version 2 · 2.3 09/06 release of ceridian selfse rvice version 2.3/q306 employee role study guide...

Ceridian SelfService

Employee Role Study Guide

Version 2.4

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Publication Record

Software Version

Publication Date Description

2.3 02/06 Release of Ceridian SelfService Version 2.3 Employee Role Study Guide.

2.3 09/06 Release of Ceridian SelfService Version 2.3/Q306 Employee Role Study Guide.

2.4 09/07 Release of Ceridian SelfService Version 2.4 Employee Role Study Guide.

© 2007 by Ceridian Corporation All rights reserved. Printed in the United States of America.

Ceridian is a registered trademark of Ceridian Corporation. Product names mentioned herein may be trademarks and/or registered trademarks of other companies.

Contents iii

Ceridian SelfService Version 2.4 Employee Role Study Guide

Contents About this Guide............................................................................................. vi Overview......................................................................................................... vii

Goals ........................................................................................................ vii Audience ................................................................................................... vii

Guide Organization......................................................................................... viii Modules ..................................................................................................... ix

Module Icons ....................................................................................... ix Additional Resources......................................................................................... x

Module 1: Introduction to SelfService ........................................................ 11 Overview........................................................................................................ 12 Objectives ...................................................................................................... 12 Topic 1: Log In............................................................................................... 13

How to Log In to SelfService .................................................................. 13 Topic 2: Tour the Home Page ......................................................................... 14 Topic 3: The To Do Area................................................................................ 16

Company Message and Email Address Information .................................. 16 Workflow and Types of To Do Documents ............................................... 16

Questions........................................................................................................ 18 Answers ......................................................................................................... 19 Recap ........................................................................................................... 110 What’s Next ................................................................................................. 110

Module 2: Managing Personal Information................................................. 21 Overview........................................................................................................ 22 Objectives ...................................................................................................... 22 Topic 1: Viewing Employee Profile Information............................................. 23

How to View Employee Profile Information ............................................. 23 Topic 2: Changing Address Information ......................................................... 24

How to Change Address Information ........................................................ 24 Topic 3: Managing Dependents....................................................................... 26

How to Add Dependent Information ......................................................... 26 How to Edit Dependent Information ......................................................... 28

Topic 4: Maintaining Emergency Contacts.................................................... 210 How to Add Emergency Contact Information ......................................... 210 How to Edit Emergency Contact Information.......................................... 211

Topic 5: Changing Marital Status.................................................................. 213 How to Update Marital Status Information.............................................. 213

Topic 6: Managing the Birth or Adoption of Child ........................................ 214 How to Input New Dependent Information ............................................. 214

Topic 7: Updating Your Password ................................................................ 216 How to Update Password Information..................................................... 216

Topic 8: Updating Your Email Address ........................................................ 217 How to Edit Email Address Information ................................................. 217

Topic 9: Using Employee Reports................................................................. 218 How to Run Reports Using Crystal Reports 8.5 ...................................... 218 How to Run Reports Using Crystal Reports XI ....................................... 220

Topic 10: Contacting HR Administrators ...................................................... 222 Questions...................................................................................................... 223

Contents iv


Answers ....................................................................................................... 224 Recap ........................................................................................................... 225 What’s Next ................................................................................................. 225

Module 3: Maintaining Payroll & Tax Information.................................... 31 Overview........................................................................................................ 32 Objectives ...................................................................................................... 32 Topic 1: Viewing or Editing Timesheet Information ....................................... 33

How to Review A Timesheet (Closed) ...................................................... 33 How to Edit the Current (Open) Timesheet ............................................... 34

Topic 2: Viewing Your Earnings History ........................................................ 37 How to View your Earnings History ......................................................... 37

Topic 3: Managing Direct Deposit Information ............................................... 39 How to Edit Your Direct Deposits ............................................................ 39

Topic 4: Performing Check Calculations ....................................................... 311 How to Calculate Your Net Pay.............................................................. 311

Topic 5: Managing Your Federal Tax Form (W4) ........................................ 314 How to Edit Your Federal Tax Form (W4) ............................................ 314

Topic 6: Managing Your Retirement Contributions....................................... 316 How to Manage Retirement Account Information ................................... 316

Topic 7: Managing Expense Reports............................................................. 317 How to Enter Business Expense Report Information ............................... 317

Topic 8: Contacting Payroll Administrators .................................................. 318 Questions...................................................................................................... 319 Answers ....................................................................................................... 320 Recap ........................................................................................................... 321 What’s Next ................................................................................................. 321

Module 4: Accessing Company Information................................................ 41 Overview........................................................................................................ 42 Objectives ...................................................................................................... 42 Topic 1: Viewing Company Job Postings ........................................................ 43

How to View Company Job Postings ........................................................ 43 Topic 2: Viewing My Company Property........................................................ 44

How to View Company Property (Checked Out)....................................... 44 Topic 3: Searching the Employee Directory .................................................... 45

How to Search For Employee Information ................................................ 45 Topic 4: Searching the Company Document Directory.................................... 47

How to Search for Company Documents .................................................. 47 Questions........................................................................................................ 49 Answers ....................................................................................................... 410 Recap ........................................................................................................... 411 What’s Next ................................................................................................. 411

Module 5: Maintaining Benefits Information .............................................. 51 Overview........................................................................................................ 52 Objectives ...................................................................................................... 52 Topic 1: Viewing Benefits Summary Information ........................................... 53

How to View Benefits Summary Information ........................................... 53 Topic 2: Viewing Your Current Benefits Statement......................................... 56

How to View Your Current Benefits Statement......................................... 56

Contents v


Topic 3: Managing Deferred Compensation Elections..................................... 58 How to Edit Deferred Compensation Elections ......................................... 58

Topic 4: Updating Beneficiary Information................................................... 510 How to Update Beneficiary Information ................................................. 510

Topic 5: Contacting Benefits Administrators................................................. 512 Topic 6: Processing Life Event Changes ....................................................... 513

How to Update Benefits Following Life Event Changes.......................... 514 Open Enrollment .......................................................................................... 516 Questions...................................................................................................... 517 Answers ....................................................................................................... 518 Recap ........................................................................................................... 519 What’s Next ................................................................................................. 519

Module 6: Managing Training Information ................................................ 61 Overview........................................................................................................ 62 Objectives ...................................................................................................... 62 Topic 1: Viewing Course Information............................................................. 63

How to View Course Information ............................................................. 63 Topic 2: Viewing Current Class Information................................................... 65

How to Enroll in a Class........................................................................... 65 Topic 3: Viewing Employee Training Information .......................................... 67

How to View Your Employee Training Information.................................. 67 Topic 4: Contacting Training Administrators .................................................. 68 Questions........................................................................................................ 69 Answers ....................................................................................................... 610 Recap ........................................................................................................... 611 What’s Next ................................................................................................. 611

About This Study Guide vi


About This Study Guide

In This Introduction

Overview......................................................................................................... vii Goals ........................................................................................................ vii Audience ................................................................................................... vii

Guide Organization......................................................................................... viii Modules ..................................................................................................... ix

Module Icons ....................................................................................... ix Additional Resources......................................................................................... x

Overview vii


Overview The Ceridian SelfService Employee Role Study Guide teaches you the processes involved in the Ceridian SelfService Employee module. SelfService is a web based application that allows employees, managers and system administrators to manage employee data via the web. It offers control to employees over editing their personal, payroll, HR and training data. This guide provides examples that you can use in your own work environment, as well as explanations of specific functions and related topics.

Goals After completing this study guide, you should be able to:

n View earnings statements and information on retirement contributions

n View and update direct deposit and tax information

n View and enroll in training courses and classes

n View and update benefit information

n View your employee profile

n View and update address, dependent, emergency contact, and marital status

n View current job postings, company property, the employee directory, and company documents

n Update your personal password and email address

n Contact the HR, Benefits, and Payroll departments via email

Audience This study guide is for users who are responsible for maintaining their own human resources, benefits, and payroll information through Ceridian SelfService.

About This Study Guide viii


Guide Organization The guide consists of the following modules:

n Module 1: Introduction to SelfService describes the basic processes and activity areas you need to be familiar with in SelfService.

n Module 2: Managing Personal Information describes the Personal Information options that are available on the SelfService home page. This area provides links that allow you to maintain and edit your personal employee information.

n Module 3: Maintaining Payroll & Tax Information describes the Payroll & Tax Information options that are available on the SelfService home page. This area provides links that allow you to review, setup, or modify your earnings, taxes, and direct deposit information.

n Module 4: Accessing Company Information describes the Company Information options that are available on the SelfService home page. This area provides links that allow you to access company information and documents.

n Module 5: Maintaining Benefits Information describes the Benefits options available on the SelfService home page. The Benefits area includes links to your benefits summary information and current benefits statement, along with the ability to update deferred compensation elections and beneficiary information. This module also teaches the process of updating benefits due to life event changes.

n Module 6: Managing Training Information describes the Training options that are available on the SelfService home page. This area provides links to available courses, current and upcoming classes, and your personal training history.

Modules ix


Modules Each module provides explanations of specific SelfService Employee Role functions and related topics as well as processes that describe how to perform these functions.

Module Icons The following icons are used in this guide:

Overview Provides a conceptual framework for the material covered in the module. Objectives Lists specific tasks that you should be able to perform after completing a module. Explanation Introduces a topic or subtopic and explains its significance.

Process Describes a process that is important to understand, but not to be performed in the workshop. Examples use general information, and numbered steps are not bold. Tip Provides supplemental information about the current topic that helps you perform a task more easily or efficiently. Reference Points to additional relevant information available in Help, on Ceridian’s Web site, or in print sources Warning Indicates that you may lose or corrupt data if a point is not taken into account. Reminder Emphasizes important points that pertain to the task at hand.

Questions Indicates questions to be answered about the material in a module. Answers Indicates answers to questions.

Recap Lists specific tasks that you should be able to perform after having completed a module. What’s Next Provides a brief description of material presented in the next module.

About This Study Guide x


Additional Resources Refer to the following documentation for additional system information:

n Help

n Ceridian SelfService Version 2.4 Manager Role Study Guide

Module 1: Introduction to SelfService 11


Module 1: Introduction to SelfService

In This Module

Overview........................................................................................................ 12 Objectives ...................................................................................................... 12 Topic 1: Log In............................................................................................... 13

How to Log In to SelfService .................................................................. 13 Topic 2: Tour the Home Page ......................................................................... 14 Topic 3: The To Do Area................................................................................ 16

Company Message and Email Address Information .................................. 16 Workflow and Types of To Do Documents ............................................... 16

Questions........................................................................................................ 18 Answers ......................................................................................................... 19 Recap ........................................................................................................... 110 What’s Next ................................................................................................. 110



Overview This module describes the basic processes and activity areas you need to be familiar with in SelfService.

Objectives After completing this module, you will be able to:

n Log in to SelfService

n Navigate the home page

n Identify the activity areas available on the home page

n Access the Home, Tutorial, Help, Logout, and About links

n Understand the purpose of the To Do area on the home page

Based on your company set up, not all activities that are included in this module and subsequent modules may be available under the Employee role. Also, if your company has customized SelfService, you may see additional activities on the page.



Topic 1: Log In

Log in to Ceridian SelfService at the online address provided by your administrator. You'll need to enter your user name and a password (also provided by your administrator). The first time you log in, you will be required to change your password.

Your system administrator may also set up password expiration limits that will require you to change your password after a specific number of days. If you sign in with an expired password, SelfService will redirect you to the Password page where you will be required to update your password.

Once you've begun using SelfService, you may change your password at any time. You can also set up a password reminder. If you forget your password, there is a link you can click on the log in page to display your reminder.

How to Log In to SelfService To log in to SelfService:

1. Open your Internet browser. 2. Enter the SelfService URL address and press Enter. The Ceridian Self

Service login page appears.

3. Enter your user name where Type User Name appears. 4. Enter the password provided by your administrator in the following field. 5. Click Go. The Ceridian SelfService home page appears.

If you exceed the maximum number of log in attempts, your account may be locked. Contact your system administrator if this occurs.

If you forget your password, click here to view your password reminder.



Topic 2: Tour the Home Page

After you log in to SelfService you will be at the home page for the application. All activities are initiated from the home page.

Within SelfService, user roles determine specific security rights to access certain product functionality. Roles are assigned to each SelfService user. Some users have multiple roles assigned to them. For example, a company's managers are also its employees, so some users will be assigned the Manager role and the Employee role.

Users with different roles (employee, system administrator, etc.) see different menu options that include links to access available activities.

The activity areas pictured are those seen by the Employee (role) at log in.



The activity areas and their descriptions are as follows:

n Personal Information – This area allows you to update your own personal data, such as address or marital status.

n Payroll & Tax Information – Use this area to view and manage your payroll information, such as time sheets, direct deposit and tax data.

n Company Information – Use this area to view company related information and download important company documents.

n Benefits – This area gives you access to your benefits information and allows you to enroll in benefits during open enrollment.

n Training – The training area lets you view and enroll in training classes as well as view courses you have completed.

At the top of the home page (and every page within SelfService) you'll find five links. They are:

n Home returns you to the home page from wherever you are.

n Tutorial – opens a link to available training documentation based on the user’s role.

n Help opens a separate series of SelfService Help windows, with a search and index feature.

n Logout logs the user out of SelfService and prevents access to employee information (until you log in again).

n About contains information about which version of SelfService your company uses.



Topic 3: The To Do Area The To Do area of the home page provides:

n Company Message information

n Your email address information (where SelfService will send all email correspondence)

n Information about any workflow items currently in progress

Company Message and Email Address Information Below the company message at the top of the SelfService home page, your current system email address will appear. If you haven't entered an email address, you will see the message "You have no email address on record." Click the link to enter one, or to change your email address at any time. The email address entered should be the one you check most often, so you are always kept uptodate of any changes that may affect your employee information.

SelfService also displays employee reminders on the home page. For example, during Open Enrollment periods, you will see a reminder to complete your new benefit elections, along with the length of time you have remaining to enroll.

Workflow and Types of To Do Documents Workflow refers to a process to which your company may or may not subscribe, enabling managers or system administrators the option of approving specific updates, requests, or changes to employee data. If your company does use workflow, you will occasionally see items in your To Do area that are pending (Pending Documents or Requests in Process). Pending items will be processed once they are reviewed and approved by a manager.

If your company does not use the workflow functionality, then the only documents you will see in the To Do area will be those you have begun, saved before finishing, and to which you intend to return at a later time (Documents Saved but Not Submitted).

n Documents you have submitted but which require workflow approval will appear as Pending Documents. SelfService keeps track of the number of



documents you have pending. Click Pending Documents to view them. Each document contains an ID, a description, and the date and time submitted.

n The number of Requests you have submitted will also appear if they require approval. Click Requests in Process to view them.

n Any documents you have begun, saved to finish later, but not yet submitted appear under the To Do items. Click Documents Saved but Not Submitted to continue working in them.

A link to the document submitted will appear beneath the column heading Document ID. Click it to view the change requested. Also, the Submitted Date and Time, Description, current Status of the request, and the document’s archive status will appear here.

Similar windows are available for Pending Documents (submitted) and Documents Saved but Not Submitted by clicking the links in the To Do area.



Questions Review what you have learned in this module by answering the following questions. Compare your answers to those on the next page.

1. True or False? The SelfService role assigned to a user determines the specific security rights to access certain product functionality.

2. True or False? All SelfService activities are initiated from the home page.

3. True or False? The link to online help is only available from the Self Service home page.

4. True or False? Workflow refers to a process that enables managers and system administrators the option of approving specific updates, requests, or changes to employee data.

5. If your company does not utilize workflow, which type of documents will you see in the To Do section of the home page?



Answers

1. True or False? The SelfService role assigned to a user determines the specific security rights to access certain product functionality. True

2. True or False? All SelfService activities are initiated from the home page. True

3. True or False? The link to online help is only available from the Self Service home page. False

4. True or False? Workflow refers to a process that enables managers and system administrators the option of approving specific updates, requests or changes to employee data.

True

5. If your company does not utilize workflow, which type of documents will you see in the To Do section of the home page? Documents Saved but Not Submitted



Recap Now that you have completed this module, you should be able to:

n Log in to SelfService

n Navigate the home page

n Identify the activity areas available on the home page

n Access the Home, Tutorial, Help, Logout, and About links

n Understand the purpose of the To Do area on the home page

What’s Next Module 2: Managing Personal Information teaches you how to access and maintain your personal employee information.

Module 2: Managing Personal Information 21


Module 2: Managing Personal Information

In This Module

Overview........................................................................................................ 22 Objectives ...................................................................................................... 22 Topic 1: Viewing Employee Profile Information............................................. 23

How to View Employee Profile Information ............................................. 23 Topic 2: Changing Address Information ......................................................... 24

How to Change Address Information ........................................................ 24 Topic 3: Managing Dependents....................................................................... 26

How to Add Dependent Information ......................................................... 26 How to Edit Dependent Information ......................................................... 28

Topic 4: Maintaining Emergency Contacts.................................................... 210 How to Add Emergency Contact Information ......................................... 210 How to Edit Emergency Contact Information.......................................... 211

Topic 5: Changing Marital Status.................................................................. 213 How to Update Marital Status Information.............................................. 213

Topic 6: Managing the Birth or Adoption of Child ........................................ 214 How to Input New Dependent Information ............................................. 214

Topic 7: Updating Your Password ................................................................ 216 How to Update Password Information..................................................... 216

Topic 8: Updating Your Email Address ........................................................ 217 How to Edit Email Address Information ................................................. 217

Topic 9: Using Employee Reports................................................................. 218 How to Run Reports Using Crystal Reports 8.5 ...................................... 218 How to Run Reports Using Crystal Reports XI ....................................... 220

Topic 10: Contacting HR Administrators ...................................................... 222 Questions...................................................................................................... 223 Answers ....................................................................................................... 224 Recap ........................................................................................................... 225 What’s Next ................................................................................................. 225



Overview This module describes the Personal Information options that are available on the SelfService home page. This area provides links that allow you to maintain and edit your personal employee information.

Objectives After completing this module, you should be able to:

n View Employee Profile information

n Change address and phone Information for yourself, your dependents and emergency contacts

n Maintain information on your dependents and emergency contacts

n Change marital status information

n Change your password

n Update your email address

n Review reports

n Contact an HR representative via email with questions

Some of the functionality contained within these topics will be available only if your company utilizes workflow. Refer toModule 1, Topic 3: The To Do Area.



Topic 1: Viewing Employee Profile Information On the Employee Profile page, you are able to review your Personal, Employment, Job, Compensation, Job Review, and Salary Review information.

How to View Employee Profile Information To view your employee profile:

1. On the Personal Information menu, click My Profile. The Employee Profile page appears. The page displays your information as of the current date.

2. To view your historical information, change the date in the field provided and click Refresh.

Bonus Information may or may not display based on company settings.

3. Click Cancel to close the window and return to the home page.



Topic 2: Changing Address Information You can view or update your current address and telephone information on the Change of Address page. Dependents and emergency contacts who share your address and phone number information can also be updated automatically when changes occur.

How to Change Address Information To view the change of address page:

4. On the Personal Information menu, click Change of Address. The Change of Address page appears.

5. Enter the effective date for any changes you wish to make, then update the appropriate information.

6. Check the boxes at the bottom of the page to automatically update any dependents and/or emergency contacts who share your current address and phone number information.

All fields marked with an asterisk* are required (cannot be left blank).



7. Click Save to preview your changes. The following message appears: "Please confirm your changes. If you wish to save, click Save again. If anything is incorrect, click Cancel to return to the previous page.”

8. Click Cancel to go back and correct any errors or click Save a second time to confirm your changes.

9. Click OK to close the confirmation window and return to the home page.

If your organization utilizes workflow for this type of change, you'll see a message similar to the following:

Click OK to close the window and return to the home page. You will also see a Requests In Process item in the To Do list area on the home page.



Topic 3: Managing Dependents SelfService allows you to add to or edit your dependent information. The ability to delete a dependent is only available if your company utilizes workflow.

How to Add Dependent Information To add a dependent:

1. On the Personal Information menu, click Dependents. The Dependents page appears.

2. Click Add. The New Dependent page appears.

If you plan to add a dependent that is already an employee of your company, a dependent of another employee, or an existing emergency contact for yourself or another employee, do not do so on this page. Contact your HR Administrator to process the information.

3. Enter the effective date for the new dependent.



4. Enter the dependent’s personal information.

5. Enter the dependent’s address information (if different than the default).

6. Enter the dependent’s telephone information (if different than the default).

7. Enter the dependent’s other information. Check the appropriate box if the dependent will also be your emergency contact.

8. Click Save to preview your changes. The following message appears: “Please confirm your changes. If you wish to save, click Save again. If anything is incorrect, click Cancel to return to the previous page.”


10. If your company is also using SelfService to maintain benefits, you may receive a reminder that you have made a life event change and need to update your benefits information:

Your changes have been saved. You have just made a life event change. Please click OK to return to the home page if you would like to update your benefits. OK

11. Click OK to close the confirmation window and return to the home page. An Enrollment notice reminder may also appear on the home page:

Life event changes are discussed inModule 5, Maintaining Benefits Information.



How to Edit Dependent Information To edit existing dependent information:

1. On the Personal Information menu, click Dependents. The Dependents page appears.

2. Click the dependent’s name that you wish to edit. The Changes to Dependent or Beneficiary Information page appears.

3. Enter the effective date for the change to the dependent’s information.

4. Update the appropriate information.






If you are using a past or future effective date for these types of changes, you may receive a “manual intervention is needed” message. If you receive this message, contact your HR Administrator.



Topic 4: Maintaining Emergency Contacts The Emergency Contacts page allows you to maintain your emergency contact information. Contact information can be viewed, added, deleted or changed.

How to Add Emergency Contact Information To add an emergency contact:

1. On the Personal Information menu, click Emergency Contacts. The Emergency Contacts page appears.

If your emergency contact is also your dependent, enter all data from the Dependent page (make sure the Emergency Contact box is checked). If you plan to add an emergency contact that is already an employee of your company, a dependent of another employee, or an emergency contact for another employee, do not do so on this page. Contact your HR Administrator to process this information.

2. Click Add. The New Emergency Contact page appears.

3. Enter the emergency contact’s personal information.



4. Enter the emergency contact’s address information (if different than the default).

5. Enter the emergency contact’s telephone information (if different than the default).

6. Enter the emergency contact’s other information. Check the appropriate box if this emergency contact is the primary contact.

7. Click Save to preview your change. The following message appears: “Please confirm your changes. If you wish to save, click Save again. If anything is incorrect, click Cancel to return to the previous page.”


9. Click OK to close the confirmation window. The Emergency Contacts page appears.

10. Click Cancel to return to the home page.

How to Edit Emergency Contact Information To edit existing emergency contact information:

1. On the Personal Information menu, click Emergency Contacts. The Emergency Contacts page appears.

Check this box to delete an emergency contact, then click Save.



2. Click the emergency contact’s name that you wish to edit. The Changes to Emergency Contact Information page appears.

3. Update the appropriate information.



6. Click OK to close the confirmation window. The Emergency Contacts page appears.




Topic 5: Changing Marital Status The Change of Marital Status page allows you to update your marital status and/or name.

How to Update Marital Status Information To update your marital status or change your name:

1. On the Personal Information menu, click Change of Marital Status. The Change of Marital Status page appears.

2. Enter the effective date of the change.

A change in your marital status does not update your tax withholding status.

3. Enter the appropriate change information.

4. Click Save to preview your changes. The following message displays: “Please confirm your changes. If you wish to save, click Save again. If anything is incorrect, click Cancel to return to the previous page.”


6. If your company is using SelfService to maintain benefits information, you may receive a life event change reminder.

7. Click OK to close the confirmation window and return to the home page. An Enrollment Notice reminder may also appear on the home page.

If you entered a date on the Change of Marital Status window and clicked Save, that will constitute a change. Be careful to click Cancel to close the window if you do not wish to make a change.



Topic 6: Managing the Birth or Adoption of Child You can use the Birth or Adoption of Child page (or the Dependents page) to input data for new dependent children.

How to Input New Dependent Information To input new dependent data:

1. On the Personal Information menu, click Birth or Adoption of Child. The New Dependent page appears.



2. Enter the effective date for the new dependent.

3. Enter the dependent’s personal information.

4. Enter the dependent’s address information (if different than the default)

5. Enter the dependent’s telephone information (if different than the default).

6. Enter the dependent’s other information. Check the appropriate box if the dependent will also be your emergency contact.



9. As with adding a dependent using the Dependents page, if your company is using SelfService to maintain benefits information, you may receive a life event change reminder.

10. Click OK to close the confirmation window and return to the home page. An Enrollment Notice reminder may also appear on the home page.

Life event changes are discussed inModule 5, Maintaining Benefits Information.

If you plan to add a dependent that is already an employee of your company, a dependent of another employee, or an existing emergency contact for yourself or another employee, do not do so on this page. Contact your HR Administrator to process the information.



Topic 7: Updating Your Password The Password link on the Personal Information menu allows you to change the password you use to log in to SelfService. You may also enter a password reminder phrase to help prompt you if you forget your password.

How to Update Password Information To change your password or enter a password reminder:

1. On the Personal Information menu, click Password. The Password page appears.

2. Enter your old password for verification.

3. Enter your new password twice to verify that it was entered correctly.

4. Enter a phrase to help you remember your password. This phrase will appear if you click the Need a password reminder? link on the login page.

5. Click Save.



Topic 8: Updating Your Email Address The Email Address page allows you to input or change the email address that Self Service uses to contact you with important messages and updates. Each employee needs to set up an email address.

How to Edit Email Address Information To view or edit the Email Address page:

1. On the Personal Information menu, click Email Address. The Email Address page appears.

2. In the My email address is text box, enter or change your email address.

3. Click Save.



Topic 9: Using Employee Reports If your company allows employee access to the Reports Library, you can select, view or print available reports from this page.

The following process explains how to run employee reports in SelfService if your company is not using HR/Payroll Web with Crystal Reports XI. If your company is using HR/Payroll Web with Crystal Reports XI, refer to the next process in this topic.

How to Run Reports Using Crystal Reports 8.5 To select, view and print reports:

1. On the Personal Information menu, click Employee Reports. The Employee Report Selection page appears.

2. In the Report section, select the desired report.

3. In the Report Dates section, enter the desired Starting Date and Ending Date.

For pointintime reports, the Starting Date is used to provide data effective as of the Starting Date specified. For date range reports, the Starting Date and Ending Date are used to provide data in effect during the date range specified. Although the default is the current date, dates can be changed to provide historical information.

The reports that display are dependent on the security access associated with your SelfService log in.



Two options are available to run an employee report. Display in Browser or Email. Both require Adobe Reader. Both options are discussed here.

To display the report in your browser:

1. In the Output Selection section, select Display in Browser.

2. Click Save to generate the report. The Generated Report page appears.

3. Click the link to view the report. Based on your company’s report security settings, you may have to enter a password to display the report.

4. Close the report to return to the Generated Report page.

5. Click Cancel to return to the Employee Report Selection page.


To email the employee report:

1. In the Email Address section, enter a valid email address.

2. In the Output Selection section, select Email.

3. Click Save. The Generated Report page appears with a confirmation that your report has been sent.

4. Click Cancel to return to the Employee Report Selection page.

5. After the recipient receives the email, they can click the link provided in the email to access the report.



How to Run Reports Using Crystal Reports XI To select, view and print reports:

1. On the Personal Information menu, click Employee Reports. The Employee Report Selection page appears.

2. In the Report section, select the desired report.

3. In the Report Dates section, enter the desired Starting Date and Ending Date.

For pointintime reports, the Starting Date is used to provide data effective as of the Starting Date specified. For date range reports, the Starting Date and Ending Date are used to provide data in effect during the date range specified. Although the default is the current date, dates can be changed to provide historical information.

The reports that display are dependent on the security access associated with your SelfService log in.



Two options are available to run an employee report. Display in Browser or Email. Both require Adobe Reader. Both options are discussed here.

To display the report in your browser:

1. In the Output Selection section, select Display in Browser.

2. Click Run. The report displays in your browser. If a Security Information message displays, click Yes.

3. Close the report to return to the Employee Report Selection page.


To email the employee report:

1. In the Email Address section, enter a valid email address.

2. In the Output Selection section, select Email.

3. Click Run. The Generated Report page appears.

4. Click the link. The Manage Emailed Reports page appears.

Success in the Status column indicates that the report was successfully sent to the email address entered on the Employee Report Selection page.

After the recipient receives the email, they can click the link provided in the email to access the report. Clicking the link opens the SelfService log in page. Only individuals with a valid login ID and who have the appropriate security access are able to view the report.


Select the Delete check box and click Save to delete the report.

Click this button to view the report.



Topic 10: Contacting HR Administrators The Contact for HR Questions link on the Personal Information menu launches your email software and preloads the address of your company’s HR Contact for SelfService questions.




1. You can use the Employee Profile page to view what types of information? Select all that apply:

Personal Information Employment Information Job Information

2. True or False? The Employee Profile page only allows you to view your employee information as of the current date.

3. True or False? Dependents and emergency contacts who share your current address information can be updated automatically when you make changes on the Change of Address page if the appropriate options are checked.

4. True or False? If you are adding a dependent that is already an employee of your company you can do so on the Dependents page.

5. True or False? A change to your marital status also updates your tax withholding status.

6. Which of the following is not an available option under the Personal Information area on the home page? Change of Marital Status Change of Address Update of Beneficiaries Birth or Adoption of Child



Answers

1. You can use the Employee Profile page to view what types of information?

All categories (Personal Information, Employment Information and Job Information) apply.

2. True or False? The Employee Profile page only allows you to view your employee information as of the current date.

False – You may enter a date and Employee Profile will show you the information as of that date.

3. True or False? Dependents and emergency contacts who share your current address information can be updated automatically when you make changes on the Change of Address page if the appropriate options are checked. True

4. True or False? If you are adding a dependent that is already an employee of your company you can do so on the Dependents page.

False – If you are adding a dependent that is already an employee of your company, you must contact your HR administrator to process the information.

5. True or False? A change to your marital status also updates your tax withholding status. False

6. Which of the following is not an available option under the Personal Information area on the home page? Update of Beneficiaries is not an available option




n View Employee Profile information

n Change address and phone Information for yourself, your dependents and emergency contacts

n Maintain information on your dependents and emergency contacts

n Change marital status information

n Change your password

n Update your email address

n Review reports

n Contact an HR representative via email with questions

What’s Next Module 3: Maintaining Payroll & Tax Information teaches you how to view and update your hours, earnings, and tax information.

Module 3: Maintaining Payroll & Tax Information 31


Module 3: Maintaining Payroll & Tax Information

In This Module

Overview........................................................................................................ 32 Objectives ...................................................................................................... 32 Topic 1: Viewing or Editing Timesheet Information ....................................... 33

How to Review A Timesheet (Closed) ...................................................... 33 How to Edit the Current (Open) Timesheet ............................................... 34

Topic 2: Viewing Your Earnings History ........................................................ 37 How to View your Earnings History ......................................................... 37

Topic 3: Managing Direct Deposit Information ............................................... 39 How to Edit Your Direct Deposits ............................................................ 39

Topic 4: Performing Check Calculations ....................................................... 311 How to Calculate Your Net Pay.............................................................. 311

Topic 5: Managing Your Federal Tax Form (W4) ........................................ 314 How to Edit Your Federal Tax Form (W4) ............................................ 314

Topic 6: Managing Your Retirement Contributions....................................... 316 How to Manage Retirement Account Information ................................... 316

Topic 7: Managing Expense Reports............................................................. 317 How to Enter Business Expense Report Information ............................... 317

Topic 8: Contacting Payroll Administrators .................................................. 318 Questions...................................................................................................... 319 Answers ....................................................................................................... 320 Recap ........................................................................................................... 321 What’s Next ................................................................................................. 321



Overview This module describes the Payroll & Tax Information options that are available on the SelfService home page. This area provides links that allow you to review, setup, or modify your earnings, taxes, and direct deposit information.


n Input timesheet information

n Review your earnings statements

n Update your direct deposit Information

n Perform check calculations

n Update your federal tax form (W4)

n Access information about your retirement contributions

n Enter expense report information

n Contact a payroll representative via email with questions

Some of the functionality contained within these topics will be available only if your company utilizes workflow. Refer toModule 1, Topic 3: The To Do Area.



Topic 1: Viewing or Editing Timesheet Information On the Employee Timesheets page, you are able to view or edit (current only) timesheet information by pay period. The page displays a two year history of pay periods, and the top item always represents the current pay period. Selecting a previous pay period lets you view any past (closed) timesheet information. Selecting the current pay period allows you to view or edit the open timesheet.

How to Review A Timesheet (Closed) To review a (closed) pay period timesheet:

1. On the Payroll & Tax Information menu, click Timesheets. The Employee Timesheets page appears.



2. Click any previous (not current) pay period link to review its timesheet information.

3. Click Cancel to return to the Employee Timesheets page.


How to Edit the Current (Open) Timesheet To edit the current timesheet:

1. On the Payroll & Tax Information menu, click Timesheets. The Employee Timesheets page appears.



2. Click the open (current) pay period link and the Employee Timesheet page appears. Regular hours default to a value set by your system administrator for a standard work day.

3. Input or edit the types of hours worked per day using the dropdown menus.

4. Input or edit the number of hours worked per day.

5. To enter more than one pay type for a work day, click the button.

6. To delete the last pay type entered, click the button.

Verify the correct procedures for when you need to submit a timesheet and how to accurately complete your timesheet with your payroll administrator.

As you enter your hours by pay type, the totals display at the bottom of the timesheet.

Timesheets display in a calendar format, starting on the pay period begin date, and ending on the pay period end date.



7. Use the Summary section to verify the accuracy of your entries.

8. Click Cancel to return to the Employee Timesheets page. No changes will be saved.

9. Click Save to save any entries you have made. Saving allows you to return later to submit your timesheet.

Your timesheet can continue to be edited as long as the pay period is current and it is prior to the payroll cutoff dates established at your company.

10. Click Submit Timesheet to submit your timesheet. In order for the timesheet to be processed and sent to payroll, it must be submitted.

11. Click OK to close the confirmation window. The Employee Timesheets page appears.


If your organization utilizes workflow for this type of change, you'll see a message similar to the following:

Click OK to close the window and return to the home page. You will also see a Requests In Process item in the To Do list area on the home page. Once approved by your manager, your timesheet will be accepted into the system for processing.

Available pay types are designated by your system administrator.



Topic 2: Viewing Your Earnings History The Earnings Statements page allows you to view your earnings history for a particular check date.

How to View your Earnings History To view your earnings history:

1. On the Payroll & Tax Information menu, click Earnings Statements. The Earnings Statements page appears.

2. Click on a check number to display a detailed statement for a specific check date.

To access a check calculation worksheet, click Calculate this Check.



3. Click Printable Copy at the bottom of the window to view a printable copy of the statement.

4. Click the Calculate this Check link to calculate your earnings based on different federal tax, state tax or deduction information. The check calculations page is discussed later in this module.

5. Click Cancel to return to the Earnings Statements page.

6. Click Cancel to close the Earnings Statements page and return to the home page.



Topic 3: Managing Direct Deposit Information The direct deposit feature in SelfService lets you make changes to your direct deposit information.

How to Edit Your Direct Deposits To edit your direct deposit information:

1. On the Payroll & Tax Information menu, click Direct Deposits. The Changes to Direct Deposits page appears. It displays your current direct deposit information.

2. Use the priority column to determine the order in which you want monies deposited.

3. Select the account type, Checking (C) or Savings (S), for each direct deposit.

4. Click the check sample link to see the location of the routing, account, and check numbers on a sample check.

Select the account type.

Enter the amount to be deposited.

Click this link to see the location of account information on a sample check.



5. Enter the Account Number for each direct deposit account.

6. Enter the Routing Number for each direct deposit account.

7. Enter the Amount to be deposited.

8. Click Yes for Deposit Remainder for the account that should receive the remainder of the funds (net amount) after all other dollar amounts have been specified.

In the sample above, the employee has elected to have $100 of his pay deposited in his Savings account, and the remainder of his pay deposited in his Checking account.

9. Click the Cancel box for an account to stop its existing direct deposit.



12. Click OK to close the confirmation window and return to the home page. If your organization utilizes workflow, your direct deposit change information will require appropriate approval before the change is processed.

Certain error messages may appear when entering your direct deposit information. These include:

n Invalid routing number (must already exist in the database)

n More accounts than system settings allow

n Accounts frequency is something other than every pay period

For any of these issues you must contact your payroll department.



Topic 4: Performing Check Calculations The Check Calculation Worksheet allows you to calculate your net pay based on changes to earnings, state tax, federal tax, and deduction information.

How to Calculate Your Net Pay To calculate your net pay using the Check Calculation Worksheet:

1. On the Payroll & Tax Information menu, click Check Calculations. The Check Calculation Worksheet page appears.

2. In the Earnings Information section, enter the Total Earnings which you want calculated.

All fields marked with an asterisk* are required (cannot be left blank).



3. Select or accept the Pay Type and Pay Frequency.

4. Enter or accept the check date.

5. In the State Tax Information section, select or accept the Primary State Tax Status. (Secondary State Tax Status is an optional field).

6. Select or accept the number of State Exemptions desired.

7. In the Federal Tax Information section, select or accept the Federal Tax Status and the number of exemptions desired.

8. In the Deduction Information section, enter the dollar amounts or percentages you want calculated for each available deduction.

9. Click Calculate. The Check Calculation Detail page appears with the earnings, tax, and deduction amounts based on the values you entered.



10. Click Back to return to the Worksheet to enter other values.

11. Click Cancel to exit the Check Calculation Worksheet and return to the home page.

The worksheet is used for financial planning only and does not affect any of your current earnings information.



Topic 5: Managing Your Federal Tax Form (W4) The Withholding Allowance Certificate (W4) determines your federal tax amount per check. If you are adding a dependent or changing your marital status, the Employee’s Withholding Allowance Certificate (W4) page can be used to change your withholding information. Using SelfService to update your W4 information is acceptable under IRS guidelines.

You may not be allowed to edit your Withholding Allowance Certificate (W4) due to preexisting federal adjustments or FICA overrides.

How to Edit Your Federal Tax Form (W4) To update your W4 information:

1. On the Payroll & Tax Information menu, click Federal Tax Form (W4). The Employee’s Withholding Allowance Certificate (W4) page appears.

2. Accept or update your Marital Status information.

3. If your last name differs from that on your social security card, check the box on line 4 and contact Social Security at the number provided for a new card.



4. Review and accept or update the number of federal allowances you are claiming.

5. Enter any additional federal amount you want withheld from each paycheck.

6. Verify whether you may claim exemption from federal withholding.




If you receive a message that you cannot view your W4 form, contact your payroll department.



Topic 6: Managing Your Retirement Contributions The Retirement Contributions link, if used by your company, allows you to manage your retirement account information.

How to Manage Retirement Account Information To manage your retirement account information:

1. On the Payroll & Tax Information menu, click Retirement Contributions. The 401(k) Account page appears.

2. If links are available, you can use the appropriate link to manage your retirement account information.

3. Click Cancel to close the 401(k) Account page and return to the home page.



Topic 7: Managing Expense Reports The Expense Reports page, if used by your company, allows you to enter business expense information.

How to Enter Business Expense Report Information To enter expense report information:

1. On the Payroll & Tax Information menu, click Expense Reports. The Expense Report page appears.

2. Enter a Starting Date and an Ending Date for your expense item.

3. Enter a Description and an Amount.

4. Use the Expenses menu to select the type of expense you are tracking.




Expense information submitted must go through an approval process (workflow) before any reimbursements are made. You will see a Requests in Process item in the To Do list area on the home page.

Use the calendar icons to quickly enter dates.



Topic 8: Contacting Payroll Administrators The Contact for Payroll Questions link on the Payroll & Tax Information menu launches your email software and preloads the address of your company’s Payroll Contact for SelfService questions.




1. True or False? In SelfService, timesheet information can be viewed for pay periods that have passed.

2. True or False? Timesheet information is processed when you click Save on the Employee Timesheets page.

3. True or False? You can calculate earnings based on different federal tax, state tax, or deduction information using the SelfService Check Calculations page.

4. On the Direct Deposits page, you can specify your deposit amount as well as (select all that apply):

Account Type Account Number Routing Number Account Frequency

5. True or False? Your federal tax exemption information cannot be updated using SelfService.

6. True or False? The submission of expense items through SelfService requires an approval process (workflow).



Answers

1. True or False? In SelfService, timesheet information can be viewed for pay periods that have passed.

True

2. True or False? Timesheet information is processed when you click Save on the Employee Timesheets page.

False – Timesheet information is processed when you click Submit Timesheet.

3. True or False? You can calculate earnings based on different federal tax, state tax, or deduction information using the SelfService Check Calculations page.

True

4. On the Direct Deposits page, you can specify your deposit amount as well as (select all that apply):

Account Type Account Number Routing Number

5. True or False? Your federal tax exemption information cannot be updated using SelfService.

False – Your federal tax exemption information can be updated using SelfService.

6. True or False? The submission of expense items through SelfService requires an approval process (workflow).

True




n Input timesheet information

n Review your earnings statements

n Update your direct deposit Information

n Perform check calculations

n Update your federal tax form (W4)

n Access information about your retirement contributions

n Enter expense report information

n Contact a payroll representative via email with questions

What’s Next Module 4: Accessing Company Information teaches you how to find out about open positions, review your currently checked out company property, search the employee directory, and access company documents.

Module 4: Accessing Company Information 41


Module 4: Accessing Company Information

In This Module

Overview........................................................................................................ 42 Objectives ...................................................................................................... 42 Topic 1: Viewing Company Job Postings ........................................................ 43

How to View Company Job Postings ........................................................ 43 Topic 2: Viewing My Company Property........................................................ 44

How to View Company Property (Checked Out)....................................... 44 Topic 3: Searching the Employee Directory .................................................... 45

How to Search For Employee Information ................................................ 45 Topic 4: Searching the Company Document Directory.................................... 47

How to Search for Company Documents .................................................. 47 Questions........................................................................................................ 49 Answers ....................................................................................................... 410 Recap ........................................................................................................... 411 What’s Next ................................................................................................. 411



Overview This module describes the Company Information options that are available on the SelfService home page. This area provides links that allow you to access company information and documents.


n Locate information on open job positions in your company

n Review your currently checked out company property

n Search the employee directory

n Search for company documents

All of the functionality contained within these topics is available regardless of workflow settings.



Topic 1: Viewing Company Job Postings On the Job Postings page, you are able to view all of the currently open positions in your company.

The format of this information will differ based on your HR/Payroll product.

How to View Company Job Postings To view all the currently open positions in your company:

1. On the Company Information menu, click Job Postings. The Job Postings page appears.

2. Click the Posted Date (link) for the job posting you want to display.

3. View the information, then click Cancel twice to return to the home page.



Topic 2: Viewing My Company Property The My Company Property page allows you to view a list of any company property that you have checked out.

How to View Company Property (Checked Out) To view a list of any company property you have checked out:

1. On the Company Information menu, click My Company Property. The My Company Property page appears.

2. Review the list of company property in your possession.




Topic 3: Searching the Employee Directory The Employee Directory Search page can be used to find an employee's telephone number, email address, and department.

How to Search For Employee Information To use the employee directory search page:

1. On the Company Information menu, click Employee Directory Search. The Employee Directory Search page appears.

2. To search for an individual employee’s information, enter their Last Name (or desired organizational information), then click Search. The Employee Directory Search Results page appears.

3. Click Cancel to return to the Employee Directory Search page.



4. To search for a specific group of employees, enter the desired organizational information, then click Search. The Employee Directory Search Results page appears.

To display information for all employees, enter no criteria and click Search.

5. Click Cancel to return to the Employee Directory Search page.




Topic 4: Searching the Company Document Directory The Company Document Search page can be used to find any form or document your company has linked to SelfService.

How to Search for Company Documents To search for a company document:

1. On the Company Information menu, click Company Document Search. The Company Document Search page appears.

2. Use the Document Type drop down arrow to select the type of document for which you wish to search. You can also enter a Description (optional) to narrow your search.



3. Click Search. Documents that match your search criteria will appear.

To return a search of all available documents, enter no criteria and click Search.

4. Click a document Description (link) to access it.

Your company may require access to additional software programs (such as Adobe Reader) for forms to be viewed. A document may also be able to be saved to your local hard drive to be emailed or printed.

5. Click Cancel from the Company Document Search page to return to the home page.




1. True or False? If your company utilizes the Job Postings feature of SelfService, you can view current open positions at your company.

2. True or False? The My Company Property page allows you to check out items that are available from your company inventory.

3. The Employee Directory Search allows you to search on the following criteria (select all that apply):

Location Hire Date Division Department

4. True or False? The Employee Directory Search page allows you to look up employee telephone, email and department assignments.



Answers

1. True or False? If your company utilizes the Job Postings feature of SelfService, you can view current open positions at your company.

True

2. True or False? The My Company Property page allows you to check out items that are available from your company inventory.

False – The My Company Property page provides a list of any company property that you have checked out.

3. The Employee Directory Search allows you to search on the following criteria (select all that apply):

The Employee Directory Search allows you search on Location, Division, and Department.

4. True or False? The Employee Directory Search page allows you to look up employee telephone, email and department assignments. True




n Locate information on open job positions in your company

n Review your currently checked out company property

n Search the employee directory

n Search for company documents

What’s Next Module 5: Maintaining Benefits Information teaches you how to review your benefits summary information, print current benefit statements, update your 401(k) election and beneficiary information, and process a life event change.

Module 5: Maintaining Benefits Information 51


Module 5: Maintaining Benefits Information

In This Module

Overview........................................................................................................ 52 Objectives ...................................................................................................... 52 Topic 1: Viewing Benefits Summary Information ........................................... 53

How to View Benefits Summary Information ........................................... 53 Topic 2: Viewing Your Current Benefits Statement......................................... 56

How to View Your Current Benefits Statement......................................... 56 Topic 3: Managing Deferred Compensation Elections..................................... 58

How to Edit Deferred Compensation Elections ......................................... 58 Topic 4: Updating Beneficiary Information................................................... 510

How to Update Beneficiary Information ................................................. 510 Topic 5: Contacting Benefits Administrators................................................. 512 Topic 6: Processing Life Event Changes ....................................................... 513

How to Update Benefits Following Life Event Changes.......................... 514 Open Enrollment .......................................................................................... 516 Questions...................................................................................................... 517 Answers ....................................................................................................... 518 Recap ........................................................................................................... 519 What’s Next ................................................................................................. 519



Overview This module describes the Benefits options available on the SelfService home page. The Benefits area includes links to your benefits summary information and current benefits statement, along with the ability to update deferred compensation elections and beneficiary information. It also includes the process for updating benefits due to life event changes.


n View a historical summary of your benefit information

n Review and print your current benefit statement

n Change your deferred compensation (401k/403b) elections

n Update your beneficiaries

n Contact a Benefits representative via email with questions

n Process a life event change




Topic 1: Viewing Benefits Summary Information On the Benefits Summary page, you are able to view the coverage levels and the per pay and annual costs of your health, dental, vision, life, and other benefit plans.

How to View Benefits Summary Information To view a summary of your benefits:

1. On the Benefits menu, click Benefits Summary. The Benefits Summary page appears. The page displays your benefit information as of the current date.

2. To view your historical benefit information, change the date in the field provided and click Refresh.

The employer per pay period and annual costs may also display based on your company setup.



3. Click a benefit Description (link) to view the plan information for that benefit. The Plan Information page appears.

4. Click Cancel to return to the Benefits Summary page.

5. Click the “Display a printable benefits statement” link to view a printable current benefits statement.

Links to associated plan descriptions may appear on this page.

Links to provider websites may appear on this page.




6. Click Printable Copy to generate a printed statement.

7. Click Cancel to return to the Benefits Summary page.

During open enrollment periods, you can also view pending benefit information. If you see the message “You have benefits that will take effect as of your new plan year,” click the link provided to view your pending statement.


The total employer per pay period and annual costs may also display based on your company setup.



Topic 2: Viewing Your Current Benefits Statement The Current Benefits Statement link provides direct access to your Current Benefits Statement.

How to View Your Current Benefits Statement To view your current benefits statement:

1. On the Benefits menu, click Current Benefits Statement. The Benefits Statement page appears.




2. The Current Benefits Statement can be used to review and print your benefit elections. Click Printable Copy to generate a statement you can print out for your records.


The total employer per pay period and annual costs may also display based on your company setup.



Topic 3: Managing Deferred Compensation Elections The Current Elections page can be used to view and make changes to your current deferred compensation (401k or 403b) elections. You can update these elections at any time. You can also assign or update beneficiary information associated with the deferred compensation plan.

How to Edit Deferred Compensation Elections To make changes to your 401(k) or 403(b) elections:

1. On the Benefits menu, click 401(k) Elections. The Current Elections page appears.

2. Click Change. The Elect Benefits page appears.

3. Select or accept the desired type of contribution.

Select Percent of pay and enter a contribution.

Select Fixed Amount and enter a pay period contribution amount.



4. Enter a new contribution percentage or amount.

If your company has made the option available, you can also change the percentages allocated to your investment funds. Both Employee Deferral and Employer Contribution fund allocations can be updated.

5. Click Save to update your election information. The Current Elections page appears.

6. Click Beneficiaries to assign or update beneficiary information associated with the plan on the Cover Dependents and Elect Beneficiaries page.

7. After you have updated any beneficiary information, click Save to return to the Current Elections page.

8. If you do not wish to update any information, click Start Over to reset your choices to your previous benefit elections or click Cancel to return to the home page.

9. Click Save to process any updated information.

10. Click OK to close the confirmation window to return to the home page.



Topic 4: Updating Beneficiary Information The Update Beneficiaries link allows you to view and make changes to your current benefit beneficiary information on the Current Elections page. You can update beneficiary information at any time. Only those benefit plans that have beneficiary designations will appear.

How to Update Beneficiary Information To update beneficiary information for elected benefits:

1. On the Benefits menu, click Update Beneficiaries. The Current Elections page appears.

2. Click Beneficiaries for the selected benefit to edit your beneficiary information. The Cover Dependents and Elect Beneficiaries page appears.



3. Select Dependent as Beneficiary and choose a dependent name.

4. Select NonDependent, enter a new beneficiary name, and select a relationship.

5. Enter a Primary percentage amount for the selected beneficiary. Primary percentage entries must equal 0 or total 100.

6. Enter a Secondary percentage amount for the selected (contingent) beneficiary. Secondary percentage entries must equal 0 or total 100.

7. After you have updated any beneficiary information, click Save to return to the Current Elections page.

8. If you do not wish to update any information, click Start Over to reset your choices to your previous beneficiary information or click Cancel to return to the home page.

9. Click Save to process any updated information.

10. Click OK to close the confirmation window to return to the home page.



Topic 5: Contacting Benefits Administrators The Contact for Benefits Questions link on the Benefits menu launches your email software and preloads the address of your company’s Benefits Contact for Self Service questions.



Topic 6: Processing Life Event Changes When making changes to your dependent information, or other types of personal information as defined by your company, you may be reminded that you have made a life event change with the following message:

You will also receive a reminder message on the home page that indicates the amount of time you have to complete any updates.

The Additional tasks to complete link takes you to the Life Events page. The Life Events page reminds you that additional personal information may need to be updated as part of the life event change. Click the appropriate link to access the desired page to complete the update.

The Update your benefits link takes you to the Tasks for Enrolling in Benefits page. Once benefits information has been verified on this page, you can update your benefit information on the Current Elections page.



How to Update Benefits Following Life Event Changes To update your benefits after a life event change:

1. Under Enrollment Notice on the home page, click Update your benefits. The Tasks for Enrolling in Benefits page appears.

2. Verify the dependent data, as well as any other personal information that appears on this page, that may be affected by the life event change.

3. Click any appropriate links to update the information as needed.

4. Click Correct once the information has been verified or updated. The Current Elections page appears.

5. Click Change to change a specific benefit election. The Elect Benefits page appears.




6. Your current benefit election will display with a checkmark. Select your new benefit choice by clicking the appropriate Elect radio button.

7. Click Save to return to the Current Elections page.

8. Click Cover Dependents (or Beneficiaries) to add dependents or beneficiaries to your benefit election. The Cover Dependents and Elect Beneficiaries page appears.

9. Click the Cover checkbox, then select the appropriate dependent from the dropdown list (or enter the appropriate beneficiary information).

10. Click Save to return to the Current Elections page




11. To save your benefit updates, click one of the following:

n Complete Enrollment Your elections will be sent to your HR or Benefits administrator for processing. Click OK on the confirmation window to return to the home page. When this option is selected, the enrollment reminder will no longer display on the home page.

n Save Selections and Enroll Later – Your elections will be saved temporarily and will display when you return to this page. Click OK on the confirmation window to return to the home page. The enrollment reminder will continue to display on the home page. You must return to the Current Elections page and select Complete Enrollment to process your benefit changes.

12. To discard your benefit updates, click one of the following:

n Start Over – This clears the changes you have made. Click OK on the confirmation window to return to the Current Elections page. If the changes still appear to be in the computer’s memory, close your browser and relog into SelfService.

n Cancel – This discards any changes and returns you to the home page.

Open Enrollment During an Open Enrollment period (and as a new hire), you will also receive an enrollment notice on the home page, reminding you to update your benefits within a specified time period. The process for updating your benefits during an open enrollment period (or as a new hire) is very similar to updating benefits for a life event change. As described above, you must verify information on the Tasks for Enrolling in Benefits page and make changes in current benefit election information on the Current Elections page. If you wish to keep your current benefit elections for the new plan year, you can click the Complete Enrollment button, which will allow you to continue participation in all benefits for which you are still eligible.




1. True or False? The Benefits Summary page allows you to access current and historical benefits information.

2. True or False? Individual benefit detail information is available from the Current Benefits Statement page.

3. True or False? Deferred compensation elections can be changed at any time if employee benefit information is maintained in Self Service.

4. True or False? Beneficiary information can only be updated in Self Service during open enrollment periods.

5. During open enrollment, pending benefit information for the new plan year can be viewed from a link on the:

Current Benefits Statement page Benefits Summary page Only from your Benefits Administrator



Answers

1. True or False? The Benefits Summary page allows you to access current and historical benefits information.

True

2. True or False? Individual benefit detail information is available from the Current Benefits Statement page.

False – Individual benefit detail information is available from the Benefits Summary page.

3. True or False? Deferred compensation elections can be changed at any time if employee benefit information is maintained in Self Service.

True

4. True or False? Beneficiary information can only be updated in Self Service during open enrollment periods.

False – Beneficiary information can be updated in SelfService at any time.

5. During open enrollment, pending benefit information for the new plan year can be viewed from a link on the:

Benefits Summary page




n View a historical summary of your benefit information

n Review and print your current benefit statement

n Change your deferred compensation elections

n Update your beneficiaries

n Contact a Benefits representative via email with questions

n Process a life event change

What’s Next Module 6: Managing Training Information teaches you how to identify training courses at your company, enroll in specific classes, and review your personal training history.

Module 6: Managing Training Information 61


Module 6: Managing Training Information

In This Module

Overview........................................................................................................ 62 Objectives ...................................................................................................... 62 Topic 1: Viewing Course Information............................................................. 63

How to View Course Information ............................................................. 63 Topic 2: Viewing Current Class Information................................................... 65

How to Enroll in a Class........................................................................... 65 Topic 3: Viewing Employee Training Information .......................................... 67

How to View Your Employee Training Information.................................. 67 Topic 4: Contacting Training Administrators .................................................. 68 Questions........................................................................................................ 69 Answers ....................................................................................................... 610 Recap ........................................................................................................... 611 What’s Next ................................................................................................. 611



Overview This module describes the Training options that are available on the SelfService home page. This area provides links to available courses, current and upcoming classes, and your personal training history.


n Identify company offered courses

n Enroll in training classes

n Review your personal training history

n Contact a Training representative via email with questions.




Topic 1: Viewing Course Information The Current Courses page provides a list of all of the current courses your company has available in its catalog. The course name, ID, and a brief description display on this page. The Course Information page provides more detailed information about a particular course.

How to View Course Information To view information about courses currently offered:

1. On the Training menu, click Current Courses. The Current Courses page appears.



2. Click on a Course ID (link). The Course Information page appears.

3. View the course information, prerequisites, and the current classes offered.

4. Click Cancel twice to return to the home page.



Topic 2: Viewing Current Class Information The Current Classes page provides a list of all of the scheduled classes currently being offered by your company. The class starting date, course name, course ID, and class ending date display on this page. The Class Information page provides more detailed information about a class being offered, and allows you to enroll in the class.

How to Enroll in a Class To enroll in a class that is currently offered:

1. On the Training menu, click Current Classes. The Current Classes page appears.

Click on a class Starting Date for more information.



2. Click on a class Starting Date (link). The Class Information page appears.

3. View the course and session information on this page.

4. Click Enroll to sign up for a class.

You may only enroll in classes whose ending dates have not already passed.

5. Click OK to close the confirmation window. The Current Classes page appears.




Topic 3: Viewing Employee Training Information The Employee Training Information page displays your training record for both company classes and outside training classes that you have attended. Class name, starting date, ending date, status, and grade (if applicable) for each company class displays on this page. Depending on your company’s policy, your manager may enter your outside training class information, or you may be required to provide documentation to an HR administrator to include the information.

How to View Your Employee Training Information To view your training information:

1. On the Training Menu, click Employee Training Information. The Employee Training Information page appears.

2. View the information on this page for training you have completed with your company, and any outside (Other) training your company tracks. For class enrollments that you have submitted through SelfService, you will see a status of Requested until an administrator completes the enrollment process.




Topic 4: Contacting Training Administrators The Contact for Training Questions link on the Training menu launches your email software and preloads the address of your company’s Training Contact for SelfService questions.




1. If your company offers training to its employees, a complete catalog of the available training can be found on which of the following pages:

Current Classes Current Courses Employee Training Information

2. True or False? You cannot enroll in specific classes offered at your company through SelfService.

3. True or False? The Employee Training Information page provides information on classes you have taken at the company, as well as classes you have taken outside the company.



Answers

1. If your company offers training to its employees, a complete catalog of the available training can be found on which of the following pages:

Current Courses

2. True or False? You cannot enroll in specific classes offered at your company through SelfService.

False – You can enroll in specific classes offered at your company through SelfService.

3. True or False? The Employee Training Information page provides information on classes you have taken at the company, as well as classes you have taken outside the company. True




n Identify company offered courses

n Enroll in training classes

n Review your personal training history

n Contact a Training representative via email with questions.

What’s Next This completes the Ceridian SelfService Version 2.4 Employee Role Study Guide. For additional information about the employee role in SelfService, use the Help function or call your Ceridian representative.