Employee Self Service

Employee Self ServiceOctober 15, 2012

Employee Self Service Portal Access• You can easily access your payroll and personnel

information from this portal. You will access Employee Self Service through the InSITE application. If you are new to InSITE please take a moment to view our Logon and Basic Navigation Presentation.

Employee Self Service Responsibility

Upon Logon, your self service responsibility will display. Single click on your responsibility.

The various links you can select will display: Human Resources, Payroll or Benefits. Single click on a menu item.

The various functions you can select will display. Single click on a menu item.

My InformationThe My Information section is where you view information for 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 your information, single

click on My Information.

Employment InformationInformation is displayed for the tab that is highlighted.

Here, the Employment Tab is highlighted.

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Click on the Show link to view additional employment details.

Salary Information.

Click on the Show link to view additional salary details.

Additional salary details are displayed.

Performance InformationClick on the Performance Tab.

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Click on the Show link to view additional performance details.

Absence InformationClick on the Absence Tab.

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Click on the Show link to view additional absence details.

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Personal InformationThe Personal Information section enables employees to view and/or make changes to their personal information. Employees can update their address, phone number, veteran status and email address. To update other personal information details (name, date of birth, SSN), complete an Employee Personal Information Change Form and return to your Department HR PALS representative (a list of PALS is on the InSITE Web Page).

To view and/or update your information, single click on

Personal Information.

Personal Information

Select the section to update

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 used a shared email address.

Add/Update Email Address

Select update

Add/Update Email AddressClick Next button.

Add/Update Email AddressEffective date will default to current date. If necessary, you can change the date by clicking on the calendar or entering the date manually. Note correct date format, DD-MMM-YYYY.


Add/Update email address and click Next button at top or bottom of screen.


Click Next button at top or bottom of screen.

Add/Update Email AddressReview and confirm your changes, then click the submit button. Click printable page to retain a copy for your records.


Click Return to overview to continue making changes or click Home to return to main menu.

Add/Update Address

Select the section to update main address or add other address.

Add/Update AddressSelect the type of change you want make: correct current address or enter a new address. Click Next.

Add/Update Address

In this example, we will add a new address. Pay particular attention to the tips regarding proper format.

Add/Update Address

First, enter in the address. Enter the City and tab or click on the flashlight.

Add/Update Address

Find your zip code in the range of zip codes listed and click on the icon under Quick Select.

Add/Update Address

Based on the selected zip code range, the City, State and County fields are populated.

Add/Update Address

Enter in your zip code and click Next.

Add/Update AddressReview and confirm your changes, then click the submit button. Click printable page to retain a copy for your records.

Add/Update AddressChanges have been applied. Click Return to overview to see new address.

Add/Update Address

Note: Employee’s address has been updated.

Add/Update Phone Number

Click Add button to add phone number.


Enter phone number. Click Add Another Row to add additional phone numbers. Click Next.


Review your changes. Click Submit.

Add/Update Phone NumberChanges have been applied. Click Return to overview to see phone numbers.

Add/Update Phone NumberChanges have been applied. Click Return to overview to see new address.

Note: Employee’s phone numbers have been added.

Add/Update Veteran StatusChanges have been applied. Click Return to overview to see new address.

Click Update.

Add/Update Veteran Status

Click Next.


Enter or Select Veteran Status from list of values. Choices are: Did Not Disclose, Disabled Veteran, Not a Veteran and Veteran.


Click Next.


Review changes. Click Submit.

Add/Update Veteran StatusChanges have been applied. Click Return to overview to see veteran status.


Veteran Status displays.

Add/Update/Delete Emergency Contact

Select Emergency Contact Information from the menu.

Add Emergency Contact

Click Add button to enter emergency contact details.


Enter emergency contact details. Click Apply.


View emergency contact details. Click Next.


View emergency contact details. Print printable page. Click Submit.

Add Emergency ContactConfirmation changes have been applied. Click Home to return to main menu.

Update Emergency Contact

Click Update button to enter emergency contact details.


Update emergency contact details. Click Apply.


View emergency contact changes. Click Next.

Update Emergency ContactView emergency contact details. Print printable page. Click Submit.

Update Emergency ContactConfirmation changes have been applied. Click Home to return to main menu.

Delete Emergency Contact

Click Delete button to remove emergency contact details.

Delete Emergency Contact

Status field changes to reflect ‘Delete’. Click Next.

Delete Emergency ContactView emergency contact details. Print printable page. Click Submit.

Delete Emergency ContactConfirmation changes have been applied. Click Home to return to main menu.

Special Information• The Special Information form allows you to view data such as your alpha

status, city equipment that has been distributed to you (optionally used) and other department identification information. The form has four sections:

• Department Identification – additional data specific to your department• Driver of City Vehicle – designates employees who drive city vehicles• Emergency Operations – alpha status, volunteer preference, shelter

assignments• Equipment Tracking – city equipment that has been distributed to you in

order to perform your job duties.


click on Special Information.

Special InformationSpecial Information details are displayed. Contact your Department PAL or Supervisor for questions or changes to the information below.

Extra Information• The Extra Information form allows employees to view their US

Ethnic Origin or data that is maintained specifically by their department. Currently, there are only three departments (Police, Fire and Parks and Recreation) with Extra Information data in InSITE.


click on Extra Information.

Extra InformationExtra Information details are displayed. Contact your Department PALS or Supervisor for questions or changes to the information below.

Documents of Record• The Documents of Record form allows employees to view

documents that have been attached to their record, such as performance feedback, new hire letter, etc.

To view your information, single click on Documents of

Record.

Documents of RecordDocument Types are displayed. Click on icon under View to see additional details. Contact your Department PAL or supervisor for questions or changes to the information below.

Documents of RecordClick on link under Title to open the document..

Documents of RecordClick on open in file download box. Word document displays.

PayslipsThe Payslip section provides detailed information regarding an employee’s earnings and deductions for each pay period dating back to January 2009.


click on Payslip

Payslips

Payslips

View most current payslip (middle third)

Payslips

View most current payslip (bottom third)

PayslipsTo view previous payslips, select date from drop down box and press the go button

Manage Payroll Payments

Select Manage Payroll Payments to view

The Manage Payroll Payments enables an employee to view their direct deposit banking information.

To view your information, single click on Manage

Payroll Payments

Manage Payroll Payments

View the current banking institutions that money is being deposited into

Payroll- Tax Form

To view your information, single click on Tax Form

The Tax Form enables employees to view and/or update their tax withholding status.

Payroll- Tax Form

View employee’s W4 federal tax information To change, click on update button

Payroll- Tax Form

Changes can be made to filing status, allowances, and additional amount withheld (top half of form)

Payroll- Tax Form

If you are exempt from taxes, check exempt boxYou must check the agreement boxClick on continue button

Payroll- Tax Form

If the agreement box is not checked, an error will occur

Payroll- Tax Form

Updated W4 displayed with your electronic signatureIf information is correct, click on submit button

Payroll- Tax Form

Changes have been applied. Click Return to overview to see the changes.

Payroll- Tax Form

To update VA4, click on Virginia Withholding Form

Payroll- Tax Form

PDF form opens. Print, manually fill out and send to Central Payroll.

Payroll- Employee W-2Employee W-2 enables employees to view their W-2 from 2009.

To view your information, single click on Employee

W-2

Payroll- Employee W-2

View employee W2 for specific year

Payroll- Print PreferenceEmployee's Consent to Receive IRS Form W-2 Electronically

• IRS rules require that you provide the City with your consent in order to receive your Form W-2 Wage and Tax Statement in an electronic format. Once you consent to receive your Form W-2 online, you will not receive a paper copy of the Form W-2. You will be able to access it online and print copies necessary for your tax filing or for other purposes as often as you need them.

Payroll- Print PreferenceYour consent will be valid for all subsequent tax years unless revoked by you, upon termination or this service is not supported in a future given tax year. You may revoke your consent and receive a paper Form W-2 by changing the W-2 selection of Online to "No" to revoke consent (and changing Paper to "Yes".) If consent is withdrawn, it will only be effective for Form W-2 Wage and Tax Statements not yet issued.

Once you choose to receive your Form W-2 online, you can also receive a paper copy of the Form W-2 by contacting the Finance Payroll office. Request for a paper copy does not withdraw your consent for electronic delivery of all future Form W-2 Wage and Tax Statements.

Payroll- Print Preference









BenefitsThe Benefits form will display the employee’s current benefits information, including the plan type (medical, dental, long-term disability, etc.); the option (employee only, employee + spouse, etc.); the coverage start date; coverage amount ; pre-tax semi-monthly amount; and the post-tax semi-monthly amount.

To view your information, single click on Benefits

Benefits - Dependents

The Dependents screen will display when an employee is experiencing an opportunity to change enrollments. Click “Next” to view Current Benefit Enrollment page.

Click ‘Next’ to view Current Enrollment screen.

Benefits – Current Enrollment

View current benefit enrollment. To view enrollment history and any future enrollments that have been keyed in, select date parameter from drop-down menu and click “Go”.

Worklist Notifications

Notifications displays in worklist. To view the details, Click on the notification.

Workflow Notifications

Notification details displays. Click OK.

Workflow Notifications

Notification is cleared from Worklist.

Contact Information• Username and Password Problems

– Contact Support Center (Help Desk) at 385-4357

• Questions about data in InSITE– Contact Department PALS or Supervisor