PeopleSoft Employee Self-Service User Reference Guide by lso20334

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									                                             PeopleSoft Employee Self-Service
                                                        User Reference Guide




             PeopleSoft Employee Self-Service
                  User Reference Guide




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                                                                                           PeopleSoft Employee Self-Service
                                                                                                      User Reference Guide




                                              Table of Contents
1.     Introduction to Employee Self Service ....................................................................... 3
2.     Logging on to Employee Self-Service via mylinks .................................................... 4
3.     Home and Mailing Address ........................................................................................ 6
       3.1. Add Mailing Address........................................................................................ 6
       3.2. Edit Home or Mailing Address ......................................................................... 8
4.     Phone Numbers ........................................................................................................... 9
       4.1. Add a New Phone Number ............................................................................... 9
       4.2. Edit Existing Phone Number .......................................................................... 11
       4.3. Delete Existing Phone Number ...................................................................... 12
5.     Email Addresses........................................................................................................ 13
       5.1. Add a New Email Address ............................................................................. 13
       5.2. Edit Existing Email Address........................................................................... 15
       5.3. Delete Existing Email Address ....................................................................... 16
6.     Emergency Contact Information ............................................................................... 17
       6.1. Add a New Emergency Contact ..................................................................... 17
       6.2. Edit an Existing Emergency Contact .............................................................. 20
       6.3. Delete an Existing Emergency Contact .......................................................... 21
7.     Direct Deposit Account Information ........................................................................ 22
       7.1. Add Direct Deposit Information ..................................................................... 22
       7.2. Edit Direct Deposit Information ..................................................................... 24
       7.3. Delete Direct Deposit Information ................................................................. 24
8.     W-4 Information ....................................................................................................... 25
       8.1. Edit Existing W-4 Information ....................................................................... 25
9.     Pay Statement............................................................................................................ 26
       9.1. View Pay Statement........................................................................................ 26
       9.2. Print Pay Statement ........................................................................................ 27
       9.3. Troubleshooting Pay Statement Viewing/Printing ......................................... 28




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1. Introduction to Employee Self Service
The new self-service functionality will allow employees to access, view, and in some
instances, modify their personal information at their convenience. Personal information
that will be available to each employee includes:

    Self-Service: Personal Information                 Self-Service: Payroll and Compensation
Home and Mailing Address – View and Modify             Direct Deposit Account - View and Modify
Phone Number - View and Modify                         W-4 Information - View and Modify
Email Address - View and Modify                        Pay Statement - View and Print
Emergency Contacts - View and Modify

This is employee personal information only. In order to change business information,
such as employee work address, phone number and email address, the employee must
contact his or her Human Resources Department.

The Newspaper Human Resources / Payroll department will continue to administer the
following:
    • Employee State and Local W4 changes




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     2. Logging on to Employee Self-Service via mylinks




Step       Description

1.         Access the mylinks Homepage:
           https://mylinks.newspapersupport.com/ht/

2.         Click Login.




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Step       Description

3.         Use the table below for guidance as you enter the values for the login screen.
4.         Click Sign In.




       Field Name                  Req.   Instructions / Definition             Values
       User ID                      Y     Enter your unique User ID.            EX: Trainer1
       Password                     Y     Enter your password.                  EX: Welcome




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     3. Home and Mailing Address
       3.1. Add Mailing Address




Step       Description

1.         Click on Employee Self Service.

2.         Click on Personal Information.
3.         Click on Home and Mailing Address.




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Step       Description

4.         Click on the *Address Type dropdown arrow and select Mail.

5.         Click on the Add button.

6.         Enter your mailing address in the fields provided. Click on the Save button.




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       3.2. Edit Home or Mailing Address




Step       Description

1.         Click the Edit button for the address that you wish to edit.



2.         Enter the correct address information in the fields provided.

           Note: The system will not allow you to back date your address change. However, you are
           allowed to enter a future date.
3.         Click the Save button.




                       Note: The system will not allow you to delete a Mailing or Home Address.




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     4. Phone Numbers
       4.1. Add a New Phone Number




Step       Description

1.         Click on Employee Self Service.

2.         Click on Personal Information.

3.         Click on Phone Numbers.

4.         Click on the Add a Phone Number button.




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Step       Description

5.         Select the Phone Type by clicking on the magnifying glass.

6.         Enter the Phone Number in the Telephone field provided.



7.         Click on the Save button.



8.         Click on the OK button.




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       4.2. Edit Existing Phone Number




Step       Description

1.         Enter the correct telephone number in the Telephone field.

           You do not need to enter characters, such as “-“or “/”. The system will automatically format the
           number. Note: The phone type will remain the same. If you wish to add a new type of phone
           number, such as “Pager”, you must follow the steps in section 4.1 Add a New Phone Number.


2.         Click on the Save button.



3.         Click on the OK button.




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       4.3. Delete Existing Phone Number




Step       Description

1.         Click the Delete button of the phone number that you want to delete.


2.         If you are sure you want to delete the number, then click Yes-Delete.



           If you do not want to delete the email address, then click No – Do Not Delete.




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     5. Email Addresses
       5.1. Add a New Email Address




Step       Description

1.         Click on Employee Self Service.

3.         Click on Personal Information.

4.         Click on Email Addresses.

5.         Click on the Add an Email Address button.




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Step       Description

6.         Select the Email Type by clicking on the magnifying glass.



7.         Enter the address in the Email Address field provided.




8.         Click the Save button.




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       5.2. Edit Existing Email Address




Step       Description

1.         Enter the correct email address in the Email Address field provided.

           Note: The email type will remain the same. If you wish to add a new type of email address, you
           must follow the steps in section 5.1 Add a New Email Address.
2.         Click the Save button.




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       5.3. Delete Existing Email Address

Step       Description

1.         Click on the Delete button of the email address that you want to delete.




2.         If you are sure you want to delete the email address, then click Yes-Delete.



           If you do not want to delete the email address, then click No – Do Not Delete.




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     6. Emergency Contact Information
       6.1. Add a New Emergency Contact




Step       Description

1.         Click on Employee Self Service.

2.         Click on Personal Information.

3.         Click on Emergency Contacts.


4.         Click on the Add an Emergency Contact button.




                       Tip! To simply view a specific contact’s information, click on the contact’s name




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Step       Description

5.         Enter your contact’s name in the *Contact Name field.
6.         Identify how the contact is related to you. Click on *Relationship to Employee drop down
           arrow.



7.         Does the contact have the same address as you? If yes, click in the provided checkbox.


           Select the Address Type in the drop down provided. If the contact’s address is not the same,
           then leave box unchecked.
8.         Does the contact have the same phone number as you? If yes, click in the provided checkbox.


           Select the Phone Type from the drop down provided. If the contact’s phone number is not the
           same, then leave box unchecked.




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Step        Description

9.          Enter the contact’s primary phone number in the Telephone field provided. This is the main
            phone number for the contact.
10.         To add additional phone numbers for the contact, click the Add a Phone Number button.



            Select the Phone Type from the drop down, and enter the phone number in the Phone Number
            field provided.
11.         Click the Save button.


12.         Click the OK button.




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       6.2. Edit an Existing Emergency Contact




Step       Description

1.         Click the Edit button for the contact that you wish to edit.


2.         Enter the correct contact information in the fields provided.

3.         Click the Save button.




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       6.3. Delete an Existing Emergency Contact




Step       Description

1.         Click Delete button for the contact that you wish to delete.


2.         If you are sure you want to delete the number, then click Yes-Delete.



           If you do not want to delete the email address, then click No – Do Not Delete.




                       Note: The system will not allow you to delete a Primary Contact. To change your
                       primary contact, click on the Change the primary contact button. Select the new
                       primary contact from the drop down list, and Save.




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     7. Direct Deposit Account Information
       7.1. Add Direct Deposit Information




Step       Description

1.         Click on Employee Self Service.

2.         Click on Payroll and Compensation.

3.         Click on Direct Deposit.

4.         Click on the Add Account button.




                       Tip! To simply view information for an existing direct deposit account, click on the
                       account type.




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Step       Description

5.         Select Account Type by clicking on the drop down arrow.



6.         Select the Deposit Type by clicking on the drop down arrow.



7.         Enter the remaining fields using the General Instructions provided at the bottom of the page.
                 •    Amount Percent
                 •    Routing Number
                 •    Account Number
                 •    Deposit Order (Note: If you select Deposit Type = “Balance”, then the system will
                      automatically change the Deposit Order to “999” when saved.)
8.         Click the Save button.




                       Note: If you are setting up direct deposit for the first time, the system will always
                       default your first direct deposit account to “Balance”.
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        7.2. Edit Direct Deposit Information




Step        Description

1.          Click the Edit button of the account that you want to edit.

2.          Enter the correct information in the fields provided.
3.          Click the Save button.


4..
            Click the OK button.

        7.3. Delete Direct Deposit Information
Step        Description

1.          Click the Delete button of the account that you want to delete.


2.          If you are sure you want to delete the account, then click Yes- Delete.


            If you do not want to delete the account, then click No – Do Not Delete.



              Note: The system will not allow you to delete an account with the Deposit Type Balance.
              However, you can edit the following Balance account fields: Account Type, Routing
              Number and Account Number.
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     8. W-4 Information
       8.1. Edit Existing W-4 Information




Step       Description

1.         Click on Employee Self Service.

2.         Click on Payroll and Compensation.

3.         Click on W-4 Tax Information.

4.         Enter information in the fields provided under the sections “W-4 Tax Data” and “Claim
           Exemption”. If you need assistance completing your W4 form, please contact your Human
           Resources department.
5.         Click on the Submit button.




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     9. Pay Statement
       9.1. View Pay Statement




Step       Description

1.         Click on Employee Self Service.

2.         Click on Payroll and Compensation.

3.         Click on View Pay Statement. Your most recent pay statement appears.

           To view your entire pay statement, you will need to use the scroll bar on the right hand side of
           the screen to page down and page up. If you notice any issues with your pay statement, please
           contact your local HR/Payroll department.




                       Note: To view a prior pay period, click on the link                      . Then
                       click on the link of the specific pay period to view.




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        9.2. Print Pay Statement




Step Description

1.
     To print the pay statement, choose View/Print or click on the icon:
2.   If you receive a Pop-up Block, left click on the Pop-up Block and choose Temporarily Allow Pop-ups




     You will recieve notification that Pop-ups have been temporarily allowed.
4.
     Click on the                      to view your pay statement in Adobe. Your payment should now appear.
5.
     In Adobe, Click the Printer Icon to print your pay statement.



                        Note: Please use caution when printing your pay statement. Verify the printer
                        selected and remember to pick up your pay statement immediately from the printer



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       9.3. Troubleshooting Pay Statement Viewing/Printing

Step Description

1.   If Adobe is not available on your computer, you will see the following message box appear:




2.   To continue, please follow the steps found on How to Use this Site on the mylinks homepage:




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