Bay District Schools HR Portal Instructions 5/8/2015

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The Bay District Schools HR Portal can be used by employees to view specific items of information with regard to them which is maintained in the district s database.

Through this site, employees can also submit address and phone number changes, as well as view and print pay stubs for previously issued pay checks.

1 The Bay District Schools HR Portal can be used by employees to view specific items of information with regard to them which is maintained in the district s database. As of July 1, 2013, individuals will obtain pay check information via the HR Portal as we will no longer be generating direct deposit stubs. Opportunity to view and/or print is available. Through this site, employees can also submit address and phone number changes, as well as view and print pay stubs for previously issued pay checks. *Important note: As of May 2013, all individuals who have been assigned a 6 digit district employee ID number have access to the HR Portal. To access the Bay District Schools Human Resources portal: Open an internet connection and proceed to the Bay District home page at Left click on Employees C:\Users\ATC216\Downloads\HRPortal New doc 1

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2 On the Employees page, left click on HR Portal C:\Users\ATC216\Downloads\HRPortal New doc 2

3 Section 1: Initial logon For your initial logon to the HR Portal, you will be required to supply your 6 digit Employee ID number and the last 4 digits of your Social Security Number as the password. Note: If you do not know your Employee ID, refer to the Forgot your password or your Employee Id? section below. After clicking the Log In button, the following screen is displayed and an HR Portal Confirmation is sent to the address that is on file for you in the HR system. If you have a Bay District address established, this will be the Primary address designated and will always be utilized ahead of any alternate you may have on file. We recommend that you report and maintain an alternate (personal) address in the event your primary address is discontinued, as this way you would still have HR Portal access to your information. This can be maintained in the My Profile section of the HR Portal. C:\Users\ATC216\Downloads\HRPortal New doc 3

4 Follow these steps: 1) Click the Continue button on the screen above to return to the Log In screen. 2) In the user verification you receive (shown below), verify the logon attempt by following the instructions provided. C:\Users\ATC216\Downloads\HRPortal New doc 4

Enter the old password (last 4 digits of your SSN) and a new password (any combination

5 3) The following screen is displayed, requesting the establishment of a permanent password. Click the Continue button. 4) The following screen is displayed. Enter the old password (last 4 digits of your SSN) and a new password (any combination of at least 8 characters) and click Change Password. C:\Users\ATC216\Downloads\HRPortal New doc 5

6 5) If successful, a password change message will be displayed as shown below. Click on the Back button to proceed to the portal Log In screen. You may now logon with your new password. C:\Users\ATC216\Downloads\HRPortal New doc 6

7 Section 2: Forgot your password or your Employee Id? While attempting to logon, and your Employee ID or Password is unknown or forgotten, click on Forgot your password or your Employee Id?. The following screen is displayed. C:\Users\ATC216\Downloads\HRPortal New doc 7

8 Forgotten Password Bay District Schools HR Portal Instructions Follow these steps: 1) Enter your Employee Id and address and click the Submit button. (Note: The address provided must match the primary address on file for you) 2) In the Forgot Password you receive (shown below), change your password by following the instructions provided. C:\Users\ATC216\Downloads\HRPortal New doc 8

9 3) The following screen is displayed. Enter a new password (any combination of at least 8 characters) and click Change Password. 4) If successful, a password change message will be displayed as shown below. Click on the Back button to proceed to the portal Log In screen. You may now logon with your new password. C:\Users\ATC216\Downloads\HRPortal New doc 9

10 Forgotten Employee Id Follow these steps: 1) Click the Forgot your Employee Id? button 2) The following screen is displayed. Enter the last 4 digits of your Social Security number and address and click the Submit button. (Note: The address provided must match the primary address on file for you) C:\Users\ATC216\Downloads\HRPortal New doc 10

3) If successful, you will receive a Forgot User ID email that will reveal your Employee ID.

11 3) If successful, you will receive a Forgot User ID that will reveal your Employee ID. 4) The screen will inform you that an has been sent as shown below. Click on the Back button to proceed to the portal Log In screen. You may now logon. C:\Users\ATC216\Downloads\HRPortal New doc 11

12 Section 3: HR Portal pages Bay District Schools HR Portal Instructions The HR Portal home page is displayed above. It contains useful information from the HR & Payroll Department, as well as links to related web pages and applications. The pages that contain employee data specific to the user are displayed on tabs under the sea gull picture. Left click on any of these tabs to display that page. Notice that the user s 6 digit employee identification number is displayed on each page. A summary of each tab is listed below. My Profile This page displays the general demographic information of the individual; address, emergency contact, and post secondary education data. Address, phone, alternate address, and emergency contact changes can be submitted from this page using the Edit button. These changes will be reviewed by the HR Department and processed or rejected based on their review. In either case an is sent to the user summarizing the results. Note: Name changes must be done in person in the HR Department. Individual must provide legal proof of new name by presenting their new drivers license and social security card. C:\Users\ATC216\Downloads\HRPortal New doc 12

13 Taxes This page displays W2 type data pertaining to the most recently completed tax year. The employee s current federal tax filing status and W4 exemptions are also displayed. Note: Changes to tax filing status and exemptions must be performed by the completion of a new W 4 Form. This can be done by the individual in the HR Department or by downloading the W 4 form from the IRS website ( completing as desired and forwarding to the HR Department. Leave This page displays leave summary data for vacation, personal, and sick leave. The beginning balance for the current fiscal year is displayed followed by earned and used time by category. The current balance for each category is then calculated. Direct Deposit This page displays current direct deposit information on file for the employee. Note: Changes to your direct deposit information must be performed by the completion of a new Employee Authorization for Direct Deposit. This document can be obtained from the Forms area of the District website or from the Payroll Department. For questions or concerns, contact Nora Klunk in the Payroll Department at or (klunkna@bay.k12.fl.us). Cert This page pertains primarily to Instructors as it displays certificate information required for employment with the district. Contact Ann Smith with any questions about your Certificate data at (smithaf@bay.k12.fl.us). Inservice This page pertains primarily to Instructional staff as it displays a history of inservice sessions completed by the employee required to maintain the employee s certificate. By default, the page will display inservice sessions completed during the employee s current certificate period. Information is updated on a weekly basis therefore prior week attendance sessions may not be reflected. C:\Users\ATC216\Downloads\HRPortal New doc 13

14 To see a complete history of completed inservice sessions, left click on the History button. To see a summary of total inservice points for the current certificate period, left click on the Summary button. Contact Jenna Gortemoller at (gortevf@bay.k12.fl.us) with any questions about your inservice data. Pay Check This page displays the most current three fiscal years worth of pay checks for the employee. Use the Fiscal Year drop down box to select a different fiscal year. To display the details of a check, left click the desired check line in the box. To view/print the check or direct deposit stub, left click on the View/Print Check Stub button. C:\Users\ATC216\Downloads\HRPortal New doc 14

View and Print Online W-2 Forms

View and Print Online W-2 Forms Please Note: These instructions are intended to provide employees with basic information required to access the Online W-2 Form. The screen shots are provided for general reference purposes only. Your