MUNIS Employee Self Service User Guide - v. 11.1

Transcription

1 MUNIS Employee Self Service User Guide - v. 11.1

2 Employee Self Service: Overview p. 1 Employee Self Service (ESS) is a Self Service application created specifically for current employees. ESS accesses information from, and stores information in, the MUNIS HR/Payroll programs. When information is updated in ESS, the updates also occur in the applicable MUNIS programs. ESS provides access to personal information, pay and tax information, benefits, expense claims, and more. This information is accessible via the left-hand menu in ESS, as shown below. Employees access ESS through this website: Effective March 1, 2016, employees sign into ESS using their Active Directory credentials. To sign out of ESS, an employee clicks his/her name in the top right-hand corner. Select Log Out. Left-Hand Navigation Menu The left-hand navigation menu is used to navigate around Employee Self Service. A user s location within the system is indicated by the blue bar. Home navigates to the MUNIS Self Services homepage. Employee Self Service navigates to the ESS homepage (p.2). Certifications displays any certifications the employee may possess that are relevant to his/her position (p.4). Expense Reports lists any expense reimbursements the employee has entered and allows him/her to add new expense reimbursement claims for eligible mileage, travel, and purchases (p.5). Pay/Tax Information displays the pay checks an employee has received for specific calendar years. It also expands a menu that allows an employee to view his/her Year-To-Date (YTD) Information, W-2, 1099-R. W-4, Paycheck Simulator, Salary Notifications, Total Compensation reports, and Direct Deposit information (p.6). Personal Information lists additional information, as noted in MUNIS, including Dependents and Emergency Contacts. Employees can also access their Employee Profiles via the Personal Information menu item (p.11). Time Off shows the beginning balance, leave used, and ending balance for each type of leave the employee is eligible to take (p.12).

3 Employee Self Service p. 2 The ESS Home Page houses four key pieces of information: - Announcements - Personal Information - Time off - Paychecks Announcements are posted by Mat-Su Borough School District admin staff and update as needed to communicate relevant information to staff. Personal Information lists the employee s name, address, phone number, and address, as it appears in MUNIS. To see additional information, click View Profile in the top right-hand corner of the Personal Information box. The profile lists additional information, including employee ID, primary work location, hire date, and date of birth.

4 Time off displays leave balances as of the employee s last paycheck. Please note: Time off requests are not entered in ESS. Time off requests are entered and approved in Aesop. ESS merely displays leave balances as of the last paycheck. p. 3 Paychecks display previous paychecks. The numbers are blurred for confidentiality. Click Show paycheck amounts in the top right-hand corner of the Paychecks box to view paycheck amounts. Click Details next to each pay date to view pay breakdown and deductions. Click the camera icon to view a copy of the paycheck.

5 Certifications p. 4 Certifications lists any relevant certifications the employee has, along with their expiration dates. If a position does not require certifications and/or the employee has no certifications on file with the Human Resourced department, the page will not display anything:

6 Expense Reports p. 5 In Expense Reports, an employee can view historical expense claims he/she has entered, including the description, ID number, statue, and total amount. To view additional details of a claim, click details. A screen will load that shows each line item on the expense claim. To delete an expense claim entered in error, click delete note: employees cannot delete claims that have already been reimbursed. To copy a claim, click copy. All expense claims are to be entered in Employee Self Service by clicking Add Claim in the left-hand navigation menu or by clicking Add a new claim at the top of the Expense Reports page. Expense claims are processed in MUNIS and included automatically on the employee s pay check. Per AR4133, all expense claims must be entered and approved within 90 days of the expense; otherwise, the District is not obligated to reimburse the claim. Instructions for entering new expense claims can be found by clicking Resources in the top right-hand corner of ESS.

7 Pay/Tax Information p. 6 When Pay/Tax Information loads, paychecks for a selected calendar year display. Toggle between calendar years by using the drop-down menu next to Year. Please note paycheck amounts are not blurred out on this page. Additional menu items related to an employees pay/tax are now available in the left-hand navigation menu. YTD Information displays an employee s gross YTD earnings and deductions. Toggle between calendar years by using the drop-down menu next to Year.

8 W-2 displays an employee s W-2 for a selected year. Toggle between calendar years by using the drop-down menu next to Year. To view a copy of the W-2, select View W-2 image in the top right-hand corner of the W-2 screen. p R forms display when available. If no 1099-R forms are available, the page will be blank:

9 W-4 shows entered W-4 information. To edit these values online, click Edit W-4 Values in the top right-hand corner of the W-4 screen. p. 8 Paycheck Simulator allows an employee to model changes hours, rate of pay, exemptions, and deductions to see how it affects a paycheck. To use Paycheck Simulator, enter new values into fields and click Calculate. To perform a new simulation, click Reset, enter new values, and click Calculate again.

10 Salary Notification allows an employee to print information related to their salary and contact Human Resources and Payroll. p. 9 Total Compensation identifies the employee s total cost to the District including the total paid compensation and the cost of benefits the employee receives, if applicable.

11 Direct Deposit lists the accounts into which an employee s pay check is deposited on payday. Accounts can be added, changed and deleted on this screen. p. 10

12 Personal Information p. 11 Personal Information displays an employee s home and addresses, tax form delivery options, telephone numbers, dependents, and emergency contacts. This information can be updated on this screen. Employee Profile is now available in the left-hand navigation menu. Employee Profile includes additional information, including employee ID, primary work location, hire date, and date of birth. Updates to this information must be communicated to the Human Resources department. A link at the bottom of the page opens an to the appropriate staff.

13 Time Off p. 12 Time off displays leave balances as of the employee s last paycheck. Please note: Time off requests are not entered in ESS. Time off requests are entered and approved in Aesop. ESS merely displays leave balances as of the last paycheck.