Employee Self-Service (ESS)

1. Employee Self-Service (ESS) • In ESS you will be able to: • View and print earning statements for the current calendar year (December statement is available through April of following year for tax purposes). • View and update your permanent residence and mailing addresses. • View and update your emergency contact information. • View and update your e-mail address used for E-Recruiting. • Access E-Recruiting to conduct job searches and apply for jobs. You may access ESS from any computer, via this web address:https://WAHRMS.WA.GOV How to Log on:Enter your User ID (personnel number) and Password (provided by your Agency) in the HRMS Portal. Note: All User ID’s must be 8 digits. Add zeros as necessary in front of the personnel number to have 8 digits in total (for example 00123456).

2. Employee Self-Service (ESS) What if I forget my password or get locked out? After five failed attempts, you will be locked out of the system. ESS will now send you a new password automatically If locked out, click on the Get Support option to request a new password.

3. Employee Self-Service (ESS) What if I forget my password or get locked out? NOTE:ESS will validate your Logon ID and e-mail address to what is saved on your ESS record. Once validated, a new password will automatically be sent to you via e-mail. This process should take less than five minutes. 1 You will receive a confirmation window that a new password was sent via e-mail. Click the Continue button. You will be returned to the HRMS Portal 7.0 Logon screen. Complete the Logon ID (your eight-digit personnel number) and E-mail fieldsand click the Submit button. 2

4. Employee Self-Service (ESS) What if I forget my password or get locked out? Open the e-mail to access your new password. 1 Return to the HRMS Portal 7.0 Logon screen to enter your User Id (personnel number) and Password. 2 NOTE:It is recommended that you copy and paste the password from the system-generated message to avoid possible typing errors. Make sure you capture ONLY the password characters with no extra spaces or you will receive an error message. 3 Click the Log on button.

5. Employee Self-Service (ESS) What if I forget my password or get locked out? NOTE:The password you received via e-mail is only temporary. Select a new password and enter as your new permanent password. 1 By using the copy and paste feature again, re-enter your temporary password into the Old Password field. 2 Create your new permanent password and enter into the New Password field. Re-enter the same password into the Confirm Password field. 3 Click the Change button. Now you are logged into ESS.

6. Employee Self-Service (ESS) After logging onto the HRMS portal, you have access to ESS and E-Recruiting. Select the My Career tab to access E-Recruiting to conduct job searches and apply for jobs.  Select the Employee Self Service tab to view and print earning statements, update your permanent residence and mailing addresses, update your emergency contact information and update your e-mail address used for E-Recruiting. One stop for managing your personnel business!

7. Employee Self-Service (ESS)Display and Change E-mail Address ESS allows you to display and change your e-mail Address. Select one of the options at the bottom of the screen: Display, Change, Save or Reset Changes. Note: This e-mail address is used by E-Recruiting to notify you of job opportunities. Also, when you request a new password, this is where you will receive the notification. You may have only one e-mail address NOTE:Update this to your personal e-mail address upon leaving the State of Washington if you wish to continue receiving notifications. Be sure to click Save, after you make your change.

8. Employee Self-Service (ESS) Display and Print Earnings Statement ESS allows you to view and print your current or past earnings statements online. Select the statement to view, then click Display Earnings Statement.NOTE:The extended version of the earnings statement is for statements that run beyond two pages in length. Select one statement at a time Display Earnings Statement Display Extended Earnings Statement Once displayed, to print your Earnings Statement, click the printer icon in the Adobe window and make the appropriate selections.

9. Employee Self-Service (ESS)Address Standards • The address information you enter will update HR/Payroll, Health Care Authority (HCA) and Department of Retirement Systems (DRS) records, so it is important that you follow US Postal Service address standards. • Use All Caps • Do not use any punctuation • Use common abbreviations, including: • LN – Lane ST – Street AVE – Avenue BLVD – Boulevard WAY – Way S – South SW – Southwest STE – Suite APT – Apartment • Note: You may also continue to notify your HR office of your address change and they will update your records. If you purchase BONDS, you must contact your HR office to update the bond address

10. Employee Self-Service (ESS)Display and Change Residence & Mailing Addresses ESS requires you to have a permanent residence address. This is also where you maintain your telephone number(s). This information is automatically updated in HRMS, HCA and DRS records. Select Permanent Residence from the drop down menu. Then select one of the options at the bottom of the screen; Change or Display. Never delete unless instructed by the DOP help desk

11. Employee Self-Service (ESS)Change Permanent Address NOTE: It is important that you use your home address as your permanent address. The insurance system determines employee eligibility for certain health care benefits based on the permanent address and the county field. This address is used for any HCA mailings and is also the address sent to the various health and insurance plan vendors. NOTE: Changes made by the 15th of the month will be reflected on your earnings statement for the 25th. Changes made by the end of the month will be reflected on your earnings statement for the 10th. Changes will be effective the next calendar day for all other purposes. NOTE: Do not enter ( ) around the area code of phone numbers. Only use 5-digit Zip Code. Once you select Permanent Residence, enter your updated information in the Address and Communication fields. Be sure to click Save. The first phone number entered is the Primary Contact number used by a Recruiter to contact you regarding a position.

12. Employee Self-Service (ESS)Create Mailing Address You only need to provide a mailing address if you receive mail somewhere other than at your permanent address. Mailing Address is the address where you want your earnings statement, retirement and deferred compensation account information to be sent. A mailing address is not required To create your Mailing Address, select Mailing Address from the drop down menu. Then click New.

13. Employee Self-Service (ESS)Change a Mailing Address When updating your mailing address, be sure to select the record with the 12/31/9999 End Date (this is your current record). Then click Change.

14. Employee Self-Service (ESS)Change a Mailing Address Fill in your updated information in the fields under the Address section. Be sure to click Save.

15. Employee Self-Service (ESS)Create, Display and Change Emergency Contact ESS allows you to create, change and display your Emergency Contact. Select one of the options: New, Change, Display or Delete. If you are adding or changing, complete the screen below, then click Save. You may have more than one emergency contact---just click New to add more contacts. NOTE: You do not have to limit your Emergency Contact to a family member or relative. Information entered in the fields highlighted in these boxes will not display in the HRMS Personnel/Payroll System. This will be for your information only.