Munis Self Service Employee Self Service User Guide Version 9.3 For more information, visit www.tylertech.com.
TABLE OF CONTENTS Employee Self Service... 3 Employee Self Service Users... 3 ESS Navigation... 3 ESS Home Page... 4 Personal Information... 4 Announcements... 7 Resources... 7 Time Off... 7 Paychecks... 12 Paycheck Simulator... 13 View Last Year s W-2... 13 Change Your W4... 14 Employee Time Off... 16 Pay/Tax Information... 18 YTD Information... 18 W-2 and 1099-R... 19 W-4... 19 Paycheck Simulator... 20 Salary Notification... 21 Direct Deposit... 21 Personal Information... 25 Profile... 25 Time Off... 27 Time Off Approvals... 28 Employee History... 29 Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 2
Employee Self Service Employee Self Service (ESS) is the Munis Self Service 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 information in MSS, the updates also occur in the applicable Munis programs. For employees, ESS provides access to personal information, pay and tax information, benefits, as well as training, certification, and performance information. For applicants, ESS provides information on current job opportunities, manages applicant information, and provides automatic distribution of future employment information. Employees must have a valid MSS login to access the ESS application; registered applicants receive a personal identification number (PIN) for accessing their profile and prospective employment information. Employee Self Service Users The Employee Self Service application requires users to have a unique username and password. If you are a site administrator, you can manually add users, or you can use the Migrate Users option in the Munis Self Service User Administration program that creates a set of ESS users from the Munis Employee Master program. Munis users are not automatically provided access to ESS, and there may be many employees who are not Munis users, but who do use ESS. See the MSS Employee Self Service Administration User Guide, Version 9.2, for more information on creating ESS user permissions. ESS Navigation On each page of the Employee Self Service application, a breadcrumb provides a guide for navigating the pages. For each page that you display, the breadcrumb identifies the path back to the previous pages. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 3
ESS Home Page The home page of the ESS application displays personal information, organizational announcements, time-off, and pay details. If you are a supervisor, the Employee Time Off section displays the time-off details for the employees who report to you. Personal Information The Personal Information pane provides your information as stored in your employee record. Click View Profile to view your personal profile. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 4
The Employee Profile page displays general information, demographic information, and DOE Race details. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 5
If you are a supervisor, and you have more than one employee with the same last name, the screen displays the Name list from which you can select the name of the employee for whom to view a profile. On the Employee Profile page, you cannot update the General Information; to update this information, click Human Resources at the bottom of the page to send a change notice to your Human Resources department. 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 and by sending you a confirming e-mail. Click Return to Personal Information to display the Personal Information page. Use the available options for each group to update your personal information. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 6
Announcements The Announcements pane displays organizational or other announcements that have been entered in MSS Employee Self Service Administration. If you have questions or comments regarding an announcement, or if you are submitting an announcement, click Contact to open your e-mail application with a message addressed to the Administration contact. 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 that are applicable to your organization. Available resources are added and maintained using MSS Employee Self Service Administration. Examples of organizational resources may be links to health insurer Web sites, company pay schedules, or employee handbooks. Time Off The Time Off pane displays your vacation, sick, and personal time off. For the initial display, the Time Off is the projected time available. Click Taken to refresh the pane to display time off taken for the current year. To request time off: 1. Click Request Time Off. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 7
The program displays the Select Dates page. 2. Highlight the dates for which to request time, and then click Continue. The program displays the Select Type page. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 8
3. Select the type of time-off. The program only displays available time-off. For example, if you only have vacation time available, the program only displays the vacation option; if you have vacation time and personal time available, the program displays an option for each. 4. Click Continue. The program displays a summary of your request. 5. Verify the time off request; change the numbers of hours, if necessary. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 9
6. Click Continue. The program provides a summary of the request. 7. Click Make Request. The program processes the request, distributes an e-mail to your supervisor indicating that approval is required, and displays the My Requests screen, with the more recent request included. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 10
Use the Calendar View option to view your current time-off in a calendar format. On the Time Off Calendar page, click Return to Previous View to return to the My Requests page. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 11
Paychecks The Paychecks pane displays information for the most recent pay periods where you received pay. You can view the Paycheck Simulator, Year-to-Date Information, or W-4 Information. The blurred image represents your year-to-date earnings. It displays initially as blurred for security purposes. Click Show Paycheck Amounts to convert the image to the dollar amount; click Hide Paycheck Amounts to return to the blurred image. Click View Details to display the Check Detail screen. Click Return to Pay/Tax Information to return to the Employee Profile screen. If your organization uses Tyler Content Manager for Munis, click the camera button to view a check image. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 12
Paycheck Simulator The Pay Check 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. 2. Enter the pay, tax, or deduction changes. 3. Click Calculate. The program displays the new adjusted amounts. 4. Click Return to return to the Paycheck Simulator page View Last Year s W-2 W-2 Information provides wage and deduction details for the previous year. To view details for a different year, select the year from the Year list. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 13
Change Your W4 W-4 displays your current W-4 details. To change your W-4 information: 1. Click Edit W-4 Values. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 14
2. Enter the revised data. 3. Verify that the information is correct by selecting the acknowledgement check box. 4. Click Submit. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 15
Employee Time Off Employee Time Off displays the available time-off and the taken time-off for employees who report to you. This pane displays if you are a supervisor. Use the arrow buttons to scroll back or forward to previous or future months. Click Requested or Taken to refresh the values for these amounts. To view a summary of time, hover your mouse pointer over the total amount for a time-off type; the program displays an on-screen summary. Click View Calendar to view the Requested or Taken time off in calendar view. The default value for the calendar view is the current calendar year; use the Year list to view history for a previous year. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 16
The Calendar shows the information by month. To view details for a specific date, click the date. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 17
Pay/Tax Information 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 year, but you can also view past years. Click View Details to view more information for a specific pay period. If you are a supervisor, you may be able to view pay/tax information for employees who report to you by selecting a name from the Employee list. If you are a supervisor and you have employees with the same last name, the program displays a list from which you can select the employee whose pay or tax information you are reviewing. When you click View Details, the program displays Check Detail, which contains the pay advice information for the check. YTD Information The Year-to-Date Information page contains a cumulative view of payroll figures for a specific year. If you are a supervisor, you may be able to view year-to-date information for employees who report to you by selecting a name on the Employee list. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 18
W-2 and 1099-R The W-2 and 1099-R pages display information regarding federal and state taxes and withholdings, which is available in the Munis W-2 and 1099-R programs. Due to the nature of these forms, you may not have access to both W-2 and 1099-R information for the same year. W-4 The W-4 page displays information related to your W-4. If you are a supervisor, you may be able to view W-4 information for employees who report to you by selecting a name from the Employee list. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 19
Paycheck Simulator The Pay Check 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. 2. Enter the pay, tax, or deduction changes. 3. Click Calculate. The program displays the new adjusted amounts. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 20
4. Click Return to return to the Paycheck Simulator page. Salary Notification The Salary Notification page displays information about your salary schedule. Salary notifications are created and generated in the Munis Employee Salary Notifications program. Direct Deposit The Direct Deposit page provides the details for your direct deposit accounts. If your organization allows, you can update the accounts and amounts allotted to each account using the ESS Direct Deposit page. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 21
To modify your direct deposit information: 1. Click the Change button for the account. The program displays a Change box. 2. Update the information and click OK. To deposit amounts to more than one account: Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 22
1. Click the Add a Percentage-Based Account button. The program displays the Add a New Account box. 2. Enter the new account details, establish the percentage of the total deposit to be allotted to this account, and click OK. The program accepts the new account and adjusts the percentage to the existing account so that the total deposit amount remains at 100%. To verify the changes to your direct deposit account details, select the check box immediately before the Submit Changes box. The label for this check box is user-defined and is assigned by your organization. As a result, the text for this check box varies. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 23
When you click Submit Changes, the program submits the changes to your Human Resources department for approval. Once they are approved, the changes are effective to the next payroll cycle. (Note: If your organization uses the prenote process for verifying direct deposit transactions, the change may be delayed until the prenote test is complete.) You cannot make additional changes until these changes have been approved. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 24
Personal Information The Personal Information page displays your contact information, as well as dependent information and emergency contacts. A system administrator may restrict the ability to update information on this page. This restriction is established in Employee Self Service Administration. The information found under Personal Information and Employee Profile is located in the Munis Employee Master program. When you change any of the information on these pages, the corresponding Employee Master record is updated. Note: For records updated from ESS, the audit record is identified with a username of munisweb. If changes are allowed, you can make changes to your mailing address and e-mail address. You can also maintain your telephone numbers, dependents, and emergency contacts. Profile The Employee Profile page displays general and demographic information, such as hire date and date of birth, as well as race and ethnicity information. This page also contains an option for contacting the human resources contact. If you are a supervisor, you may be able to view profiles of employees who report to you by selecting a name on the Employee list. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 25
If the Allow Editing of Demographics check box in Employee Administration is selected, you are able to change the values of the fields under Demographic Information. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 26
Time Off Time Off provides accrual information, allowing you to request time-off and to view your accrual requests. When you select Time Off, the page displays a list of your accrual information. Click Summary to the Earned/Used History page, which displays history for the selected accrual type. From the Earned/Used History page, click Calendar View to view the earned/used history in a calendar format. Click My Requests to view a list of requests currently pending. From the My Requests page, you can cancel a request or export the request to your Exchange calendar. When you click Export, the request is exported to your Microsoft Outlook calendar. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 27
Time Off Approvals If you are a supervisor who manages employees, you can approve time-off requests using ESS. When an employee requests time off using ESS, the program sends you an e-mail that contains a link to the ESS Time Off Approval option. In addition, when you access ESS, the Personal Information page displays a notice if there are time-off requests that require your action. To approve the request: 1. Click Time Off Requests. The program displays the requests. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 28
2. Click Calendar View to view time-off for the selected employee in a calendar format. 3. Click Approve or Deny. Employee History The Employee History page displays the time-off taken summary for the current year. Click Calendar View to review the details in a monthly calendar format. Munis Self Service - Employee Self Service User Guide, Version 9.3 Page 29