ETS Employee Self Service Guide

ETS PEOPLESOFT EMPLOYEE SELF-SERVICE GUIDE

Date of Issue: August 2013

ETS Employee Self Service Guide

Employee Self Service

All employees will be granted access to Employee Self Service. Employee Self Service allows employees to review, add, or modify their personal information at their convenience. The information contained in this document illustrates the ways in which employees can use the self service features in PeopleSoft HCM 9.1. Please note the purpose of this document is to provide instruction as it relates to the PeopleSoft HCM system. This document does not provide guidance on Howard Universitys policies. For information on these policies, contact the Office of Human Resources.

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ETS Employee Self Service Guide

Contents
1. 2. 3. 4. 5. PeopleSoft Guest Portal .............................................................................. 3 Login to PeopleSoft ..................................................................................... 4 Forgot Password .......................................................................................... 6 PeopleSoft Enterprise Portal ...................................................................... 8 Employee Self Service ................................................................................. 9
5.1 My Personal Information ................................................................................................10
5.1.1 . Personal Information Summary ......................................................................................... 11 5.1.2 . Home and Mailing Address ............................................................................................... 13 5.1.3 . Phone Numbers ................................................................................................................ 15 5.1.4 . Email Address ................................................................................................................... 18 5.1.5 . Emergency Contact ........................................................................................................... 20 5.1.6 . Marital Status .................................................................................................................... 24 5.1.7 . Name Change ................................................................................................................... 27

5.2 My Pay ...........................................................................................................................30

5.2.1 . View Paycheck .................................................................................................................. 31 5.2.2 . Direct Deposit .................................................................................................................... 32 5.2.3 . W-4 Tax Information .......................................................................................................... 36 5.2.4 . View W-2/W-2c Forms....................................................................................................... 38

5.3 My Timesheet ................................................................................................................39

5.3.1 . Timesheet.......................................................................................................................... 40

5.4 My Benefits ....................................................................................................................42

5.4.1 . Savings Contribution Summary ......................................................................................... 43 5.4.2 . Retirement Manager .......................................................................................................... 44 5.4.3 . Flexible Spending Accounts .............................................................................................. 46 5.4.4 . Dependent/Beneficiary Coverage ...................................................................................... 47 5.4.5 . Health Care Dependent Summary .................................................................................... 49 5.4.6 . Benefits Enrollment ........................................................................................................... 50

6.

Contacts...................................................................................................... 51

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ETS Employee Self Service Guide

1. PeopleSoft Guest Portal

Step 1 To access the PeopleSoft Guest Portal, visit http://peoplesoft.howard.edu/ or follow the path: http://www.howard.edu/ > Faculty & Staff > PeopleSoft

The PeopleSoft Guest Portal provides access to various items such as Security Request Forms, Training Aids, User Guides, Helpful links and important Employee Announcements. Note: Signing into the PeopleSoft system is not required to access the information on the Guest Portal.

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ETS Employee Self Service Guide

2. Login to PeopleSoft
Step 1 New Hires will be required to complete their Onboarding process in the Howard New Employee Portal in order for their employment record to be created in PeopleSoft. Once their employment record is created, the New Hire may then visit the Bison One Card Office to obtain their Email and Network login credentials through Go Book. Bison One Card Office 2301 Georgia Ave NW Washington, DC 20059 Your PeopleSoft User ID and Password will be delivered to your Howard Email account. Contact the ETS Help Desk at 202-806-2020 if you require further assistance. Step 2 Enter your User ID and Password in their respective fields.

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ETS Employee Self Service Guide

Note: If you do not know your User ID, you can locate it using the below options Option Your HU Network ID is... Example Jane.Doe Result Your PeopleSoft User ID is: jane.doe (lower case letters) Your HU Email Account is Jane.Doe@howard.edu OR Jane.Doe@bison.howard.edu (lower case letters) Your PeopleSoft User ID is: jane.doe

Step 2 Click the button.

Note: The first time you access the PeopleSoft Portal you will be instructed to change your password to one of your own choosing.

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3. Forgot Password
Step 1 Click the link.

Step 2 Enter your User ID and click the button.

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Step 3 Enter your Howard email address in the Response field.

Step 4 Click the Step 5 You will receive an auto-generated email that contains your new password. button to complete the action.

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4. PeopleSoft Enterprise Portal

Once you have successfully logged into PeopleSoft you will arrive on the PeopleSoft Enterprise Portal. The Enterprise Portal has several pagelets that contain information pertaining to the Office of Human Resources, Effort Reporting, Worklists, Training, and Announcements.

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ETS Employee Self Service Guide

5. Employee Self Service

All HU employees have access to the PeopleSoft Portal where they can access their personal information via Employee Self Service (ESS). ESS allows employees to view, add, or modify: My Personal Information My Pay My Timesheet My Benefits ePro-Create Requisition (If Applicable)

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ETS Employee Self Service Guide

5.1

My Personal Information

To view My Personal Information options, follow the navigation path: Self Service > My Personal Information.

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5.1.1

Personal Information Summary

To view or change your personal information, follow the navigation path: Self Service > My Personal Information > Personal Information Summary. On this page, you will have the functionality to:
Review or modify your Name, click Review or modify your Address, click

Review, add or modify your Phone Number, click Review, add or modify your Emergency Contact , click Review, add or modify your Email Address , click Review, add or modify your Marital Status, click

Review or modify your Ethnic Group, click

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ETS Employee Self Service Guide

Note: You will need to contact the Office of Human Resources to edit any incorrect information under the Employee Information section. Select Portal. from the top of your page to return to the PeopleSoft Enterprise

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5.1.2

Home and Mailing Address

To view or change your Home and Mailing Address, follow the navigation path: Self Service > My Personal Information > Home and Mailing Address.

Edit Address Step 1

To edit your Address click the

button.

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Step 2 Once you have updated the necessary fields, click the complete your action. Step 3 Click the button to return to the Home and Mailing Address page. button to

Step 4 Select from the top of your page to return to the PeopleSoft Enterprise Portal.

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5.1.3

Phone Numbers

To view or change your telephone number, follow the navigation path: Self Service > My Personal Information > Phone Numbers.

Edit Phone Number Step 1 To edit your phone number, update the information listed in the Telephone field, and click the Step 2 Click the button to return to the Phone Number page. button to complete the action.

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Step 3 Select from the top of your page to return to the PeopleSoft Enterprise Portal.

Add Phone Number Step 1 To add a Phone Number, click the button.

Step 2 From the Phone Type drop down menu, choose the desired Phone Type. Step 3 Enter an additional telephone number and click the complete the action. Note: At least one phone number must be listed as Preferred. button to

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Step 4 Click the button to return to the Phone Numbers page.

Step 5 Select from the top of your page to return to the PeopleSoft Enterprise Portal.

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5.1.4

Email Address

To view or change your email address, follow the navigation path: Self Service > My Personal Information > Email Address.

Edit Email Address Step 1 To edit your email address, update the information listed in the Email Address field, and click the Step 2 Click the button to return to the Email Address page. button.

Step 3 Select from the top of your page to return to the PeopleSoft Enterprise Portal. Add Email Address
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ETS Employee Self Service Guide

Step 1 To add an Email Address, click the button.

Step 2 From the Email Type drop down menu, choose the desired Email Type. Step 3 Enter an additional email address and click the complete the action. Note: At least one email must be listed as preferred. Step 4 Click the button to return to the Email Addresses page. button to

Step 5 Select from the top of your page to return to the PeopleSoft Enterprise Portal.

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ETS Employee Self Service Guide

5.1.5

Emergency Contact

To view or change your emergency contact, follow the navigation path: Self Service > My Personal Information > Emergency Contact.

Edit Emergency Contact Step 1

To edit your emergency contact information, click the Step 2

button.

You will have the option to edit your emergency contacts name, relationship, address, phone number, and add an additional phone number. Once you have made the appropriate changes, click the action. Step 3 Click the button to return to the Phone Number page. button to complete the

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ETS Employee Self Service Guide

Step 4 Select from the top of your page to return to the PeopleSoft Enterprise Portal.

Add Emergency Contact Step 1 To add an Emergency Contact, click the button.

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ETS Employee Self Service Guide

Step 2 Enter data into the following fields: Field Contact Name Relationship to Employee Check boxes Enter Enter Contact Name Choose the desired relationship from the drop down menu If the emergency contact has the same address as you, select the appropriate check box If the emergency contact has the same telephone number as you, select the appropriate check box Address Phone Other Telephone Number Cannot be edited Enter Phone Number Select and enter the appropriate information Step 3 Click the Step 4 Click the button to return to the Email Addresses page. button to complete the action.

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Note: At least one emergency contact must be listed as preferred. Step 5 Select from the top of your page to return to the PeopleSoft Enterprise Portal.

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5.1.6

Marital Status

To view or change your marital status, follow the navigation path: Self Service > My Personal Information > Marital Status.

Note: As you are working on a specific step, it will be shown as

Step 1 Click the button to begin the process and update the necessary steps related to your marital status.

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Step 2

Example : Change Status Field Date Change Will Take Effect Current Marital Status Change Marital Status To Enter Enter Date This field will be populated Select the desired item from the drop down list

Step 3 Click the button.

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Step 4 Continue through the remainder of the necessary steps. Step 5 Select from the top of your page to return to the PeopleSoft Enterprise Portal.

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5.1.7

Name Change

To view or change your name, follow the navigation path: Self Service > My Personal Information > Name Change.

Edit Name Step 1 Enter a date in the Change As Of field. Step 2 Click the button and update the necessary fields.

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ETS Employee Self Service Guide

Note: Once you have made the necessary changes, you can select and the new name with be shown in the Display Name, Forma Name, and Name fields. Step 3 Click the Step 4 Click the Step 5 Click the button to return to the Name Change page. button to complete the action. button to return to the Name Change page.

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ETS Employee Self Service Guide

Step 6 Select from the top of your page to return to the PeopleSoft Enterprise Portal.

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ETS Employee Self Service Guide

5.2

My Pay

To view My Pay options, follow the navigation path: Self Service > My Pay.

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ETS Employee Self Service Guide

5.2.1

View Paycheck

To view your paychecks, follow the navigation path: Self Service > My Pay > View Paycheck.

Step 1 To view your paycheck, select the appropriate check date link and your paycheck will display in PDF format in a new window. Step 2 Select Portal. from the top of your page to return to the PeopleSoft Enterprise

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5.2.2

Direct Deposit

To view or change your direct deposit, follow the navigation path: Self Service > My Pay > Direct Deposit.

Edit Direct Deposit Step 1 To edit your direct deposit account select the button.

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Step 2 Enter data into the following fields: Field

Routing Number

Enter
Enter Routing Number

Note
When you select the link, a check sample will be displayed to assist in locating your routing and account numbers.

Account Number

Enter Account Number

Click the link, should you need assistance locating your account numbers.

Account Type

Choose the desired option from the drop down

Options Include: Checking Issue Check Savings

Deposit Type

Choose the desired option from the drop down

Options Include: Amount Balance Percent

Amount of Percent

Not Required

If Percent is selected as a deposit type you will need to complete this section.

Deposit Order

Enter Number

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Step 3 Click the Step 4 Click to return to the Direct Deposit page. button to complete the action.

Step 5 Select Portal. from the top of your page to return to the PeopleSoft Enterprise

Add Direct Deposit Account Step 1 To add a direct deposit account, select the button.

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Step 2 Enter data into the appropriate fields and click the complete the action. Step 3 Select Portal. from the top of your page to return to the PeopleSoft Enterprise button to

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5.2.3

W-4 Tax Information

To view or change your W-4 tax information, follow the navigation path: Self Service > My Pay > W-4Tax Information.

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ETS Employee Self Service Guide

Edit W-4 Tax Information Step 1 Enter data into the following fields: Field Marital Status Allowances Additional Withholding from Each Paycheck Claim Exemption Year Exempt Status Enter Select the appropriate marital status Enter the total number of allowances you are claiming Enter any additional amounts, if any, to be withheld from your paycheck, if applicable Default value If you meet the required conditions for exempt status, then select the check box

Step 2

Click the

button to complete the action. link for additional references.

Note: Click the

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5.2.4

View W-2/W-2c Forms

To view your W-2/W-2c forms, follow the navigation path: Self Service > My Pay > View W-2/W-2c Forms.

Step 1 Click the link to open the form in a new window. The form will be displayed in PDF format. Step 2 Select Portal. from the top of your page to return to the PeopleSoft Enterprise

Note: Click the View a Different Tax Year link to view a different year end form. In addition, should you need assistance with filing your W-2, click the Filing Instructions link for further instructions.

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ETS Employee Self Service Guide

5.3

My Timesheet

Follow the navigation path: Self Service > My Timesheet.

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5.3.1

Timesheet

To submit your timesheet, follow the navigation path: Self Service > My Timesheet > Timesheet.

Step 1 Enter the number of hours into each date field.

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Step 3

Select a Time Reporting Code (TRC) using the Time Reporting Code drop down and choose the desired value. Enter additional TRC codes as separate line items, if needed, for the same time period. You can only have one TRC per row. To add additional
rows, click the + button.

Step 4 Click the button once all of the necessary information has been entered. The Submit Confirmation page appears.

Step 5 Click the button to return to the Timesheet page.

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5.4

My Benefits

To view My Benefits options, follow the navigation path: Self Service > My Benefits.

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5.4.1

Savings Contribution Summary

To view your Savings Contribution Summary, follow the navigation path: Self Service > My Benefits> Savings Contribution Summary. You may view your benefits as of another date; however, increases/decreases to your Howard University Retirement Savings 403(b) and 457(b) account contributions must be made through Retirement Manager.

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5.4.2

Retirement Manager

To login to Retirement Manager, follow the navigation path: Self Service > My Benefits > Retirement Manager Existing User Step 1 Enter your User ID in the User ID field and click .

Step 2 Enter your Password in the Password field.

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Step 3 Click and continue on to Retirement Manager.

New User Step 1 Click the link and follow the prompts to create your account.

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5.4.3

Flexible Spending Accounts

To view or change your flexible spending accounts, follow the navigation path: Self Service > My Benefits > Flexible Spending Accounts.

Note: For additional questions regarding Flexible Spending Accounts contact the Office of Human Resources.

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5.4.4

Dependent/Beneficiary Coverage

To view or change your dependent/beneficiary coverage, follow the navigation path: Self Service > My Benefits >Dependent/Beneficiary Coverage. This page displays the Dependent/Beneficiary Name(s), Relationship to you, Type of Benefit(s), and a description of the Benefit.

Step 1 Select a name listed under Dependent/Beneficiary Name to review or modify the information. Step 2 To edit the information click the Step 3 Once the information has been updated, select . button.

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Step 4 Click the button to return to the Dependent/Beneficiary Coverage page.

Step 5 Select Portal. from the top of your page to return to the PeopleSoft Enterprise

Note: You can view your benefits as of another day, by entering a date and selecting .

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5.4.5

Health Care Dependent Summary

To view or health care dependent summary, follow the navigation path: Self Service > My Benefits >Health Care Dependent Summary.

Note: For additional questions regarding Health Care Dependent Summary Information contact the Office of Human Resources.

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5.4.6

Benefits Enrollment

To enroll in benefits, follow the navigation path: Self Service > My Benefits >Benefits Enrollment. Step 1 If you are a new hire, you have the ability to enroll in benefits within 30 days of your official start date. If you are an existing employee, you will have the ability to modify your elections during Open Enrollment season.

Step 2 Click the Select button to begin your enrollment and follow the prompts to completion.

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ETS Employee Self Service Guide

6. Contacts

Concern/Question About
PeopleSoft Access

Contact
ETS Service Help Desk at 202.806.2020 and select option (1). 202.806.1240 Payroll@Howard.edu 202.806.1240 Compensation@Howard.edu

Payroll

Time & Labor Position Management (position information, compensation, titles, reports to, salary increases, additional pay, position numbers, promotions, transfers)
Position Review (position description development and certification, market analysis, classification, reclassifications, grade level, job codes)

Classification@Howard.edu

Job Data (employee information, POIs, leave, separations, direct deposits, changes to tax exemptions, additional job) PeopleSoft HR End-User Access Forms

HRProcessing@Howard.edu

AccessRequest@Howard.edu

Recruitment

Recruitment@Howard.edu

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