Employee Self Service

1. Employee Self Service Using the Employee Self Service (ESS) portal Updated July 27, 2018

2. Objectives • At the end of this presentation, you should understand how to access and use the Employee Self Service (ESS) Portal. • The ESS portal has 4 modules: - Human Resources - Payroll - Benefits - Total Compensation • We will review each of these in detail

3. Skip to Slide • Already know what you are looking for? Skip straight to the slide with the instructions.

4. Logging on to InSITE • Go to the start menu • Search for InSITE • Double click to launch the program

5. Logging on to InSITE • Enter your Username • This is usually your first initial and last name (Eg: JSmith) • If you were hired before January 1, 2018, you will need to add your employee ID number to your user name (Eg: JSmith55555) • Enter your password

6. Accessing COVB Employee Self Service • Once you have logged on to InSITE, you will see a dashboard with a list of modules on the left hand side of the screen. • Click on COVB Employee Self Service • This will open up 4 folders: • Human Resources • Payroll • Benefits • Total Compensation

7. Human Resources • Click on the Human Resources folder to expand the selection. • We will examine each of the form options in detail in the following slides, beginning with My Information.

8. My Information The My Information section contains your Employment, Salary, Performance and Absence details dating back to January 1, 2009. It also provides quick and direct access to basic HR data such as your Employee Number, Department, Manager, etc. To view, single click on My Information.

9. It will take you to a screen that looks like this: • There are tabs for Employment, Salary, Performance, and Absence. Each tab contains information on that topic. (Sample Employee – not real data)

10. . Employment Information This section displays employment information, such as your employee number, position number and grade information. Click on the ‘Show’ link to view additional employment details.

11. . Salary Information This section shows your historical salary information including the effective rate and gross pay rate per pay period. Click on the ‘Show’ link to view additional salary details.

12. . Performance Information This page will show you the results of all performance evaluations that have been entered into InSITE. Click on the ‘Show’ link to view additional performance details.

13. . Absence Information This tab contains the details any type of leave, or other absence (such as FMLA) that you have taken. Click on the ‘Show’ link to view additional absence details.

14. Personal Information This is where you can view or make changes to your Personal Information, including your address, phone number, veteran status and email address. To view and/or update your information, single click on Personal Information. Note: to update your name, date of birth, SSN, etc. you will need to complete an Employee Personal Information Change Form and return to your Department HR/OTL PALS representative.

15. Personal Information Select the section to update

16. Organization Email Address • Employees with a City email account should use their City email as their primary email account. • Employees who do not have a City issued email address may use a personal email address. • It is the employee’s responsibility to maintain and update a current email address in the application. • Any InSITE generated emails will be sent to this email address, such as "Forgot Password" emails. • Dept PALS will have the ability to update an employee’s email address using HR PALS Self Service. • Do not use a shared email address.

17. Add/Update Email Address Select update

18. Add/Update Email Address Select Next

19. Add/Update Email Address 1. Select an effective date 2. Enter your new email address 3. Click Next

20. Add/Update Email Address Click Next Again

21. Add/Update Email Address Review and confirm your changes, then click the submit.

22. Add/Update an Address Select Update to change an address -OR- Select Add to add a second address

23. Add/Update Address Select the type of change you want make: Correct current address or Enter a new address. Click Next.

24. Add/Update Address Enter your new addressand City Click the Magnifying Glass to find Zip Code

25. Add/Update Address Find your zip code in the range of codes listed. Click on the icon under Select. Click Select.

26. Add/Update Address Based on the selected zip code range, the City, State and County fields are populated. 23450

27. Add/Update Address Verify your Zip Code. Click Next.

28. Add/Update Address Review and confirm your changes. Click Submit.

29. Add/Update Phone Number Click Add button to add phone number.

30. Add/Update Phone Number Enter phone number. Click Add Another Row to add additional phone numbers. Click Next.

31. Add/Update Phone Number Review your changes. Click Submit.

32. Add/Update Phone Number Changes have been applied. Click Return to overview to see phone numbers.

33. Add/Update Phone Number Changes have been applied. Click Return to overview to see new address. Note: Employee’s phone numbers have been added.

34. Add/Update Veteran Status Changes have been applied. Click Return to overview to see new address. Click Update.

35. Add/Update Veteran Status Click Next.

36. Add/Update Veteran Status Select Veteran Status from list of values. Choices are: Did Not Disclose, Disabled Veteran, Not a Veteran and Veteran. Click Next.

37. Add/Update Veteran Status Click Next.

38. Add/Update Veteran Status Review changes and click Submit.

39. Add/Update Veteran Status Changes have been applied. Click Return to overview to see veteran status.

40. Add/Update Veteran Status Veteran Status displayed.

41. Add/Update/Delete Emergency Contact Select Emergency Contact Information from the menu.

42. Add Emergency Contact Click Add button to enter emergency contact details.

43. Add Emergency Contact Enter emergency contact details. Click Apply.

44. Add Emergency Contact View emergency contact details. Click Next.

45. Add Emergency Contact Verify emergency contact details. Click Submit.

46. Add Emergency Contact Click Home to return to main menu.

47. Update Emergency Contact Click Update button to enter emergency contact details.

48. Update Emergency Contact Update emergency contact details. Click Apply.

49. Update Emergency Contact Verify changes. Click Next.

50. Update Emergency Contact View emergency contact details. Click Submit.