CCSDE mployee Self Service User Guide

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					Employee Self Service
         User Guide
       CCSD Version
                                                       Table of Contents
Employee Self Service Overview ............................................................................................... 3
     Navigation ........................................................................................................................... 3
ESS Home Page ....................................................................................................................... 4
     Personal Information ........................................................................................................... 4
     Announcements .................................................................................................................. 7
     Resources ........................................................................................................................... 7
     Time Off .............................................................................................................................. 7
     Paychecks ........................................................................................................................... 8
     Paycheck Simulator ............................................................................................................ 8
     View Last Year’s W2 ......................................................................................................... 10
     Employee Time Off ........................................................................................................... 12
ESS Menu Options .................................................................................................................. 14
     Pay/Tax Information .......................................................................................................... 14
     Personal Information ......................................................................................................... 22
     Profile ................................................................................................................................ 23




Last updated 3/9/2012
(Extracted from Munis® Employee Self Service User Guide, Munis Version 9.1)                                                    2
                          Employee Self Service Overview
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 ESS, the updates also
occur in the applicable Munis programs.
For employees, ESS provides access to personal information, pay, and tax information.


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.




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                                        ESS Home Page
The home page of the ESS application displays personal information, organizational
announcements, time-off, and pay details.




Personal Information
The Personal Information panel provides your information as stored in your employee record.
Click View Profile to view your personal profile.




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The Employee Profile page displays general information, demographic information, and DOE
Race details.




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You cannot update the General Information; if there is an error, 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 Update to save any changes; click Return to Personal Information to return to the
Personal Information page.
If you are a supervisor, and you have more than one employee with the same last name, the
screen displays the Name list where you can select the name of the employee whose profile
you are reviewing.




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Announcements
The Announcements panel displays organizational or other announcements that have been
entered using the Administration menu. 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
you can view. Available resources are added and maintained using the Administration
program.




Examples of organizational resources may be links to health insurer Web sites, company pay
schedules, or employee handbooks.

Time Off
The Time Off panel displays your vacation, sick, and personal time off. For the initial display,
the Time Off is the time currently available. Click Taken to refresh the panel to display time off
taken for the current year.




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Paychecks
The Paychecks panel 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.




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.




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   4. Click Return to return to the Paycheck Simulator page.




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View Last Year’s W2
W-2 Information provides wage and deduction details for a selected year.
From the main page, select the year to view from the Year list; the program displays the
details.




W2 Details




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W-4
W-4 displays your current W-4 details.




To change your W-4 information:
1. Click Edit W-4 Values.




2. Enter the revised data.




3. Verify that the information is correct by selecting the acknowledgement check box.
4. Click Submit.



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Employee Time Off
Employee Time Off displays the available time off and the taken time-off for categories
applicable to your organization.
For a summary of time off in a specific category, click Summary.




Click the calendar button in the Taken column to display a calendar highlighting the days taken
to-date for the current year.




The default value for the calendar view is the current calendar year; use the Year list to view
history for a previous year.




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The Calendar shows the information by month. To view details for a specific date, click the
date.




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                                      ESS Menu Options
In addition to information panels on the main page. Employee Self Service includes additional
options that provide access to your personal and employment information and that, with the
appropriate permissions, allow you to make changes to your information.




Available options are Benefits, Certifications, Expense Reports, Pay/Tax Information,
Performance Review, Personal Information, Position Transfer, Substitute Teaching, Time Off,
Time Sheet, and Training Opportunities. Your list of options may vary according to the
permissions and settings established for your user account.

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.
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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.




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(Extracted from Munis® Employee Self Service User Guide, Munis Version 9.1)         15
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.




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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 on the
Employee list.




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.




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   3. Click Calculate.
      The program displays the new adjusted amounts.




   4. Click Return to return to the Paycheck Simulator page.

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.


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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.



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To deposit amounts to more than one account:
   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.



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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.




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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.




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(Extracted from Munis® Employee Self Service User Guide, Munis Version 9.1)        22
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.




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.




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(Extracted from Munis® Employee Self Service User Guide, Munis Version 9.1)           23

				
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