Oracler12 Employee Self Service User Guide

Oracle.r12EmployeeSelfServiceUserGuide

5 December 2013

Oracler12 Employee Self Service End User Guide

Table of Contents

ORACLE EMPLOYEE SELF SERVICE .................................................................................................... 3

Personal Information ............................................................................................................................ 3 Online Tax Forms and Employee W2 .................................................................................................. 5 Payment Methods ................................................................................................................................. 6 Expense Direct Deposit ........................................................................................................................ 7 View Benefits: Benefits Enrollment ...................................................................................................... 8 Add & Update Beneficiaries ............................................................................................................... 10 How to Read Your Payslip ................................................................................................................. 12

ORACLE PREFERENCES ..................................................................................................................... 15

Change Your Password ..................................................................................................................... 15 Personalize your Date Format ............................................................................................................ 15 Enable Email ...................................................................................................................................... 16

ORACLE SELF SERVICE TIME ............................................................................................................. 17

Payroll Exception Time Using Oracle for Salary, Exempt Employees ............................................... 17 Adjustments ........................................................................................................................................ 20 Self Service Time Additional Resources ............................................................................................ 21

ORACLE EMPLOYEE SELF SERVICE: PERFORMANCE MANAGEMENT ........................................ 23

PM - Create and Finish (Submit) Objectives ...................................................................................... 23 PM Track Objective Progress .......................................................................................................... 24 PM Appraisals ................................................................................................................................. 25 PM Review & Finalize Appraisal ..................................................................................................... 26 PM View Historic Ratings ................................................................................................................ 27 PM View Historic Appraisals ........................................................................................................... 27

ORACLE EMPLOYEE SELF SERVICE: LEARNING MANAGEMENT .................................................. 28

OLM Catalog, Course Registration, Skillsoft Catalog, & View E-Learning Offerings ................... 28 OLM - View Transcripts ...................................................................................................................... 32 OLM - Unenroll ................................................................................................................................... 33 OLM - Create a Learning Path ........................................................................................................... 34 OLM - Subscribe to an existing Learning Path in the Catalog ........................................................... 36

ORACLE iEXPENSE ............................................................................................................................... 37

OIE - Create and Submit an Expense Report using Oracle iExpense ............................................... 37 ACCOUNTS PAYABLE ........................................................................................................................... 40

AP - Oracle Invoice Routing and Approval ......................................................................................... 40

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ORACLE EMPLOYEE SELF SERVICE

Personal Information

Clicking Personal Information allows you to maintain the following information:

Basic Details (US Only) Ethnicity, Veteran Status Phone Numbers Note: Oracle will redirect you to the SSP site (self-service portal)

to update your phone number. Log into SSP using your network credentials and make the updates.

Main Address & Other Address (US & Germany Only) Emergency Contacts (US & Germany Only)

Step Action 1 Navigate to Oracle and login. Click FIS Employee Self Service -

2 Click the Personal Information you choose.

3 If you want to . . . Then Update existing information

Click Update Add new information

Click Add Remove inaccurate or expired information Click Remove

Specifics for Updating Emergency Contacts:

If you want to . . .

Then . . .

Update a contacts information

Click the radio button in front of the contacts name Click Update Update any information and proceed to next step

Add a new contact Click Add If you want to . . . Then . . .

Add an existing contact to your emergency contacts

Click the radio button in front of the contacts name

Click Continue Enter or update information and proceed to step 5

Enter a new contact Click Continue Enter the contacts information and proceed to step

5

Remove a contact

Click the radio button in front of the contacts name Click Remove Enter the date the individual will cease to be your emergency contact

Proceed to next step

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4 Update the information by typing into the appropriate fields.

5 Click Cancel or Next. Choice Description Cancel deletes changes and stops the transaction leaving the original information Next takes you to a review screen

6 On the review screen, review the changes to make sure they are accurate. Note items you updated will have a blue dot beside them.

7 Choose Cancel, Printable Page, Back, or Submit.

Choice Description Cancel deletes changes and stops the transaction leaving the original information Printable Page

puts the data into a printable format so you may print a hard-copy for your records

Back choose back if during the review you find something that needs correction Submit submits your changes; you will receive a confirmation statement

8

Oracle confirms your information was updated.

9 Click Log Out or click Home to return to the Oracle homepage.

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Online Tax Forms and Employee W2

Online Tax Form (US Only) specifies your tax withholding. The following describes how to modify your withholding information.

W2 (US Only) - Click link to Employee W2 to view W2 or instructions on how to proceed.

Step Action

1 After clicking Online Tax Form, you see a summary of your current withholdings.

Federal Information - You may make changes to your Federal withholdings from this site.

State Information - A link to your states tax form is provided. This link does not update your record; the form must be printed, filled out, and returned to your Payroll Administrator or HR Manager for entry.

2 To Update your Federal Information, click Update.

3 Make necessary changes to the following fields:

Field Description Filing Status Single, Married, or Married but Withhold at a Higher Single Rate Allowances Enter a value from 1-99 (Note - you may not exceed 99 (State or

Federal) allowances) Additional Amount Withheld

Enter (in any) any additional dollar amount you wish to be withheld

FIT Exempt check box if you are exempt from withholding

4 Agreement- to continue from this screen, you must read the Agreement section. If, and

only when, you agree with the information on your screen, click I Agree

5 Click Continue

6 Choose Cancel, Printable Page, Back, or Submit.

Choice Description Cancel deletes changes and stops the transaction leaving the original information Printable Page


Back choose back if during the review you find something that needs correction Submit submits your changes; you will receive a confirmation statement

7 Oracle confirms your information was updated.


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Payment Methods (US Only)

Step Action 1 Click Payment Methods to see a summary of your currently selected payment methods. To

change this information, choose either Add Deposit Payment, Update, or Delete.

To Action Add Deposit Payment

To add an additional account, complete the following fields: Amount This field will only show if there is more than one existing direct

deposit account. If there is only one direct deposit account, 100% of your pay (or remaining pay) will deposit into this account. If there are two or more accounts, you will be able to choose the deposit amount for each account.

Account Name - The name that appears on the account (i.e. Jan L. Jones)

Account Type Account Number Transit Code Bank Name Bank Branch

Update to correct information on an existing account Delete to remove an existing account

2 If . . . Then . . . Adding a Deposit Payment Review the information; continue to next step You are updating information Update the Information, and click Apply Are Deleting an Account Click Continue

3 Choose Cancel, Printable Page, Back, or Submit. Choice Description Cancel deletes changes and stops the transaction leaving the original information Printable Page


Back choose back if during the review you find something that needs correction Submit submits your changes; you will receive a confirmation statement (see next

step)



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Expense Direct Deposit - (US Only)

Expense Direct Deposit allows you to view and maintain to what accounts your expense payments are made. ! Important Expense Direct Deposit only maintains Expense deposits not Payroll deposits. You should only complete these steps if you wish for your Expense payments to be direct deposited into an account other than your normal Payroll Direct Deposit account. Changes made here do not impact Payroll Direct Deposit. The following steps explain how to . . . add a new Direct Deposit Account (DDA), update information on an existing DDA, or remove a DDA.

Step Action 1 Log into Oracle Employee Self Service, and click Payment Methods. You see a summary of

your currently selected payment methods. Select the radio button next to the account you

wish to Delete or Update, or to add an account, continue to next step. 2 Click Add, Update, or Delete.

If . . . Then . . . Add To add an additional account complete the following fields:

Account Type Transit Routing Number Account Number

Update to correct information on an existing accountDelete to remove an existing account (skip to step 4)

3 Add or Update information and then click Apply.

4 Click Next.

5 Choose Cancel, Printable Page, Back, or Submit. Choice Description Cancel deletes changes and stops the transaction leaving the original information Printable Page


Back choose back if during the review you find something that needs correction Submit submits your changes; you receive confirmation (see next step)



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View Benefits: Benefits Enrollment (US Only)

Support Technical Assistance - http://employeesupport.fnfis.com/Pages/wfMain.aspx or reset your password by going to https://ssp.fnfis.com

Benefits Assistance 888.839.5819

Step Action

1 Navigate to Oracle, and click Employee Self Service

2 Click View Benefits

3 The Dependents page appears. You are not required to elect coverage on all individuals listed.

If . . . Then . . . You wish to update information on one of your dependents

Click Update Make Changes Click Apply Click Next to proceed with annual

enrollment You wish to add a new dependent (spouse or child)

Click Add Another Person Complete Fields Click Apply Click Next to proceed with annual

enrollment No changes or additions are necessary Click Next to proceed with annual

enrollment

4 The Benefits Enrollments page displays a snapshot of your default benefits. ! Important If you do not complete the enrollment process, the benefits indicated on this page will be your benefits! Exception - You must reelect your Flexible Spending Account and Health Spending Account. Neither will automatically restart next year! To proceed with enrollment, click Update Benefits.

5 Review each section of the Update Benefits: Update Enrollments page, and click the box beside the option you choose. ! Important You must either elect or waive coverage for each benefit!

Tip Clicking recalculate displays your cost per-pay-period for the benefits you elect or change the annual contribution.

6 Click Next.

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7 The Update Benefits: Cover Dependents page appears. Review each section, and ensure a checkmark appears in the Cover box beside the dependents you want to cover (add the checkmark if it does not).

If . . . Then . . . You wish to add a dependent that is not listed

Click Add Dependents and return to Step 3.

Everything is correct Click Next

8 The Update Beneficiary page appears. Designate beneficiaries for the basic, company-paid plans shown below. The beneficiary selection made here applies to all plan-types requiring beneficiary assignment including supplemental plans you elect. You may edit your beneficiary designations at any time. Refer to Add & Update Beneficiaries Job Aid for further information. Click Next when finished.

9 The Elect Benefits: Add Primary Care Providers page appears.

If . . . Then . . . Your health plan requires you to add a Primary Care Provider

Optional - Enter it here; click Next Warning If you do not name a primary

care provider, your insurance provider will select one for you!

You do not need to add Primary Care Providers

Click Next

10 A confirmation of your benefits election appears; review carefully to ensure accuracy.

If . . . Then . . . All elections are correct Click Printable Page

A printable page will appear; select file print; click x to close the printable page window

Click Finish to submit your elections Click Logout to exit Oracle

You find a mistake and need to make immediate corrections to your selections

Click Finish to save the initial election You will return to the Benefits Enrollment page;

click Update Benefits Return to Step 5

You need to make corrections at a later date

Return to Step 1; you may complete this process multiple times during your enrollment period.

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Add & Update Beneficiaries (US Only)

To add or update beneficiaries for your company-paid and voluntary life insurance plans, follow the instructions below. By assigning a beneficiary, you make it clear who should receive proceeds of your benefits in the event of your death. New - You may designate a trust or organization as a beneficiary. Complete and submit the form found at the link below and wait for confirmation the trust or organization is setup for designation. You may then log back into Oracle and make the beneficiary election.http://www.fisandme.com/emp/HR/payroll/Payroll%20and%20Oracle%20Documents/Beneficiary%20Trust%20or%20Organization%20Setup.xsn

Step Action

1 Log into FIS Employee Self Service, click View Benefits, you see a summary of your benefits elections. To add or update beneficiaries, click Add Beneficiaries (or Update

Beneficiaries).

2 The Dependents and Beneficiaries page opens revealing a snapshot of persons in your profile.

If . . . Then . . . You wish to update information on one of the individuals Note- if you requested a Trust setup, it will appear as a contact on the list

Click Update Make Changes Click Apply Click Next to proceed

You wish to add a new dependent or beneficiary Click Add Another Person Complete Fields Click Apply Click Next to proceed

No changes or additions are necessary (you will use individual(s) already listed as your beneficiaries) or you will assign an Organization

Click Next to proceed

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3 The Add Beneficiaries page opens. Please designate beneficiaries for the basic, company-paid plans shown below. The beneficiary selection made here applies to all plan-types requiring beneficiary assignment including supplemental plans you elect. You may edit your beneficiary designations at any time. For those you wish to assign as a beneficiary, enter

the % of the benefit s/he should receive. ! Important The % totals for the primary column and contingent column must equal 100%. Tip

Click Recalculate to view your percentage totals. Organization To assign an organization as the beneficiary, click the blue flashlight in the Organization field, in the search field, enter search criteria and click Go (leave blank query all organizations), click the radio button for the correct organization and click Select. The

organization will populate on your list of contacts for definition.

Beneficiary Type Defined Primary Your first choice(s) for beneficiary. You may have multiple primary

beneficiaries receiving percentages of the benefit to equal 100%. Contingent Your backup choice(s) for beneficiary if the primary beneficiary is

deceased.

4 After assigning beneficiaries for all benefits listed, click Next.

5 A confirmation of your beneficiary assignment appears; review to ensure accuracy.

If . . . Then . . . You find something you wish to correct Click Back and return to step 3 You wish to print a copy of the confirmation statement

Click Printable Page A printable page will appear; select file

print; click x to close the printable page window

Click Finish to submit your elections Click Logout to exit Oracle

You wish to save a copy of the confirmation statement

Click Confirmation Statement Click Save Save the file at the desired location

You wish to save and submit your beneficiary assignments

Click Finish Click Logout to exit Oracle

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How to Read Your Payslip (US Only)

Step Action 1 Log into FIS Employee Self Service, click Payslip, choose the Payslip you wish to view,

and click Go

2 The following sections are included on your payslip; see below for an explanation of each or click the title here to link to the respective section of this guide.

Payperiod and Salary Summary Hours and Earnings Rate Details Hourly Employees Only Pre-Tax Deductions After-Tax Deductions Taxes Accruals vacation, personal choice holidays, sick Tax Withholding Information Net Pay Distribution Other Information

Pay Period and Salary

This section shows you the following: a summary of how you are paid (for example, weekly or semi-monthly), the current period for which you are being paid (start and end date), and your rate of pay (annual salary or hourly wage).

Summary This section shows a summary of the following broken out by the current pay

period and the year-to-date total: your gross pay your salary before deductions are taken deductions taken out pre-tax for example, 401k contributions, health, and

dental insurance premiums deductions taken out post-tax for example, short term and long term

disability your net pay this is the amount you take home after you pay taxes, social

security, Medicare, and your benefit election premiums

Hours and Earnings

This section outlines what types of hours and earnings are included in both the current pay period and the year-to-date history of your payroll. For example, you can see for how many holiday, personal choice holiday, and sick hours

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you have been paid and the corresponding dollar amount, how many regular salary hours you have been paid and the corresponding

dollar amount, and Group Term Life Insurance (GTL) imputed taxable earnings on the

company-sponsored benefit. Note this is added to your payroll history for tax purposes. Fidelity pays for the insurance coverage; however, you are responsible for paying the taxes on the insurance premium.

Rate Details Hourly Employees Only

This section explains the break out of all hours including holiday hours, sick hours, personal choice holiday hours, or overtime hours. The following describes the meaning of each section of rate details: Rate your hourly rate of pay Hours the number of hours for which you are being paid at this rate for

this type of hours Multiplier if you are being paid at a rate of pay different from your normal

pay (for example, overtime) see example below . . . Amount the total you have been paid for this type of yours for the year

Multiplier Illustration Rate (Hourly) Hours Multiplier Amount (total, ytd) $30.00 8 1 $240.00 $30.00 8 1.5 (time and a half) $360.00 $30.00 8 2.0 (double time) $480.00

Pre-Tax Deductions

This section outlines your payroll deductions that are taken from your paycheck before taxes are calculated. Examples of pre-tax deductions include your health and dental insurance premiums and 401(k) deductions. The current deduction and the total deducted year-to-date are summarized in this section.

After-Tax Deductions

This section outlines your payroll deductions that are taken from your paycheck after the taxes you owe are calculated; in other words, you pay taxes on these deductions. Examples of after-tax deductions include your short and long term

disability deductions.

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Taxes This section summarizes the taxes you are paying for the current time period and the total taxes you have paid year-to-date. The tax group includes Federal Tax,

State Tax (if applicable), Social Security, and Medicare.

Accruals This section summarizes your paid-time-off. Here you can see how much time

you accrued for the current time period and what your balance is for personal choice holiday, sick, and vacation hours for the year. Note if there is discrepancy between your balance shown and what you believe to be your actual balance, please contact your HR Administrator / Generalist.

Tax Withholding Information

This section summarizes the choices you made on your Federal W-4 Tax Withholding form and your state tax withholdings, if applicable. For example, here you will see how you choose to have your taxes taken out, at a single rate or at a rate that includes dependents. ! Important even if you are married, if you choose to claim no dependents for

your withholding, your marital status will reflect as, single!

Net Pay Distribution

This section summarizes to where your earnings are deposited. For example, if you have your paycheck being deposited into two bank accounts, you can see how much is going into each account. To maintain or edit your pay distribution, return to Employee Self Service and click Payment Methods.

Other Information

This section summarizes any other pertinent information, for example, the dollar

amount the company matched to your 401(k) for this pay period.

TP Pay Distribution

This section summarizes any earnings you received from a third party if

applicable.

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ORACLE PREFERENCES

Change Your Password

Step Action

1 Log into Oracle, click Preferences

2

Scroll down to the Change Password section

3 Complete the following fields: Enter your Old Password Enter the New Password Enter the New Password a second time in the Repeat Password field

4 Click Apply

5 You receive confirmation that the change was successful.

Personalize your Date Format

Step Action

1 Log into Oracle, click Preferences

2 Under General Preferences Regional click the Date Format dropdown menu and make your selection

3 Click Apply

4 Click Home to return to the Oracle Navigator Page or Logout to exit Oracle.

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Enable Email Enable e-mail in your preferences, to receive notice of approvals and required actions via e-mail. ! Important You must complete this the first time you log into the system! You will only have to do this one time. Your settings will be saved for subsequent logins.

Step Action 1 Log into Oracle, click Preferences

2 Under General Preferences Notifications - Email Style (scroll down) choose HTML Mail with Attachments.

3 Click Apply

4 Click Home to return to the Oracle Navigator Page or Logout to exit Oracle.

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ORACLE SELF SERVICE TIME

Payroll Exception Time Using Oracle for Salary, Exempt Employees

Introduction / Your Responsibility

All salary, exempt employees are required to enter their exception time in Oracle Self Service Time. (see FIS and Me Payroll and Oracle HR Tools page for the Oracle Payroll Time Entry Schedule that includes the deadline to make your entries for each pay period).

Exception time includes the following types of time (see section, Additional Resources and Training, for an explanation of each): Bereavement Personal Choice Holidays Sick Taken Unpaid Personal Days Vacation Taken

Step Action 1

Log into Oracle, and click Self Service Time - Time

2

Click Create Timecard

3 Using the dropdown box beside Period, select the time period for which you wish to enter

time. Notes

In the dropdown box, the period will default to the current time period.

You will forecast your time. After the pay-period ends, if the actual time differs from your forecasted time, you may edit your entry (see section, Adjustments).

You may complete timecards for the current pay period and up to two forward; you may make changes to the current pay period and up to two timecards prior (see section, Adjustments). If you incur sick time after youve submitted your exception time, you should adjust your timecard with the actual hours!

4

Select the Hours Type for your exception

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5 Find the appropriate date; in the box underneath, enter the number of exception hours.

Exception time should only be entered in increments of eight (8) hours. Note - If you have more than one type of exception time (for example, both personal holiday and vacation time) in the same period, you will need to add additional rows to enter each type of hours. Add additional rows by clicking, Add Another Row.

6 When finished entering your exception time, choose one of the following:

Choice Defined Cancel clicking cancel erases the timecard, and you will start anew for this time

period Save clicking save saves the timecard for you to complete at a later date (it will

not submit to your manager) Continue clicking continue takes you to a review page to verify your entry and ensure

it is accurate

7 Choose the correct action below based on the option you chose in the step above. If you clicked . . .

Then

Cancel You will be directed to the Time Entry page. Click Create Timecard to recreate the canceled timecard, and refer

to section, Enter Time Save You will receive a confirmation of the save.

To reopen the timecard, from your homepage, click Self Service Time then Timecard Search. Select the saved timecard.

Continue Continue to next step.

8 Review your timecard for accuracy, and choose one of the following:

Choice Defined Cancel Clicking cancel erases the timecard and you will start anew for this time

period Exception - if you saved the timecard, when you click cancel, your

timecard will revert to the last saved version. Back If you find something during your review that needs to be corrected on your

timecard, click back to return to the timecard. Submit If your timecard is accurate, click submit.

When you click submit, your timecard is sent to your manager requesting review and approval.

Your screen will show a confirmation statement.

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Important Notes & Tips

.

Comments The Comments section of your timecard allows you to type, in free-form text, notes to your manager about your time

Error Messages

If you receive an error while entering your time, see section Additional Training and Resources to review a log of errors and their meaning.

Time Balances

Clicking Show Accrual Balances will show your remaining paid-time-off for the calendar year.

Totals Clicking Recalculate will show the total hours you have entered thus far for each date on your timecard

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Adjustments

The following are steps you should take if . . . you saved your timecard and need to update and resubmit you make a mistake on your timecard your manager disapproves your timecard any changes are necessary after you have submitted your timecard Notes You may make changes to timecards that are up to two time periods prior to the

current period. Each pay period, the current timecard will lock for a couple of days while payroll runs.

If you find you are unable to open a timecard for editing, please try again in a day or two.

Step Action

1 Log into Oracle; click Self Service Time - Time

2 Click Time Entry

3 Timecards you recently created will appear on your screen. You will see the status of each card.

4 Locate the appropriate timecard, and select Update or Details.

Choice Defined Update clicking update opens your timecard so you may make necessary changes;

continue to step 5 below Details clicking details will show you a picture of the timecard and what you have

entered (to exit details, click Return to Recent Timecards)

! Important Never delete a timecard that has been processed by payroll.

Tip - What if I need to enter time to a locked Oracle timecard (because the timecard is aged more than 2 previous pay periods)? Complete the adjustment form and submit to your HR Representative for approval.

5 When Updates are complete, choose Save then Continue and Submit. Note each time you make changes to your timecard, choose Save, Continue, and

Submit, and your time entry will be resubmitted to your manager for approval

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Self Service Time Additional Resources

Legend of Errors

The following describes the meaning of Oracles Time Entry error messages.

If . . . Then . . . you receive an error message

you will be unable to submit your timecard until you resolve the issue

you receive a warning message

you may submit your timecard without making the recommended changes

Name Type Error Action / Other 24-MAX Per Day Error Prevents an employee from

entering more than 24 hours in a single day

14-MAX Per Day Warning A warning to the employee that they have entered more than 14 hours in a single day

Exceeds Standard Hours

Error Prevents an employee from entering more hours of an absence earning (for example, vacation) than their standard work day

If you believe there is a discrepancy with your standard hours balance, please contact your HR Administrator

Bereavement Max

Error Prevents an employee from entering more than 3 days of Bereavement in a pay period

Exceeds Accrual Balance for the following types of time: - Personal Holiday - Vacation - Sick

Error Prevents an employee from exceeding their accrual balances

1. Check your balance to ensure you have enough hours to deduct time 2. If you believe your accrual balance is incorrect, contact your HR Administrator Note Your paid-time-off is accrued; you may not use hours prior to earning

Continued on next page

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Payroll Elements Hours Used To . . . Who is eligible for this

payroll element? BEREAVEMENT PAY

Report Bereavement Time Taken All Full Time Employees

HOLIDAY Report company-paid holiday time

All Full Time Employees

JURY DUTY Report time you are required to go to Jury Duty


MILITARY LEAVE

Report hours for pay reimbursement; FIS pays the differential between Military Salary and FIS Salary when an employee is called to duty (Reserves)

All Full Time Military Reserves Employees

PERSONAL CHOICE HOLIDAY

Report the use of the Personal Choice Holiday


SICK TAKEN Report Sick Time Taken


UNPAID PERSONAL DAY

Dock employees Salary Employees (both Exempt and Non-Exempt)

VACATION TAKEN

Report Vacation Time Taken


VOLUNTEER TIME

Report the 8 hours per year allotted for volunteering


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ORACLE EMPLOYEE SELF SERVICE: PERFORMANCE MANAGEMENT

PM - Create and Finish (Submit) Objectives

Step Action 1

Log into Oracle, and click FIS Employee Self Service

2 Click Performance Management

3 Click Go to Task icon for Set Objectives line item

4 Click Create Objective

5 Type the Objective Name

6 Enter the objective's Start Date (typically January, 1 unless related to a project with a later start date) Note Enter date in the following format or use the calendar icon:01-JAN-2010

7 Weighting Scale default to medium, to change, click the Weighting Scale dropdown list and choose the priority relative to other objectives Low, Medium, or High.

8 On the Details tab type specific details about the objective, its measurement and success criteria.

Field Description Objective Details

Enter a specific description of the objective and its components. Example - For the objective, Develop Negotiation Skills, describe why your responsibilities demand this competency and the benefits of achievement.

Measurement Criteria

Enter details about how you will accomplish the objective and measure success.

Example - For the objective, Develop Negotiation Skills, describe actions you plan to take to become proficient (complete training) and behaviors or results that demonstrate achievement (receive a positive customer response). For quantitative measures, specify a target value and a unit of measure, such as a number, currency unit, or period of time. Example - For the objective, Increase Sales Revenue, specify a revenue target ($25,000 USD).

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9 When finished entering the objective's details, click Apply. You receive a confirmation message that your objective(s) was added.

Tip - if entering additional objectives, click Apply and Create Another, and then repeat the above steps.

10 Click Return to Performance Management to finish setting (submit) your objectives.

11 Click Go to Task icon for Finish objective setting line item

12 Use Notification Message field to type a note to your manager (the individual who will approve your objectives), and then click Finish to submit for approval.

13 You will see the Set objectives and Finish objective setting tasks are not available. You may not add, delete, or edit objectives until the mid-year or annual appraisal window opens. Click Logout to exit Oracle.

PM Track Objective Progress

Step Action 1

Log into Oracle, and click FIS Employee Self Service


3 Click Go to Task icon for View Current Objectives line item

4 Your objectives appear. To open an objective, click the Show link

5 Track your objective by entering comments.

6 When finished, click Apply.

7 You return to the Performance Management Task List where you may complete another task, click Home to return to Oracle Navigator page, or click Logout to exit Oracle.

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PM Appraisals

Step Action 1 Log into Oracle, and click FIS Employee Self Service


3 Click Go to Task icon for UPDATE APPRAISAL line item

4 The My Appraisals page opens. Click the Update icon to initiate the appraisal.

5 Your appraisal opens, and your already-created objectives are brought into the form. To begin entering details about your accomplishment of each objective, click the Update Details icon for the first objective.

Tip To add an additional objective to your appraisal, click Add Objective.

6 The Update Objective page opens. You may enter objective tracking information and

Comments on the objectives completion.

7 When finished updating the objective's comments and measure details, click Apply and Update Next to proceed with updating the next objective.

8 Once you've updated all objectives, click Apply.

9 You return to the Appraisal: Overview page. If you are ready to submit for your manager to review and approve, click Continue.

10 The Appraisal: Review page opens. Review your objectives and your overall appraisal. Click the Show link to view the individual objective details.

11 When finished reviewing, click Share with Main Appraiser to submit.

12 Use Notification Message field to type a note to your manager (the individual who will approve your objectives), and click Submit.

13 You receive confirmation that your appraisal is routed to your manager for review / approval.

14 Click Home to complete additional action in Oracle, or click Logout to exit.

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PM Review & Finalize Appraisal ! Important This step is required to be eligible for your annual salary review!

Step Action 1 Navigate to Oracle, enter your credentials, and click Login

2 Click FIS Employee Self Service


4 Click Go to Task icon for UPDATE APPRAISAL line item

5 The My Appraisals page opens. Click the Update icon to initiate the appraisal.

6 If you wish to . . . Then . . . Finalize your appraisal Click Provide Overall Feedback

Proceed to the next step Print the notification (your appraisal) then finalize your appraisal

Click Printable Page Select File Print Close the printable page window Click Provide Overall Feedback

Proceed to the next step

7 Optionally type a response in the Feedback on Overall Rating field; when finished, click

Submit.

8 You return to the Oracle Navigator page where you may complete another task, or click Logout to exit Oracle.

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PM View Historic Ratings

Step Action 1 Navigate to Oracle, and click FIS Employee Self Service


3 In the top right corner under Quick Links, click My Information

4 Click the Performance tab to see the ratings

PM View Historic Appraisals

! Important You must have completed the review & finalize your appraisal step (acknowledged your appraisal) to access this information

Step Action 1 Navigate to Oracle, and click FIS Employee Self Service 2 Click Performance Management 3 In the upper, left corner, click the Appraisals tab

4 A list of your completed appraisals appears, click the Details icon for the appraisal you wish

to view 5 The appraisal opens; scroll down to the individual objectives and click Show to open each

objective To view the individual objective comments and rating, at the bottom, left of the

objective details, click Show All Details

o If data was entered, Appraised Performance column shows the rating o If data was entered, Overall Performance column shows the comments

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ORACLE EMPLOYEE SELF SERVICE: LEARNING MANAGEMENT

OLM Catalog, Course Registration, Skillsoft Catalog, & View E-Learning Offerings


2 Click Learner Home

3 You arrive at the Learner homepage. On the right side, browse the catalog by clicking the

category links(for example, Leadership College).

Tips: Skillsoft offers a collection of self-study materials and courses that you may access

on-demand by clicking the Visit Skillsoft Catalog button.

Search - At the top, use the course search to query a specific course and click Go.

You may also view the Catalog by clicking the Catalog tab. The Learning History tab provides a view of your training transcripts.

4 Once you click into a category and the appropriate sub-category (if applicable), you will see a

list of the associated courses. Click the appropriate Course Name. Tip- if you are sure this is the course for which you wish to register, click the Choose

or Enroll in Class icon and skip to step 8

5 Review the course information including Description, Objectives, and Offering type. The Offering is the method in which the course is delivered classroom, virtual, etc. Click the appropriate Offering Name link.

6 A list of the classes available for registration appears. Click the Class Name link for more details.

Tip if you already know the one for which you wish to register, click the Enroll icon on the appropriate line.

7 Review the Class details; click Enroll.

8 The Enroll screen appears. Review the details and scroll down to Enrollment Justification.

Click the blue flashlight.

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9 The Search page opens, click Go to query a list of justifications from which to choose.

10 Click the radio button to select the appropriate justification, and click Select.

11 You return to the Enroll page, click Review.

12 Review the enrollment details, and optionally type comments to the course approver. You will see the approver(s) listed at the bottom of the page.

13 Click Submit

14 You receive confirmation of your registration. You will receive notification when required approvals are complete. To check status of your request, click Requested Learning at the top of the learner homepage.

15 If . . . Then . . . You are finished / you registered for an offline offering

Click Home to complete another task in Oracle, or click Logout to exit.

You registered for an online offering and wish to view it (Note if manager approval is required you will have to wait for your manager to first approve)

Proceed to the next step

16 On the Learner Homepage under Enrollments you will see the course, click Play and wait for your content to load.

! Important Disable your popup blocker!

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17 The first section of the module will open in a new window in the OLM Content Player.

Tip expand your browser window for optimal viewing

If . . . Then . . . The module is a text (Word, Power Point, Excel, .PDF, etc.) file

Utilize the gray toolbar to save, print, navigate, and view the document

The section of the module is an e-learning module

Utilize the player controls to rewind, play, fast-forward, adjust the volume, view the Table of Contents (TOC), or Exit (X)

Note if you receive the following warnings upon launching your content, click Run and Yes

18 When finished with the section, to proceed to the next section and/or to view the class outline

click the outline icon in the upper left panel of the player window. Click the links to

sections to open.

19 To return to the Learner Homepage at any time or when finished, click the Home icon in the

upper right corner of the player window.

SAVE

PRINT

NEXTPAGE/PREVIOUSPAGE

ZOOMIN/OUT

VIEWINADOBE

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20 You return to the Learner Homepage. You may click Play and restart the module at any time. When you complete the module, click Move to History to move your completion to your Learning History Transcripts (see section, OLM View Transcripts).

21 Click Home to complete another task in Oracle, or click Logout to exit.

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OLM - View Transcripts



Tip to skip the Learner Home page, click Learning History

3 You arrive at the Learner homepage. At the top, click the Learning History tab.

4 You will see transcripts of historic, completed courses. Click External Learning and expand to view transcripts from previous Learning Management Systems and Skillsoft.

Tip click Next 10 to view additional records

5 Click Home to complete another task in Oracle, or click Logout to exit.

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OLM - Unenroll

Step Action

1 Navigate to Oracle and login. Click FIS Employee Self Service -


3 The Enrollments section will show the classes for which you are enrolled. To Unenroll, click the Unenroll icon on the line-item (note some courses have cancellation policies).

Note If your manager has not yet approved your training request, the Unenroll button will be grayed-out. If you need to cancel during this time, please ask your manager to reject your enrollment request.

! Important You are subject to the course cancellation policy. Please review before choosing to Unenroll.

4 Use the drop-down menus to select the new status, Cancelled, and your Reason.

5 Click Finish

6 You receive worklist notification of your enrollment status change, the Learning History tab shows the class as cancelled, and your manager receives notification of your cancellation.

Tip If you are not seeing all notifications you expect in your worklist on Oracle homepage, click Full List, and then in the View chose All Notifications and click

Go. The worklist will populate with all notifications.

5 December 2013

OLM - Create a Learning Path

A learning path is a virtual grouping of courses that helps learners to achieve progression

goals that a single course cannot address. Learning Paths are a sequence of Courses grouped together and tracked as a whole. To meet the objective of the learning, a Learner focuses on completing the Courses in the suggested sequence. Learners and managers have the ability to create learning paths within OLM. These Learning Paths generally serve individual needs, and thus do not appear in the general Catalog for other Learners to see. Only Learning Paths created from the Administrator interface are visible in the general Catalog. The following explains how you may create a learning path for your learning:

Step Action

1 Navigate to Oracle and login. Click FIS Employee Self Service -


3

Under Learning Paths, click Create

4 The Create Learning Path page appears. Complete the following fields:

Field Description Name Enter the learning path name Description Enter the description of what you hope to achieve by creating and completing

this path Completion Target

Optionally enter the timeframe in which you should complete the components of the learning path/

Notification Target

Optionally enter the number of days before the completion target you wish to receive a reminder.

5 Click Next

6 The Select Courses page appears, click Add Courses

7 Search using course name key words and click Go.

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8 Courses matching the query appear, click the Select box for each you wish to include and

click, Apply

9 Click Next

10 Optionally enter a completion target and notification target for each course. When finished, click Submit.

11 You receive confirmation that your Learning Path was created, and you see it listed on the Learner Home page under Learning Paths. You may click the link to the Learning Path at any time to view your progress (OLM automatically marks courses as complete when you finish), to edit or reorder the sequence of courses in your learning path, and to find offerings of the courses in which to enroll.

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OLM - Subscribe to an existing Learning Path in the Catalog

Step Action

1 Navigate to Oracle and login. Click FIS Employee Self Service


3 You arrive at the Learner homepage. On the right side, browse the catalog by clicking a

category / school. If a Learning Path exists in the category / school, after clicking the category / school name, you will see it listed under Learning Path. Click the link

to the Learning Path Name.

4 Click Subscribe

5 You receive confirmation of your subscription. Click Home: Current Learning in the upper, left corner of the page to return to Learner

Home.

6 You will see the new learning path listed on the Learner Home page under Learning Paths. You may click the link to the Learning Path at any time to view your progress (OLM automatically marks courses as complete when you finish) and to find offerings of the courses in which to enroll.

5 December 2013

ORACLE iEXPENSE

OIE - Create and Submit an Expense Report using Oracle iExpense

Step Action

1 Navigate to Oracle and login

Tip if you enable e-mail in your preferences, you will receive notice of approvals and required actions via e-mail.

2 Click Internet Expenses responsibility

3 Click Create Expense Report

4 Choose the expense template o FIS Corporate - the template that the general FIS employee should use o FIS Billable Template - select if expenses will be billed to a client o FIS Travel Advance - select if you are approved for an advance by the Travel

Group

Enter the Justification the reason for the expenses listed on the report or the title of the report

Click Save Click Next

5 If . . . Then . . . You do not have credit card transactions to import

You do not see this page; proceed to next step below

You have credit card transactions to import Note you are required to report on charges 30 days and older Dispute If you have a charge that requires dispute, please contact [email protected]

They will be listed on this page Select the one(s) you wish to import by clicking in

the Select box in front of the expense. Use the previous 10 / next 10 arrows to navigate through credit card transactions -

Click Next Enter the details for each expense including

expense type and justification o ! Important if you select Hotel as the

expense type, you are required to itemize the hotel and the hotel-tax as separate line items. Complete the following:

Click the Details icon on the Hotel line-item

Under Itemized Business Expenses in the center of the line-item details page, you will see one itemization for the hotel-stay. Complete the itemization information for

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this line-item, including Justification. Remember to adjust the Itemized Receipt Amount to not include the taxes you will

itemize on the next line. Click Add Another Row to include the

hotel-tax. For Expense Type, select Hotel Taxes,

and complete the other required itemization fields including Itemized Receipt Amount for taxes-only and Justification.

Click Return to go back to the expenses page.

Click Next

6 If . . . Then . . . You have non-American Express expenses to report

Travel Advance report one line item with expense type travel advance - and populate with the amount. For Merchant Name, enter the name of the employee receiving the advance.

Click on the appropriate tab receipt-based, mileage, or per diem

Click the line item Details icon to enter the details for each item

including date, receipt amount, expense type, justification, and merchant name (Note - if you have items to itemize, click the details icon, click Itemize, complete itemization information, click Return) Tip refer to step 5 above for specifics on hotel-itemization and itemization in general

Click Next

You do not have receipt-based, mileage, or per diem expenses

Click Next

7 The Create Expense Report: Expense Allocations page appears - your allocations default to your assigned company, operation, and function (COF). Review default information.

! Important Never change the default allocations for FIS Travel Advance.

If . . . Then . . . You find data that needs correction

Enter the correct information on the line item. You may search by clicking the flashlight icon next to the field.

o ! Important If your expense needs to be allocated to a

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foreign company (i.e. international GL), change the Company number to 1001, and place your foreign company allocation in the Intercompany field as shown below with 2114 (UK). For a listing of foreign companies, contact [email protected].

o Tip to update multiple lines, click the select box for each line, click Update Allocations, enter the change, and click Apply.

Repeat for any other line items; when finished, click Next, and continue to next step.

The COF defaults are correct

Click Next, and continue to next step.

8 Review the expense report and click on the tabs for a breakout of the information. When finished, click Submit.

9 If . . . Then . . . If your Expense Report does not require expense receipts to be submitted

The Expense Report will be sent to your manager for approval. Once approved, Accounts Payable will process the report and issue payment. Click Logout.

You wish to return to Home Page Click Return

Your Expense Report requires submission of receipts

Note Receipts are required for cash expenses $10 and more and corporate credit card expenses $75 and more

Travel Advance if you submitted a travel advance expense report, include the Travel Advance Form as your receipt. Post-travel, submit a regular expense report accounting for your cash expenses.

Click Upload Receipts Click Add Files Click Browse and navigate to where your

expense receipt is saved on your machine (you may scan receipts or photograph them and save in .pdf format).

Repeat and Browse for each receipt. Click Finish Click x in the upper right corner

of the Transcepta browser window. Logout of Oracle

5 December 2013

ACCOUNTS PAYABLE

AP - Oracle Invoice Routing and Approval

Introduction You are required to review and approve invoices charged to your business unit before they can be processed and paid by Accounts Payable (AP). This job aid describes the steps to review, edit distributions, and approve invoices sent to you from AP.

! Important - When an invoice is ready for your review or approval, you will receive an email from Oracle. To ensure you receive the email, you must enable e-mail in your preferences.

It is important to review each invoice that you approve and ensure the charges are distributed to the correct operation.

You have the ability to route an invoice for approval if it is out of your Schedule of Authorization (SOA).

Please approve invoices in a timely fashion so that we avoid third party late fees.

You have 6 days to act upon invoices. You will receive one notification and one reminder to do so. On day 6, if no action has occurred, the notification will be escalated to the next manager with an e-mail requesting action. On day 9, if no action has been taken, the invoice is returned to AP.

Support - If you need additional assistance, contact FIS Support Center. http://employeesupport.fnfis.com

Step Action

1 You will receive email notification that you have an invoice pending approval or you may see the notification in your Oracle worklist. You may click the notification link from the email and arrive at the Oracle login screen, or you may log directly into Oracle.

If you have difficulty logging into Oracle, contact 800.448.8625 (domestic) or http://employeesupport.fnfis.com .

2 On the Oracle Navigator page, your Worklist will show the invoice needing approval. In the

Subject column, click the hyperlink to the invoice.

3 The invoice approval request opens; review the invoice details. If the invoice amount is within your SOA, you will see the Approve for Payment button; if it is out of your SOA, you will see the Route for Approval button which will forward the invoice to the next manager with the appropriate SOA. The invoice charge defaults to a general expense account. Before approving, you must define the operation(s) to which the invoice should be expensed or charged; it is also helpful to define the operation(s) before routing for approval. Under References, click the View Additional Invoice Details link. Proceed to next step.

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Note Under Related Applications, you have two links. Link Description Invoice Image Attachment

Click here to view an image of the invoice information and/or any attachments.

View Additional Invoice Details

The invoice charge defaults to a general expense account. You must define the operation(s) to which the invoice should be expensed or charged. View Additional Invoice Details is the link to make these edits.

4 The Interactive Invoice Details screen opens. Under Line: expand the Show link.

5 You will see one line item defining the entire invoice amount to one allocation the general expense account you must edit.

If . . . Then . . . You wish to charge the entire invoice amount to one account

Click the blue search icon Tip If you know the account, you may type it into the field.

The account Search and Select Screen Opens Enter parameters (such as the company.operation.function to

which you wish to charge the invoice) to query account combination options. Click Search.

o Tip - Use the blue flashlight search icon to query the accounts.

Under Results, click the Select radio button for the line item with the correct account combination

o Note If the combination you need does not appear, click Create. This account combination is saved and available for query in the future. If you enter an invalid account combination, you will receive error messages.

Click the Select button You return to the Enter Distributions screen and see the line

item redefined

! Important If your expense needs to be allocated to a foreign company (i.e. international GL), change the Company number to 1001, and place your foreign company allocation in the Intercompany field as shown below with 2114 (UK). For a listing of foreign companies, contact [email protected].

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You wish to split the invoice amount across separate accounts

Complete the steps outlined above for the first line item / first account distribution as if you were charging it all to one account

When you return to the Enter Distributions Screen, click Add Another Row,

Repeat the steps above for the additional distribution; repeat until all distributions are entered.

6 When all distributions are entered for this invoice, choose from the following:

Choice Description Save and Return to Notification

Click to save the distributions and return to the notification where you may submit and approve the invoice.

Cancel and Return to Notification

Click cancel to exit the Enter Distributions screen without saving changes.

Note on FA Accounts When charging invoices to the 3 Fixed Assets Accounts, additional fields are required. These will appear after clicking Save or Save and Return to Notifications. When using the following accounts, please populate the criteria outlined below.

FA Account Populate the following fields . . . 154103 PPE Clearing Account (FA SL) (PPE) Property, Plant, Equipment

FA Category Repeat Save information outlined above to proceed

174101 Software Clearing Account (FA SL)

FA Category Repeat Save information outlined above to proceed

141203 Prepaid Maintenance Clearing Acct (FA SL)

FA Category # of Months to Amortize Amortization Date Depreciation Expense Account Repeat Save information outlined above to proceed

7

You return to the Notification Details screen. Remember that you may also view the invoice and its attachments (refer to step 3). After reviewing the invoice and updating your

distributions, choose from the following:

Action DescriptionApprove When you click approve, you grant AP permission to process and pay the

invoice as you allocated. The invoice will disappear from your worklist.

Route for Approval

When you click Route for Approval, the invoice is routed to the manager who will approve.

Reject When you click reject, you are not approving for the invoice to be processed. The invoice will return to AP.! Important - Before you reject an invoice, you should type the reason into the Approver Comments section of the notification details page. This will give AP the feedback to edit the invoice so that it can be approved.

Reassign This function is used if you want to delegate another employee to approve or reject the invoice for you.

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Request Information

When you click Request Information, you will complete a form requesting additional data from AP about the invoice. The notification will disappear from your queue until AP responds and resends the notification for approval with the response to your inquiry.

8 You return to the Oracle Navigator Page where you may approve another transaction, complete another task within Oracle, or logout of the application.