EMPLOYEE ACCESS THE BASICS FOR NEW HIRES
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1 EMPLOYEE ACCESS THE BASICS FOR NEW HIRES NWRDC Business Support Team Hours 8:00 5:00 Website: Phone (425) FAX (425)
2 TERMS OF USE: The information contained herein is licensed, trade-secret and proprietary and may not be used, disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As a condition of use, the User agrees to protect and keep the information from disclosure or falling into the public domain. The failure to comply with this agreement may result in the immediate termination of the User s right to access the information. Published by Northwest Regional Data Center 2121 W. Casino Road Everett, WA All rights reserved. Reproduction of any part of this manual, in any medium without written permission of Northwest Regional Data Center is prohibited. This edition is printed in the United States of America and the contents are subject to change without notice. Skyward is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin.
3 Table of Contents Sign Into Skyward Web... 1 Getting Started... 6 What You Have Access To... 7 Employee Information:... 7 Demographic:... 7 Personnel:... 7 Calendar:... 8 Accounts Payable Payments:... 8 Employee Online Forms:... 8 Payroll Information:... 9 Check History:... 9 Check Estimator: Calendar Year-To-Date: Fiscal Year-To-Date: Direct Deposit Information: W2 Information: W4 Information:... 12
4 Sign Into Skyward Web Go to Employee Access: Employee Access is an application that has several functions and variations a district could utilize. Your district may not be using all of the functions shown here. The Employee Access tabs that you see in this document will probably differ from those you see on your screen. The purpose of this handout is to give new hires an overview of the two most commonly used parts of Employee Access, Employee Information and Time Off and the sub options within each. Employee Access Basics 1
5 Before we begin.. Tips to remember: On any screen listing several summary lines (Browse Screen) you can expand the summary line to show more detail by clicking the small arrow on the far left of each line. On any screen listing several summary lines (Browse Screen) you can sort the data displayed by clicking the heading area above a column. The entire screen will resort by the column you click on. You can change the number of records displayed on a browse screen by adjusting the Records Displayed at the bottom left of the screen. You can Chart, Export to Excel, or create a Printer Friendly display with a click of an icon. How to Expand a summary line: Employee Access Basics 2
6 How to Re-Sort a browse screen: Original Order is by Year Click on the column heading Net Amount and the table is resorted by Net Amount. Re-Sorted by Net Amount Employee Access Basics 3
7 How to change the number of records displayed on a browse screen: The default number of records displayed is 20 Use the pull down menu to change the number of records displayed WARNING: The higher the number of records displayed, the longer it will take the system to refresh the browse screen. For records it will take seconds, records will take minutes. Depending on the size of your district it could take up to 5 minutes to refresh the screen at 2000 records. Employee Access Basics 4
8 How to Graph, Export to Excel, or Print the data on a browse screen: At the upper right of every browse screen there are 3 tool icons that will Graph, Export to Excel, or Print the data on the screen in that order Employee Access Basics 5
9 Getting Started From your Home Screen Menu select Employee Access Under Employee Access there are two tabs to view your individual information Employee Information Time Off The Employee Information tab: Employee Information has 2 sub Tabs. Employee Information Payroll The Time Off tab: Time Off has 2 sub options My Status My Requests Employee Access Basics 6
10 What You Have Access To Employee Information: Employee Information has up to 4 sub options Personal Information: Has two sub options. Demographic & Personnel Demographic: Employee Info: Displays your Name, Phone, Race & Ethnicity information Address: Displays your Primary and Mailing address Personnel: Personnel Info: Displays your Employee Type, Hire Date, Start Date, Building Location, Check Location, State ID Lane/Step History: Displays the history of your Placement, Effective Date, Lane/Step, Credits Professional Development: Displays your Degree/Credit information including Institution, Description, Start/Completed Dates, Credits Attempted/Earned Assignments: Per Assignment Year Displays your Position Type, Assignment, Group, Building Certifications: Displays your Certification Type, Certification #, Endorsement, Eligibility, Scope, State, Issue/Expiration Dates, Institution Employee Access Basics 7
11 Calendar: The Calendar will display District Information, Events, and your Time Off Requests by Date Accounts Payable Payments: Displays your Expense Reimbursements by date including Check Number and Check amount Displays of Checks and Invoices information is also available Employee Online Forms: Employee Access Basics 8
12 Payroll Information: Employee Information tab: Payroll has 7 sub options Check History: Displays your Payroll information by pay date including Check Date, Check Number, Gross Wages, Net Amount Displays of Checks and YTD Amounts are also available Employee Access Basics 9
13 Check Estimator: This option allows you to estimate what your pay would be if you were to change any of the factors that determine your Gross & Net Pay. This WILL NOT change your actual payroll information; it is only a simulation of how changes would affect your pay Items that you may adjust include Marital Status, Exemptions, Base Contract/Additional Pays, Deductions, Benefits Based on the scenario you set up the system will generate a simulated payroll stub Employee Access Basics 10
14 Calendar Year-To-Date: For each Calendar Year will display your total YTD Gross Wages, YTD Net Amount Displays of the detailed information for the selected Calendar Year is also available Fiscal Year-To-Date: For each Fiscal Year will display your total YTD Gross Wages, YTD Net Amount Displays of the detailed information for the selected Fiscal Year is also available Employee Access Basics 11
15 Direct Deposit Information: Displays Bank & Account information for where funds are Directly Deposited for you W2 Information: For each Calendar Year will display Federal Wages, Federal Tax, Social Security Wages, Social Security Tax, Medicare Wages, Medicare Tax, State Information A printable W2 Information Statement for a selected year is also available W4 Information: Displays your current W4 information including Tax State, Federal Marital Status, State Marital Status, Federal & State Allowances Your W4 information may also be printed Employee Access Basics 12
16 Time Off: The Time Off Tab has 2 sub options My Status: Displays Time Off Code, Allocated hours, Used hours, Remaining hours, Available hours, Unpaid hours for the Time Off Codes assigned to you Will also display and adjust for Approved & Waiting hours if Time Off Requests and Approvals is being used Employee Access Basics 13
17 My Requests: Displays a history of your Time Off Requests, both Time Off that has been approved or taken, and Requested Time Off. Details can be displayed by clicking the arrow to the left of each summary line This is also where you enter Time Off Requests by clicking the Add button. The upper part of the screen will display a summary of your Time Off balances, the lower part of the screen is where you enter a new Time Off Request Employee Access Basics 14
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