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Before you begin

To proceed through this online training, click your left mouse button or right arrow key when you are ready to advance. To exit, close your window!

Before You Begin…

This self-guided, online session is designed with a new user in mind and is most-effective when viewed as a PowerPoint slideshow.

Way to go! Enjoy the show….


Welcome to employee self service online training

Welcome to Employee Self-Service Online Training

Presented to:

All State Self-Service Users

Created by:

State Controller’s Office


Our agenda today

Our Agenda Today

Each agenda item is linked to it’s position within the presentation so if you’d like to skip ahead or review a specific section, click on the links below.

  • Employee Self-Service

    • Define Employee Self-Service

    • Logging on to Employee Self-Service

    • Illustrations on processing the following self-service options:

      • Establish/Update/Stop Direct Deposit (slides 9-17)

      • Address Changes (slides 19-24)

      • Employee Voluntary Deductions (slides 25-32)

      • Flexible Spending Accounts (slides 34-38)

      • Medical and Dental Enrollment (slides 39-41)

      • Viewing Documents and Status (slides 42-46)

  • Introduction of W-2s Online


Employee self service defined

Employee Self-Service Defined

Employee Self-Service allows employees to manage and maintain certain aspects of their personal information. Currently, self-service allows an employee to personally complete the following:

  • Establish/Update/Stop Direct Deposit

  • Make Address Changes

  • Enroll in Employee Voluntary Deductions

  • Participate in Flexible Spending Accounts

  • Complete Medical and Dental Enrollment

    ***Access to these options (with the exception of Medical & Dental Enrollment and the Flexible Spending Accounts) is controlled independently by each agency. If you have questions regarding your access, please contact your local payroll office.


Employee self service options

Employee Self-Service Options:

Now that you are an expert at what the Employee Self-Service Application is, let’s discuss how to log on and see what it does!


Employee self service options logging on

Employee Self-Service Options: Logging On

You can access the Employee Self-Service feature by first going to the State Controller’s Office homepage at: www.sco.state.id.us.

Next, click on the logon button to bring up the logon screen.


Employee self service options logging on1

1. Enter user name here.

2. Enter your 3-digit agency code or use the drop-down list to find your agency.

Type your password here.

Employee Self-Service Options: Logging On

The State Controller’s Office has created a single user name and password that will allow you to access our e-government web applications.

If you are unable to remember your user name or password, select the “Forgot Password” option for help.

Alright!

Let’s log on!


Employee self service options logging on2

Employee Self-Service Options: Logging On

Click on the Employee Self-Service link.


Employee self service options1

Employee Self-Service Options:

Once you are logged on and have entered the Employee Self-Service Application, a variety of options are at your finger tips! We’ll begin with setting up, changing or deleting your direct deposits.


Employee self service options direct deposit

Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s click actions!

Employee Self-Service Options: Direct Deposit

After you click Actions, you can now use the the drop-down list to select any option. We’ll start with Direct Deposit.


Employee self service options direct deposit1

Trivia Question #1:

What button do you think you will select next?

Impressive!

Employee Self-Service Options: Direct Deposit


Before you begin

Employee Self-Service Options: Direct Deposit

The Direct Deposit action is used to establish, revise or delete a direct deposit. An employee on Direct Deposit may have their net pay deposited into a maximum of 4 separate banks and/or accounts. An employee may set-up Direct Deposit using a combination of up to two (2) savings and/or two (2) checking accounts.

Using the drop-down list, select the pay date the Direct Deposit is to become effective.

Fields that are mandatory will have a yellow font and must be completed before the document can be processed.


Before you begin

The following image displays information for an employee currently on direct deposit. In the Direct Deposit section, the first two rows are used to revise or delete checking account direct deposits and the next two rows are used to revise or delete savings account direct deposits.

Employee Self-Service Options: Direct Deposit

To stop all existing direct deposits, click inside the yes box next to the 'Stop Direct Deposit' at the top of the Direct Deposit form.

Note: Stopping your direct deposit will no longer allow you to view your pay stub online.

Using the drop-down list, select 'Revise' when establishing or adding a new Direct Deposit or changing an existing Direct Deposit. If you select 'Delete', only the Direct Deposit information in that row will be deleted.


Employee self service options direct deposit2

Using your drop-down list, select the method you wish to use (how you would like your check deposited?):

•Full - the full net amount of your pay will be deposited into your account. If you choose 'Full', only one direct deposit row can be coded.

•Partial - if more than one account is used, you may want to have part (at least one dollar) of your pay check deposited into one account and the remainder deposited into another account.

•Remainder - this is the amount remaining after the partials have been deposited.

Employee Self-Service Options: Direct Deposit

Enter your Bank Code (ABA/Routing #)or use drop-down list to select.

Enter amount if partial method. Leave blank if full or remainder.

Enter your Account Code (account number).

See next slide for location of routing, check and account numbers on your checks.


Employee self service options direct deposit3

Some banks print the check number last. For example, bank code, account code then check number-so be cautious! 

Bank Code (Routing # or ABA)

Account Code (Account #)

Check #

Employee Self-Service Options: Direct Deposit

Here is diagram to assist you in locating your bank code (routing number), account code (accounting number) and check number.


Before you begin

The Status area contains all of the audit trail details. On the Direct Deposit action the following information will be shown in the Status area of the document:

Employee Self-Service Options: Direct Deposit

If action requires an agency approver, the name will be listed here.

Displays date and time document was last routed for approval.

Displays name of person who created the document.

Displays current status of document.

Date and time for each action taken on document.

Name and action taken on the document.


Employee self service options direct deposit4

Employee Self-Service Options: Direct Deposit

After you have completed your form, scroll to the top of the page and click an option:

  • Submit: routes form for processing

  • Save: saves document as draft

  • Home: returns to main menu

  • Comments: add comments to your document

  • Help: opens user manual

  • Cancel: returns to the self-service main menu without saving changes

Note: If you’d like to access your pay stub online, you can select that option through the self service Address Change action.


Joke of the day

Wet!

Joke of the day:

If you threw a black rock into the Red Sea, what would it become?


Employee self service options address change

Employee Self-Service Options: Address Change

So, you are a pro at setting up your own direct deposits now! Nice work.

This next section shares how to change your address if you have moved.


Employee self service options address change1

Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select actions!

Employee Self-Service Options: Address Change

After you click Actions, you can now use the the drop-down list to select one of four options. Let’s select Employee Address Information this time!


Before you begin

Hmmm…good memory!

Employee Self-Service Options: Address Change

Trivia Question #2:

What button do you think you will select next?


Employee self service options address change2

Employee Self-Service Options: Address Change

Using the Calendar icon, select the date your address change will be effective.


Employee self service options address change3

If you have Direct Deposit, you can also opt to view your pay stub online. Using the drop-down list, select Y for ‘yes, view online’.

At this time, the only fields employees can personally update are: mailing address, mailing city, state and zip code. Name changes will still be processed through your local payroll office.

Employee Self-Service Options: Address Change

Enter in only the data that is changing. (For example, if you are moving within your same city and zip code, just enter in the new address. This will alleviate any accidental errors.)

The Status area contains all of the audit trail details.


Employee self service options address change4

Employee Self-Service Options: Address Change

After you have completed your form, scroll to the top of the page and click an option:

  • Submit: routes form for processing

  • Save: saves document as draft

  • Home: returns to main menu

  • Comments: add comments to your document

  • Help: opens user manual

  • Cancel: returns to the self-service main menu without saving changes

Help– A fantastic tool that contains specific details on each step of the process!


Employee self service options2

Employee Self-Service Options:

In addition to being able to personally complete address changes online, you can also establish or update certain Employee Voluntary Deductions.

Note: Currently only a selective group of non-state-sponsored deduction codes will be available. More codes may be added to this list in the future.


Employee self service options voluntary deductions

Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select actions!

Employee Self-Service Options: Voluntary Deductions

After you click Actions, you can now use the the drop-down list to select your action. Here, we have selected Employee Voluntary Deductions. Don’t forget to click next!


Employee self service options voluntary deductions1

Using the drop-down list, select the pay date the Voluntary Deduction is to become effective.

Employee Self-Service Options: Voluntary Deductions


Employee self service options voluntary deductions2

Employee Self-Service Options: Voluntary Deductions

This example will illustrate how to set up a voluntary deduction for the first time.

Click on the blue check-mark icon and a “Deductions Codes & Descriptions” menu (similar to the one shown below) will be displayed. Select the deduction code that you wish to use, and then click “Return Info”. This will enter the deduction you selected onto the document in the Deduction-Option field. If you do not want to use the deduction that was chosen, you may click on the check-mark icon again and select a different deduction.

Note: Currently only a selective group of non-state sponsored deduction codes will be available in the drop down list. More codes may be added to this list in the future.


Before you begin

Deduction Amt/Rate - This field is the rate/amount that is to be withheld from your pay This field cannot be zero or a negative amount. Note: If you selected PERSI Choice Plan or PEBSCO, this field will not be required, as a percentage was selected.

Employee Self-Service Options: Voluntary Deductions

Status - When you are establishing a new deduction, the program will automatically put a "Y" in this field.

Applicability Code - This field indicates which pay period the deduction will be taken from. You can make your selection from the drop-down list.

1 = 1st pay period of the month

2 = 2nd pay period of the month

3 = Last pay period of the month

4 = Every pay period of the month

5 = 1st and 2nd pay period of the month

Notice after you selected the appropriate deduction code, it populated into the Deduction-Option field.


Employee self service options voluntary deductions3

Employee Self-Service Options: Voluntary Deductions

To stop a voluntary deduction, use the drop-down list and select “N” for No.

To change the pay period your voluntary deduction is withdrawn from, use the drop-down list and select the new pay period.

If you would like to change the amount of your deduction, type in the new amount.

This image is displayed for an employee with a current employee voluntary deduction. You can make changes or delete any existing Employee Voluntary Deductions. If you would like to establish a new deduction, you must go to a blank row in the Employee Voluntary Deductions area.


Before you begin

The Status area contains all of the audit trail details. On the Direct Deposit action the following information will be shown in the Status area of the document:

If action requires an agency approver, the name will be listed here.

Displays date and time document was last routed for approval.

Displays name of person who created the document.

Displays current status of document.

Date and time for each action taken on document.

Name and action taken on the document.


Employee self service options voluntary deductions4

Don’t forget the help feature!

Employee Self-Service Options: Voluntary Deductions

Need a

brain break?

After you have completed your form, scroll to the top of the page and click an option:

  • Submit: routes form for processing

  • Save: saves document as draft

  • Home: returns to main menu

  • Comments: add comments to your document

  • Help: opens user manual

  • Cancel: returns to the self-service main menu without saving changes


I just gotta tell ya

I just gotta tell ya!

Ben wonderin’ what you’re up to!

(Now, get back to the show!)

Knock, Knock!

Ben!


Employee self service options3

Employee Self-Service Options:

Voluntary deductions can be confusing, especially since we only have a select few available for you to personally set up. However, your payroll department will be happy to answer questions and further assist you.

The next topic up for discussion is personally establishing your Flexible Spending Accounts and Medical & Dental Enrollment. Let me show you how!


Employee self service options flexible spending accounts fsa

Employee Self-Service Options:Flexible Spending Accounts (FSA)

Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select actions! (Doesn’t this sound familiar?)

The FSA Enrollment action is used to establish or change flexible spending accounts. During the open enrollment period, you can establish new accounts or update your existing accounts. Using your drop-down list, select FSA Enrollmentand then…click “Next”!


Employee self service options flexible spending accounts fsa1

Employee Self-Service Options:Flexible Spending Accounts (FSA)

If you are not eligible for benefits, such as an FSA, you will get an error message similar to this.

If you already have an FSA, but it is not open enrollment (which means you are not able to make changes) you will get an error similar to this.

Third time’s a charm! If it IS open enrollment and you ARE able to establish or make changes to an existing FSA, you will get a message similar to this one. Select the appropriate option and click next. Once you do so, the following form will appear…


Employee self service options flexible spending accounts fsa2

Employee Self-Service Options:Flexible Spending Accounts (FSA)

Complete each field (including text boxes, radio buttons, check boxes and drop-down lists) as requested and verify the information populated is correct. If you have questions on the details surrounding this application, click the help button.

The FSA Election Form will automatically be populated with information from your personnel record.


Employee self service options flexible spending accounts fsa3

Great job!

Let’s discuss the Medical & Dental Enrollment now…

Employee Self-Service Options:Flexible Spending Accounts (FSA)

When you have completed or changed your form, it must be submitted. If you want to save the form, you can do so by selecting save. Saving WILL NOT submit the changes.

If you have questions regarding your FSA you can either click on help or contact:

Department of Administration

Office of Group Insurance208-332-1860 [email protected]


Employee self service options medical dental enrollment

Employee Self-Service Options: Medical & Dental Enrollment

Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select actions! (Doesn’t this sound familiar?)

The Medical and Dental Enrollment action is used to establish or change your insurance coverage. During the open enrollment period, your plan and enrollment type can be changed. You may make changes to your dependent information or decline insurance benefits at any time. Using your drop-down list, select Medical & Dental Enrollment and then…click “Next”! Your application will appear.


Employee self service options medical dental enrollment1

Employee Self-Service Options: Medical & Dental Enrollment

When you have completed or changed your application, it must be submitted. If you want to save the application, you can do so by selecting save. Saving WILL NOT submit the application.

Or you may contact: Department of Administration Office of Group Insurance208-332-1860 [email protected]

The Medical and Dental Enrollment application will be populated with information from your personnel record.

Complete each field (including text boxes, radio buttons, check boxes and drop-down lists) as requested and verify the information populated is correct. If you have questions on the details surrounding this application, click the help button.

Help– A fantastic tool that contains specific details on each step of the process!


Employee self service options medical dental enrollment2

Employee Self-Service Options: Medical & Dental Enrollment

Aftersubmitting your application, the “Statement of Understanding” will be displayed – there may also be a pre or post tax statement that will need to be accepted. At the bottom of the “Statement of Understanding”, there are options to Accept or Not Accept. Click the “I Accept” to sign and date the application. The application will be submitted for processing and the Self-Service home page will be displayed. If the do not accept is clicked, the application will be displayed. Use cancel to exit from there.


Employee self service options introducing views

Employee Self-Service Options:Introducing “Views”

You are most-likely familiar with the Flexible Spending Accounts and Medical & Dental Enrollment procedures as they are now required to be completed by each employee.

After you have completed your various actions (Direct Deposit, Address Change etc.), you also have the ability to view,monitor and even delete the actions throughout their process. Let’s see how this is done…


Employee self service options introducing views1

Employee Self-Service Options:Introducing “Views”

Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select views this time!


Employee self service options viewing actions

Employee Self-Service Options:Viewing Actions

  • This screen allows you to:

  • Open and complete any self-service actions you previously created and saved.

  • View previously saved or submitted self-service actions.

  • Delete existing documents that you do not want to be processed.

The status field displays the status

of your action(s).

A complete list of status codes can be found in help, but here are the most-often-used codes:

Draft: document created and saved to be completed/deleted later

Awaiting-OGI-Approval: waiting for OGI (Office of Group Insurance) approval

Awaiting-Self-Service-Approval: awaiting agency approval

Await-Relse: waiting for final processing

Released: document has been released for final processing

Deleted: OGI document has been deleted

Deleted-Arc: document (other than OGI) has been deleted and archived

Disapproved-Arc: document has been disapproved and archived

Posted: open enrollment documents have posted to Blue Cross

The form column displays the type of action(s) that have been created for you. To view these actions, you can click the blue link which will open your document. To submit your saved action, click the submit button at the top of the screen that will be displayed. To delete the request, click on the delete button at the top of the screen. To close the document, click the home button at the top of the screen.


Employee self service options viewing actions1

Employee Self-Service Options:Viewing Actions

These navigation tools look a bit different than you are used to in the actions section, but they do similar functions:

All documents: view all documents

Exit & Home: take you back to the self-service home page

Logoff: logs you off of the self-service main menu

You can view archived actions from previous years by using the drop-down list and selecting the year you would like to view.


Employee self service options4

Employee Self-Service Options:

Throughout the new self-service training, employees have been encouraged to contact their payroll office should they encounter complications or have questions regarding access or procedures.

In addition to these great self-service options, the State of Idaho launched a new feature available for the first time in January 2006: W-2s Online! It’s a wonderful option for you so you can file your taxes right away! 


Before you begin

Introducing Form W-2 Online:

Beginning January 2006, employees will be able to view their W-2s, both current and previous years, from the Web. This is a secured site that employees can access using their existing SCO user name and password, allowing them to view and print their W-2s.


Introducing w 2s online

Introducing W-2s Online:

To view your W-2, click on “Form W-2” as seen below.

After you click this link, a consent form will appear.


Introducing w 2s online1

Introducing W-2s Online:

Federal regulations require that DSP provide a mechanism for employees to consent to view their W-2s as well as removing the consent. This feature requires an employee to consent before the W-2 can be viewed online. It also allows the employee the option to remove the consent, in which case they would then receive a hard copy W-2.

We’ll take a look at the consent form next! Shall we?


Before you begin

You’ll want to take a moment to read the disclosure before accepting/not accepting.

You know, “Read the fine print!” 

Introducing Form W-2 Online:

For your navigational convenience:

Home - returns you to the self-service home page.

Help – takes you to the help documents.

Print - sends your print request to a designated printer.

Logoff - returns you to the logon page.

Click Terms of Use for details surrounding this disclosure.

If you accept the displayed disclosure, click the “I Accept” button. After doing so, your W-2 will appear….

If you do not accept the displayed disclosure, click the “I DO NOT Accept” button. After doing so, you will be redirected to the application selection menu.


Employee self service options w 2s

Employee Self-Service Options: W-2s

Voila`!

Click here for instructions and details about reading and understanding your Form W-2.

Use the drop- down list to to select and view your archived Form W-2 (if you have previous years).

Click here to remove your consent if you decide you no longer want to view your Form W-2 online.

Click here to view your current Form W-2 (if you have one).


Employee self service options w 2s1

Employee Self-Service Options: W-2s

If a Form W-2 is unavailable for you, you will receive this message which explains why.


Introducing w 2s online2

Introducing W-2s Online:

Again, this awesome feature is currently available to all employees effective 2006!

And guess what?


Alright

Alright!

You have accomplished a lot today. Nice job! Let’s review what we covered:


Recap of today s training

Employee Self-Service

Define Employee Self-Service

Logging on to Employee Self-Service

Illustrations on processing the following self-service options:

Establish/Update/Stop Direct Deposit (slides 9-17)

Address Changes (slides 19-24)

Employee Voluntary Deductions (slides 25-32)

Flexible Spending Accounts (slides 34-38)

Medical and Dental Enrollment (slides 39-41)

Viewing Documents and Status (slides 42-46)

Introduction of W-2s Online

Recap of Today’s Training


Thank you for participating

Thank you for participating!

If you have additional training questions that are not included in this online session, please utilize the following options:

Access the help button in the Self-Service Application;

Contact your local payroll office;

E-mail the DSP Help Desk at [email protected];

Make it a great day!


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