Dunlap 323 Employee Web Portal Guide Version 2.0 (August 13, 2014)

Transcription

1 Table of Contents Dunlap 323 Employee Web Portal Guide Version 2.0 (August 13, 2014) 1. Web Portal Overview 2. Registration 3. Employee Resources 3.1. Information Center 3.2. Compensation 3.3. Attendance Enter Leave Request Modify or Cancel a Request 3.4. Tax Withholding 3.5. Profile Contact Information Emergency Contacts Personal Information Documents 1. Web Portal Overview The Web Portal is a convenient and efficient way for employees to access and update information about their employment with the Dunlap School District. All staff have access to the web portal. Staff can access the Web Portal from home at Staff can also access the Web Portal from the Dunlap Intranet, under ivisions Software / ivisions HR & Finance. 1

2 2. Registration All employees must register in the system upon their first use of the Web Portal, using their Dunlap network ID. (This is the part of the that appears before symbol. For example Fred Smith s would be fsmith@dunlapcusd.net and his Dunlap network ID would be fsmith. ) When registering be sure to complete the required information and follow the prompts. User Name: Your district login ( fsmith ) First Name: Your First Name ( Fred ) Last Name: Your Last Name ( Smith ) Display Name: Your first and last name. ( Fred Smith ) Address: Your district address. ( fsmith@dunlapcusd.net ) Password: Your District Password. To make the password as secure as possible, employees should use a password that combines numbers and letters. When all fields are filled, be sure to click Register. Do not use the Enter key on your keyboard. You will then be asked to complete information as prompted. Follow those links. 2

3 3. Employee Resources The Employee Resources Tab provides employees with the opportunity to view and/or update information about their benefits Information Center The Information center houses information about employee benefits, as well as information change forms, such as insurance enrollment and beneficiary forms. Employees can print and complete the forms and submit them to Payroll in the District Office if they have changes. Tax withholding forms re not included in that section of the portal, but may be submitted electronically (see section 3.4) 3

4 3.2. Compensation The Compensation tab provides information about an employee s pay, broken down by pay period, calendar year, or past W-2. Rather than receiving direct deposit slips, employees will access all of this information electronically. Employees will receive an directing them to the web portal when they are paid. Year-to-Date (YTD) pay information will be fiscal YTD (July 1 June 30), not calendar YTD. Calendar YTD information can be accessed on the web portal. Employees will no longer receive printed W-2 s, but will need to print W-2 s from the web portal instead Attendance Employees who do not require substitutes placed through Aesop will use the Attendance tab to report absences. All certified employees (except Administrators) and Teachers Aides will report absences via Aesop. All other employees will use the Web Portal. In the home screen of Attendance, all leave plans will be shown. 4

5 3.3.1 Leave Request To enter a Leave Request, click on Add Request. Fill in all required fields (those with a red arrows): Leave Plan choose the leave plan from the drop down box Units enter the time to be taken off Reason - type in the reason for the leave From Date To Date Notes to Supervisor should especially be completed for unpaid absences. 5

6 Click Submit Once Submit has been clicked, the leave will show. Click Done. 6

7 The Leave Requested will show in the bottom portion of the grid until it is approved. 7

8 3.3.2 Modify or Cancel a Request Employees may modify or cancel up until the point that it is approved. Click on Modify a Request or Cancel a Request. Any leave that has not been posted will show to be canceled or modified as shown below. 8

9 3.4. Tax Withholding A summary of an employee s tax withholding status is located in the Tax Withholding tab. This is also where an employee can alter a tax form. This can be done electronically, through the system by selecting the form and following the instructions provided Profile The Profile tab provides employees with the opportunity to view and/or update their personal information. All changes to personal information must be done via the system. Administrators will be able to see this info, once uploaded Contact Information Allows employees to update their contact info Emergency Contacts Allows employees to add emergency contact info Personal Information Allows employees to view information about any licenses, endorsements, or advanced education (for certified staff) on file with the District. Employees should verify this information and notify Human Resources of any changes that need to be made Employee Documents This function is not presently in use. 9