PeopleSoft Employee Self-Service (ESS) Guide · PDF file1 PeopleSoft Employee Self-Service...

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1 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

Transcript of PeopleSoft Employee Self-Service (ESS) Guide · PDF file1 PeopleSoft Employee Self-Service...

Page 1: PeopleSoft Employee Self-Service (ESS) Guide · PDF file1 PeopleSoft Employee Self-Service (ESS) Guide Overview Employee Self-Service transactions interface with the PeopleSoft Human

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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

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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

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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.

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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'

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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'

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Forgotten Password If you forget your password, follow these steps to obtain a temporary password:

If you click on the 'Forgot My Password?' link before you set up your hint questions and answers, the following message will appear:

000

Click on the 'Forgot

My Password?' link.

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.

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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:

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Personal Information Summary cont..

To change any of your personal

information, click on the 'Change…'

buttons below the appropriate section.

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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.

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View Paycheck Select 'View Paycheck' from the menu to view your current and prior pay statements. Each pay statement is available for 12 months.

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.

Click on the check date to view your pay

statement. Pay statements will launch as a

PDF file.

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Direct Deposit View/update your direct deposit by selecting 'Direct Deposit' from the menu Compensation History Here you can view your complete compensation history. 0

Click on 'Edit' to update your

direct deposit or click on 'Delete' to

delete it.

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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

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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

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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

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Insurance Beneficiary Summary View your insurance benefit summary as of a specific date

Dependent and Beneficiary Information View your current Dependent and Beneficiary information.

Access your dependent and

beneficiary coverage summary as

of a specific date

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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.

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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].

Click the 'X' to close your

browser window.

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2

NOTE: Closing your

browser window without

signing out will still

allow the potential for

others to see your record.