Employee Self-Service Guide

Transcription

1 Where to Find Employee Self-Service Lawson Employee Self-Service (ESS) can be accessed from our district webpage Scroll down and click on Staff Hub. ESS can be accessed either through the global navigation bar or the top right quick links. Navigation Tip! Lawson Employee Self-Service, (ESS) provides you with online access to view and change your personal information such as benefits, payment history, leave balances, and tax Information. You can also update your direct deposits, bank accounts, W-4 allowance, and personal information. InforCloudSuite A new computer or browser may initially take you to the InforCloudSuite page before the Tacoma login page. Selecting the o365.tacoma.k12.wa.us option on the bottom will redirect you to this TPS sign in screen. Navigation Tip! You must be using Microsoft Internet Explorer 10 or 11 to access ESS. Unfortunately, Apple, older Windows and mobile/tablet operating systems are not supported. TPS Sign in Screen

2 Login to ESS from Work To login to a work computer or a computer on the TPS network, simply click the (from work) option and sign in. Login to ESS from Home After selecting to login (from home), you will be taken to a Home Access sign in screen. IMPORTANT: If you login from a computer outside the district, you may need to add TPS-AD\ in front of your User Name. The next page will show an Internet Explorer icon Cloud ESS (Employee Self Service), click on the icon to begin the RemoteApp connection. Select Connect when the option is available. After a connection is established, you will see the TPS sign in screen.

3 Benefits Using ESS, employees can view the following: Beneficiary Benefit Plan Descriptions Benefit Enrollment Current Benefits Flexible Spending Account (including deductions from Flex-Plan and Legal Services information) Current Benefits Current Benefits View your current benefits by hovering over Benefits in the Employee Self-Service Bookmark and selecting Current Benefits from the expanded sub menu. Flexible Spending Accounts To access your spending account information, select Spending Accounts in the Benefits sub menu and click on the blue text link for one of the years listed to populate the Summary and Information. Flexible Spending Accounts

4 Leave and Professional Development Balances Balances To access your Leave and Professional Development balances, hover over Personal Information and select Leave Balances from the expanded sub menu. Individual Plan Balances Leave balances are broken down by individual plans. To select a plan, click on the tab for it along the top ribbon (additional plans may be available by clicking the More tab on the far right. The initial view will give total available time and earnings for that tab. The specific plan transaction details can be viewed by clicking the small gray arrow and expanding individual fields.

5 Pay Checks Extend the Pay menu from ESS and select Pay Checks. To view your pay checks, click on the blue date field and the information for that pay check will populate. To print a pay check, click on the Printable Pay Stub field on the left hand side (a new window will open) then click on Print in the upper right corner for your detailed pay stub. Payroll Information

6 Pay Check History Select Year to Date in the Pay menu to get a drop down box allowing you to select the year for which you want the total. Add Direct Deposit To ADD a new Direct Deposit, click on Direct Deposit in the Pay menu and follow these steps: 1. Click on Add 2. Select the appropriate radio button 3. Click on the magnifying glass 4. Change the filter to Bank 5. Select your bank name from the list Payroll Information

7 Add Direct Deposit (continued) 6. Fill out the remaining boxes (those with a red asterisk * are required fields) 7. Click Update to save your changes 8. Updates will be effective on the second payroll after they are received Remove Direct Deposit Click on Direct Deposit in the Pay sub menu and simply click the blue Close Account field in the row of the account you wish to close. Once done, send the autogenerated Payroll Representative to notify them of your changes. Partial Deposits If at least one bank account is already entered, clicking on Add again which will bring you to a modified Add screen. Instead of 100% of net automatically filled in, you will have the option to enter a Flat Amount or Percentage of Net you would like to be directed to the new account you are adding. Complete all the additional new account information and Update. After a partial deposit is added, send the autogenerated Payroll Representative to notify them of your changes. Payroll Information

8 Updating W-4 Tax Allowance Select Tax Withholding in the Pay menu to go to the Tax Withholding screen. Click on the little icon next to Tax Federal Withholding to open the W-4 change screen. Make your desired changes on the Withholding Allowance Certificate, click on Continue in the bottom right once your form has been updated. You will see a confirmation dialog confirming the changes and need to click Update to finalize and save your changes. Payroll Information

9 Accessing Employee Space To open the Employee space client, start by clicking on the 3-person icon in the top left of the Employee Self-Service home screen. An Infor Java application will run and the Employee Space (aka Talent Management) canvas will open (you may be required to sign in to the client). Employee Icon Click on the Employee icon to access the Employee Apps. Here you can open the Opportunities App at the bottom to apply for open positions as an internal candidate or the My Profile App to review and update your personal information. Navigation Tip! If you don t see the Employee icon, you will need to add it by right clicking anywhere in the empty space and selecting Library to open the list of libraries. Select Employee, then click Add to Canvas in the bottom right corner. Employee Space The Employee Space area is where employees can make changes to personal information like their address and phone number, view available job opportunities and apply as an internal applicant.

10 Employee Space Update Personal Information Open the My Profile App and select the Personal Information category to update your personal address, phone number, emergency contact, or address. Adding Contact Information To add a new phone number or contact start by selecting the appropriate Add icon in the top bar. Both icons will initiate a form for you to enter the information you wish to update. In addition to entering in the new information, you must enter an effective date and complete any fields with a red asterisk *. Choose whether to mark the new phone number as Preferred. Information marked as Preferred is used by the district to contact you. Your will always be your district . Once you have entered your information, click OK in the bottom right corner to save your changes. Personal Information

11 Adding Emergency Contacts To add emergency contact information, select Create. This will open a detail form so you can add or update the information that is no longer correct and enter an effective date for these changes. Adding or Changing Address To change existing address information, select Add Address or Change Address. This will open a detail form so you can update the information that is no longer correct, enter an effective date and reason for these changes. Click OK to save your changes. Employee Space

12 Employee Space Apply to Internal Job Postings As an employee, you will need to apply to district jobs as an internal applicant through Employee Space. Opening the Opportunities App in the Employee Library will open a screen displaying available district positions. Infor- Changing Personal mation To Select and double click a posted job. When it opens you click Apply Now. Applying will take you to the internal applicant screen where you can update the following: Profile Resume, Cover Letter or Letters of Reference Screening and Profile Questions Employment and Education History Competencies, Credentials and Achievements Acknowledgement When everything is complete, submit your application. change existing Personal Information, start by double clicking on the information you want to change. This will open a detail form and you can update the in-