used widgets are described below.

Issued Checks/Advices Widget

Use this widget to download paystubs, and view issued checks and advices. To view the pay

stub, click on the Download icon in the Download column.

A screen prompting to open or save will be displayed at the bottom of the page (shown below).

Click on Open to view the pay stub in a PDF.

Note: If the prompt does not appear, make sure the screen has been maximized.

To view Pay and Deduction Details, click on the View Pay and Deduction Details button at the

bottom left-hand side of the window. This displays the pay and deductions for each pay period.

Three tabs are available in the Pay and Deduction Details screen (shown above).

The Pay Details tab shows the breakdown of the pay received

The Deduction Details tab shows each deduction that was taken from the gross pay

The Fringe Details tab will not show information

Page 8: Employee Self Service Payroll Instructions

Tax Information Widget

Use this widget to change the Federal W-4 information. Click on the Create Federal W-4 button

to update Federal tax information or click View Tax Withholdings/Allowances to view the

current tax allocations as desired.

Create Federal W-4

Complete the form by selecting the Federal Tax Marital Status, Total number of allowances

you are claiming and enter any additional amount, if any, the user would like to be withheld

from each paycheck.

Note: If the user claims “EXEMPT,” no Federal Taxes will be withheld from the pay until the

Federal W-4 is updated or until February of the following year. In February of the following

year, taxes will be reverted back to the standard “Single with 0 exemptions” unless the user

submits a new Federal W-4.

Page 9: Employee Self Service Payroll Instructions

Tax Levies and Garnishment Widget

Tax levies and garnishment information can be found in the Tax Levies and Garnishments

widget on the Compensation Tab.

Direct Deposit Widget

Changes to user’s direct deposit can be made through this widget.

Clicking on the View/Set up Direct Deposit button at the bottom of this widget will start the

direct deposit wizard (shown below).

Enter the required information and click on the Submit button. It is very important that

users verify the information is accurate before clicking on the Submit button.

Page 10: Employee Self Service Payroll Instructions

Note: The banking information will be validated electronically with the financial institution. If

there is a problem with the information, the user will be notified by the Office of Payroll. Direct

deposits are processed within 1-2 pay periods, during which time the user will receive a paper

check to the address currently on file.

Electronic W-2 Widget

The Electronic W-2 Widget allows users to have the option to go paperless and receive the W-2

form electronically. Click on the box giving consent will opt the user out of paper distribution of

the W-2 form. An electronic version of the W-2 forms will be available for download and to

print in ESS. Click the Submit button to authorize.

Contact the Office of Payroll with any questions at (443) 809-4240 or by emailing

[email protected].

mailto:[email protected]

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