Calaveras County Office of Education ESCAPE ONLINE EMPLOYEE PORTAL NEW USER REGISTRATION, OVERVIEW, & FAQS Escape is the Calaveras County Office of Education s Accounting and Payroll software. The Escape Online Employee Portal ( Portal ) is a secure website that allows employees to access important Personnel and Payroll information. At your desk or on the go, employees now have the ability to login and get the information they need. Employees can now view parts of their employee record, such as demographic information and leave balances. In some cases, employees will have the ability to update important Personnel and Payroll information. Below you will find the new user registration information and an overview of each of the currently available sections. If you have any questions or require any additional information, please don t hesitate to contact us at hr@ccoe.k12.ca.us or by calling the personnel office at 209-736-4662. New User Registration Go to the Calaveras County Office of Education (CCOE) website at www.ccoe.k12.ca.us scroll down the page on the right under Essential Links and click on CCOE Escape Online Employee Portal Logging In as a New User When employees log into the portal, the first action they must take is login. Generally, users will only see the Username and Password (and Select Org when employed by multiple school districts). In the Please Sign-in Window, new users must click on Register as a new user? at the bottom left. Please Note: If an employee is an employee of multiple school districts, the user will see a dropdown of the available orgs. Users can only log into one organization at a time. Page 1 of 8 Revised December 13, 2017
In the New User Registration window, complete all fields to register. Please be sure to use required format shown for the Date of Birth (mm/dd/yyyy). The minimum Password requirements are as follows: One upper case letter, one lower case letter, one numeric character, one special character, and a minimum of 8 characters total. Please Note: It is important you use your CCOE email address. If your registration isn t working, make sure you are using your legal first name, not a shortened or nickname. Once the New User Registration window is completed, click on the Submit button. The Escape Online Employee Portal system will send a Confirmation Key to the email address used during your New User Registration. You will need to enter the Confirmation Key into the Confirm User Setup Change field below within 5 minutes, or you will be timed out and forced to start over. Enter your Confirmation Key received via email into the Confirm User Setup Change field and click on the submit button. If you are successful, this will complete your New User Registration and the next window you will see will be the Please Sign-in window. At this point, please enter your email Username and Password that you previously established and click on the Sign-in button to begin your adventure in the Escape Online Employee Portal. Page 2 of 8 Revised December 13, 2017
If you have any questions or require any additional information, please don t hesitate to contact us at hr@ccoe.k12.ca.us or by calling the personnel office at 209-736-4662. Escape Online Employee Portal Overview Any place. Any time. Any device. Using your CCOE email address, go to the following website www.ccoe.k12.ca.us scroll down the page on the right under Essential Links and click on CCOE Escape Online Employee Portal Now you can view important personnel and payroll information! At your desk or on the go, login and get the information you need! For Employees: My Info: demographics, education, credentials, current and past assignments back to July 2016. My Benefits: benefits and leave information, including balances and usages back to July 2017. My Payroll: pay stubs, W2s, 1095s, payroll calculator for what-if tax changes, electronic submission of W4 and DE4 changes back to July 2017. For Supervisors: My Team: assignments, evaluations and contact information for direct reports. Page 3 of 8 Revised December 13, 2017
My Info: For employees: demographics, assignments, credentials, education Demographics Assignments Credentials Education Demographics: Current address, TB info, contact information, including emergency contacts. Assignments: Detailed list of all current and past assignments, along with location, from/thru dates, FTE, job category and job classification. Credentials/Professional Licenses: Detailed list of all credentials and professional licenses filed with the COE. Shows document number, issuance date, expiration date and more. Education: Detailed list of all degrees, trainings, education units, EL authorizations and assignment options. Page 4 of 8 Revised December 13, 2017
My Benefits: For employees: school year leave balances & activity, and health & welfare Leave Balances Leave Activity Health & Welfare Leave Balances: Current school year leave balance summary with drill down for usages/adjustments for each balance. Leave Activity: Detailed history of usages, including date, duration, type, units/hours, posted/pending, pay period reported and if the usage resulted in a dock of pay. Health & Welfare: Current and past health & welfare benefits. Page 5 of 8 Revised December 13, 2017
My Payroll: For employees: recent pay, previous pay, W2 s, 1095 s, payroll calculator and electronic tax change submission Pay Stub Tax Info Historical Pay, W2s, 1095 s Last Pay Stub: At a glance, summary information from your last pay stub: date, earnings, tax withholding, miscellaneous deductions withheld, Federal/State W4 information. Recent Paychecks: Detailed history of pay date, including gross and net pay, with one-click download of PDF for paychecks. W2 Statements: One-click download of W2 statements in the system. 1095 Statements: One-click download of Affordable Care Act 1095 employee statements in the system. Pay Calculator Tax Change Requests Payroll Calculator: Try different scenarios for changes to taxes, including marital status, allowances, additional amounts and more. This will provide general guidance and estimates. Although this information will be close it should not be relied upon. Tax/Deduction Setup Change Request: Submit a request to change federal and state withholdings. Copy the chosen scenario from the Payroll Calculator, includes approval process before posting and employee notification via email. Page 6 of 8 Revised December 13, 2017
My Team: For supervisors: complete information on your team and vacancies Team Information Vacancies Team Members Team Information: List of all your team members and positions that are not yet filled. Your team is based on the supervisor defined in the Escape Online Position record. Vacancies: At the top of the list are all of the vacant positions, helping you keep track of all positions you need to fill. Team Members: Each team member line includes employee name, job description, location, work phone and email, with the option to drill down. Team Drill Down Demographic Information: For each team member, scan demographic information, including name, address and emergency contact information. Assignments: Review all of the assignments held by a team member, even jobs not under your supervision. Education: See the education credits, records, and degrees for the team member. Leaves: Current fiscal year leave balance summary for the team member. Evaluations Scheduled Evaluations: For each team member, see scheduled evaluations, including rating, comments and evaluator. Page 7 of 8 Revised December 13, 2017
If you have any questions or require any additional information, please don t hesitate to contact us at hr@ccoe.k12.ca.us or by calling the personnel office at 209-736-4662. Escape Online Employee Portal FAQs 1) How do I login to the Escape Online Employee Portal? a. Please refer to the New User Registration information found on pages 1 and 2. 2) What information do I need to register as a new user? a. You will be required to provide your CCOE email address, first and last name, date of birth, and the last 4 digits of your Social Security Number. 3) What is my CCOE email address? a. Individuals assigned a CCOE email address typically use the first initial and last name (example: flast@ccoe.k12.ca.us). 4) What if I do not have a CCOE email address? a. Please contact the CCOE Personnel Department at 209-736-4662; or visit our office during regular business hours, 8:00am to 4:30pm, Monday through Friday (excluding holidays). 5) What if I forgot my Escape Online Employee Portal Password? a. Please use the Forgot your password? link located on the Please Sign-in Escape Online Employee Portal login screen. 6) I get the following error when I try to register, Information given does not match any records on file, what should I do? a. Your employee information must match the Personnel Services records. To verify your employee record on file, please contact the CCOE Personnel Department at 209-736-4662; or visit our office during regular business hours, 8:00am to 4:30pm, Monday through Friday (excluding holidays). 7) What if I submitted my registration, but never received a confirmation code? a. Please check your junk and clutter folders for an email from NoReply Escape. If you are still unable to locate the authorization code email, please contact CCOE Personnel Department at 209-736-4662. 8) Is my information secure? a. Yes. The CCOE Technology Department in partnership with Escape Technology has implemented multiple layers of security to ensure that your data is safe and secure. 9) Can I access the employee portal from my home computer or cell phone? a. Yes. The employee portal can be accessed from anywhere you have an internet connection. 10) Is there a Mobile App available? a. No. There is no App available at this time, however, the portal is mobile friendly and can be viewed from your smart phone or tablet. 11) My demographic information is incorrect or out of date, how do I get it updated? a. Please contact the CCOE Personnel Department at 209-736-4662; or visit our office during regular business hours, 8:00am to 4:30pm, Monday through Friday (excluding holidays). Page 8 of 8 Revised December 13, 2017