employee self service training...login to employee portal: once logged-in through employee portal,...

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Work Instruction

Employee Self Service Training

Purpose

The purpose of this training is to describe the common tasks that can be performed in Employee Self Service

Objectives

By the end of this lesson, you will be able to:

Navigate through Employee Self Service

View and update personal information

View paycheck, view leave balance, update direct deposit, update W-4 and view W-2

View compensation and stipend

Prerequisites

PeopleSoft Basic Navigation

Technical Requirements

Explorer 9 or higher

Windows XP or higher

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Contents Lesson 1 – Employee Self Service Navigation ........................................................................... 3

Lesson 2 – Personal Information ............................................................................................ 6

Personal Information Summary ............................................................................. 6

Name ................................................................................................................. 8

Home Address ..................................................................................................... 8

Phone Numbers ................................................................................................... 9

Emergency Contacts ........................................................................................... 10

Email Addresses ................................................................................................ 12

Ethnic Groups .................................................................................................... 13

Employee Information ........................................................................................ 13

Request Voluntary Resignation ............................................................................ 14

Lesson 3 – Payroll Data ....................................................................................................... 15

Paycheck .......................................................................................................... 15

Leave Balances .................................................................................................. 16

Direct Deposit ................................................................................................... 17

W-4 Tax Information .......................................................................................... 18

W-2 Forms ........................................................................................................ 20

Lesson 4 – Compensation Data ............................................................................................ 21

Compensation History ........................................................................................ 21

Stipend History .................................................................................................. 22

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Lesson 1 – Employee Self Service Navigation

In this lesson you will learn how to navigate and login to Employee Self Service. You can access

Employee Self Service from the HISD Homepage (http://www.houstonisd.org) and navigate to

Employees > Employee Self Service:

Another way is to navigate to Employees > Employee Portal:

http://www.houstonisd.org/

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Login to Employee Portal:

Once logged-in through Employee Portal, you will see Employee Self Service under My Account

Section. You can also view FAQs and Training Guide to learn more about Employee Self Service.

After you click on Employee Self Service, it will take you to the PeopleSoft login page where you will

enter your Network ID and Network Password. Should you experience difficulty logging in, please

contact the HelpDesk by email at: [email protected] or by phone: 713-892-7378.

Please enter your

Network Password

Please enter your

Portal Password

Please enter your

Network ID

Please enter your

Network ID

mailto:[email protected]

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Once logged-in to PeopleSoft, navigate to Main Menu > HISD Employee Self Service, you’ll be taken to

the Welcome page for Employee Self Service. The link names and descriptions are on the right of the

page. Tabs that allow for viewing/updating Personal, Payroll and Compensation are on the left of the

page.

You have completed lesson 1!

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Lesson 2 – Personal Information

In this lesson, you will learn how to view or edit your personal data. Under the Personal tab you will be

able to do the following: review your employee information and ethnic group, change address, phone

number, emergency contacts, add additional email address and/or get information to assist with

requesting voluntary termination.

Personal Information Summary

Personal Information Summary will allow you to review a summary of your personal information.

Selecting this option will allow you to update and/or revise personal information.

Click the Yes, protect my data check box if you do not want HISD to provide your home address, phone

number, social security number and personal family information to entities/agencies requesting

information.

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Name

Review your full name under Name section.

Selecting “Change Name” will trigger a pop up message stating the employees need to contact HR

Personnel Records at [email protected] to change their name.

Home Address

Review and update, if necessary, your home address. Selecting the button “Change home address” will

open a screen and allow you to edit your home address only.


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Click the edit icon to change your home address.

Once on the edit screen, please update your address. Please note, you are only able to enter “TX”

addresses. After verifying the information, click “Save”.

After saving the page, a Save Confirmation screen will appear. Click “OK” on the Save Confirmation

screen and it will return to the Addresses page where you will see the updated information.

Phone Numbers

Please review and update, if necessary, phone numbers. Click “Change phone numbers” to make

changes.

Type 10-digit number next to the Phone Type that’s being updated and click “Save”. Select

preferred, if applicable. There must be a preferred number.

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screen and it will return to the Phone Numbers page where you will see the updated information.

Emergency Contacts

Please review and update, if necessary, emergency contacts. Click “Change emergency contacts” to

make changes.

Select the edit icon to edit contact information.

Enter emergency contact’s name, relationship, address and phone numbers and click “Save”.

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screen and it will return to the Emergency Contacts page where you will see the updated information.

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Email Addresses

Please review and update, if necessary, your email address. Click “Change email address” to make

changes. Please note, you are not able to change the “Business” Email Address. You may only have

one “Other” email address.

Enter the email address, then click “Save”.


screen and it will return to the Email Addresses page where you will see the updated information.

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Ethnic Groups

This data is based on information you provided during the hire process and is view only. For questions

or changes, please contact [email protected].

Employee Information

Your gender, date of birth, last 4 digits of social security number, original start date, highest education,

last rehire date, if applicable, and years of service are located under Employee Information.

For incorrect information, please contact Human Resources at [email protected].



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Request Voluntary Resignation

To request voluntary resignation, click the Resignation Form link to get additional information.


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Lesson 3 – Payroll Data

In this lesson, you will learn to view or update the following payroll data by navigating to the “Payroll”

tab:

View paycheck

View leave balance

Update direct deposit

Update W-4 tax information

View W-2 forms

Paycheck

Select “View Paycheck” to view paystub for the selected pay period. You must configure your web

browser (Firefox, Chrome, or Explorer) to allow pop-ups to view Paycheck.

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Leave Balances

Select “View Leave Balances” to view leave balances for local personal, state personal, state sick,

vacation and supplemental sick. Incentive Retirement Bank will be available in April 2015.

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Direct Deposit

Select “Direct Deposit” to add to or edit your direct deposit options.

Adding an additional account requires you need to enter deposit order, account type, routing number,

account number, deposit type and the amount or the percent. After verifying the information, click

“Submit”.

A message screen will notify you of the effective date of the change(s). Click “OK” to continue to

the next screen.

A second message screen will require you to confirm the accuracy of the direct deposit changes.

Click “Yes” to agree that HISD is not liable for inaccurate information and to confirm the changes

you made are correct.

After clicking “Yes”, a Save Confirmation screen will appear. Click “OK” on the Save Confirmation

screen and it will return to the Direct Deposit page where you will see your updated information.

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W-4 Tax Information

Select “W-4 Tax Information” to review and update W-4 data. Enter the total number of allowances,

additional amounts, if desired, you want withheld from each paycheck. Also indicate your marital

status along with two questions related to that status, if applicable. If you are claiming any

exemptions, please complete the section titled Claim Exemption. After verifying the information, click

“Submit”.

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A message screen will notify you of the effective date of the change(s). Click “OK” to continue to

the next screen.

A second message screen will require you to confirm the accuracy of the changes. Click “Yes” to

agree that HISD is not liable for inaccurate information and to confirm the changes you made are

correct.

After clicking “Yes”, you will be asked to verify your identity by entering your Network password.

Click “Continue” to save the changes and a Save Confirmation screen will appear. Click “OK” on the

Save Confirmation screen and it will return to the W-4 Tax Information page where you will see the

updated information.

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W-2 Forms

Click on “Year End Form” to view your W-2. You must configure your web browser (Firefox, Chrome, or

Explorer) to allow pop-ups to view W-2. To request duplicate W-2’s, current or prior years, please

contact [email protected].



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Lesson 4 – Compensation Data

In this lesson, you will learn to view your compensation history and stipend history by navigating to

the “Compensation” tab.

Compensation History

Select “Compensation History” to view your compensation data for the last 12 months. Selecting the

Job Title link will take you to compensation information for the specific job title.

The Compensation History provides Employee Job Information and Salary History.

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Stipend History

Select “Stipend History” to view stipend payments received, stipend check dates, stipend amounts,

stipend earning codes and stipend descriptions for the last 12 months.


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