Employee Self Service

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1 Employee Self Service As of 4/21/16

2 Employee Self Service Employee Self Service (ESS) is an application created specifically for current employees and job applicants. ESS accesses information from, and stores information in, the Munis HR/Payroll programs. When you update personal information in ESS, the updates also occur in the applicable Munis programs. For employees: ESS provides access to personal information, pay and tax information, and certification information. Employees must have a valid ESS login to access the ESS application. For applicants: ESS provides information on current job opportunities, manages applicant information, and provides automatic distribution of future employment information. Registered applicants receive a personal identification number (PIN) for accessing their profile and prospective employment information. The web address for Norman Public School s ESS is: 1

3 From the Home page you have access to the Employment Opportunities for Norman Public Schools. In order to view your personal information you must log in. The log in button is located in the upper right hand corner. Log In When Log In is clicked it will prompt you to enter a User Name and Password. Your User Name will be your Employee ID number and your Password will be the last 4 digits of your Social Security number. You will then be prompted to enter your Current Password (last 4 digits of SS#) and create a New Password. Once you have logged in, your Home Screen should show the following options on the left menu: Home, Employee Self Service and Employment Opportunities. 2

4 Click on Employee Self Service to access your personal information. 3

5 ESS Home Page The home page of the ESS application displays resources (upper right hand corner), announcements, personal information (see page 11 for more details), time-off (see page 14 for more details), and paychecks (see page 6 for more details). You will choose the menu item on the left to look at detailed information for each option. In order to view the gross wages paid (blurred information) under Paychecks, you can click show paycheck amounts (or left click and drag your mouse over the area if you are using Chrome). 4

6 ESS Menu Item Resources The Resources option in the upper-right corner of the screen displays employee resources that are available. These resources can be links to helpful Web sites or individual documents. This instructional document can be found there. Announcements The Announcements panel displays organizational or other announcements. 5

7 Certifications Menu Item Certifications displays a list of your education or training certifications. This list includes the certification type, area, level, number, and effective and expiration dates. Pay/Tax Information Menu Item Pay/Tax Information provides current payroll and payroll history details. The payroll history is stored in the Munis Employee Pay History program. You cannot modify pay or tax information; it is display only. Pay/Tax Information displays a list of payment history records for the year. The default year is the current calendar year, but you can also view past years. Click Details to view more information for a specific pay period. Click on the tab to go back to summary information. 6

8 When you click Details, the program displays Check Detail, which contains the pay advice information for the check. 7

9 YTD Information The Year-to-Date Information page contains a cumulative view of payroll figures for a specific year. 8

10 W-2 and 1099-R The W-2 and 1099-R pages display information regarding federal and state taxes and withholdings. Due to the nature of these forms, you may not have access to both W-2 and R information for the same year. W-4 The W-4 page displays information related to your W-4. 9

11 Paycheck Simulator The Paycheck Simulator allows you to simulate adjustments to your pay, tax, or deductions in order to see how the changes would affect your total pay. The program does not permanently alter your pay records. To use the simulator: 1. Select the pay cycle for which you are simulating a change. (leave as Pay cycle 1) 2. Enter the pay, tax, or deduction changes. 3. Click Calculate. The program displays your current pay and your Simulation pay side-by-side. 4. Click Return to return to the Paycheck Simulator page. 10

12 Personal Information Menu Item The Personal Information section provides your information as stored in your employee record. You may review/change personal information under the Personal Information and the Employee Profile options. On the Employee Profile page, you cannot update the General Information; to update this information, please contact Personnel. 11

13 To be completed by Personnel at a later date Dictates if address/phone info is listed on Personnel Directory. Secured=Restricted Not Secured=Shown on listing The Demographic Information and DOE Race information is available for update. Make any required changes and click Update; the program confirms the changes by adding a notice at the top of the screen. Substitute Teaching Menu Item Substitute Teaching provides a view of your substitute teaching shifts for a specified year, as well as a list of any payroll checks that were processed. This information is stored in the Munis Employee Substitute Pay History program. The default value for the year is the current year, but you can select a different year. Click Date in the Check Date column to view the Pay/Tax information for a specific substitute shift. 12

14 The Substitute Teaching Calendar page provides a less-detailed, calendar view of your substitute shifts. 13

15 Time Off Menu Item Time Off provides information on your sick, vacation, convenience and personal business leave. To be completed by Personnel at a later date You may click on the leave type to view details. Details are displayed in list or calendar view. Calendar view displays more information about your absence. Note: Earned and Taken reflect calendar not school year. Currently Available is your correct year-to-date balance. 14

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