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Complete Instructional Guide

Version 9.3

Last Updated: 11/11/2012

Employee Self Service (ESS)

Employee Self Service: Complete Guide 2 | P a g e Date: 11/2012

REVISION HISTORY

Date of Revision

Owner Indicate Page # Summary of Changes

11/11/2012 MUNIS Team ALL Updated to reflect v9.3 changes.

Employee Self Service: Complete Guide 3 | P a g e Date: 11/2012

Table of Contents REVISION HISTORY .................................................................................................................................................................. 2

EMPLOYEE SELF SERVICE OVERVIEW ...................................................................................................................................... 4

ESS GENERAL GUIDELINES ...................................................................................................................................................... 4

Accessing MUNIS Employee Self Service ................................................................................................................................ 5

Logging In to MUNIS Employee Self Service ........................................................................................................................... 6

Changing Your Password ......................................................................................................................................................... 7

MUNIS Employee Self Service Main Page ............................................................................................................................... 8

Employee Self Service Welcome Page .................................................................................................................................... 8

How to View and Update Personal Information ................................................................................................................... 10

Employee Profile Subsection ............................................................................................................................................ 10

HOW TO VIEW PAY/TAX INFORMATION ............................................................................................................................... 11

Pay/Tax Information ......................................................................................................................................................... 11

YTD Information ................................................................................................................................................................ 12

W-2 Information ............................................................................................................................................................... 12

W-4 Information ............................................................................................................................................................... 13

Paycheck Simulator ........................................................................................................................................................... 14

TIME-OFF INFORMATION ...................................................................................................................................................... 15

EXPENSE REPORTS ................................................................................................................................................................ 15

FREQUENTLY ASKED QUESTIONS .......................................................................................................................................... 16

What if I forget my password? .......................................................................................................................................... 16

How Secure Is My Personal Information? ......................................................................................................................... 18

Employee Self Service Contacts ............................................................................................................................................ 18

Employee Self Service: Complete Guide 4 | P a g e Date: 11/2012

EMPLOYEE SELF SERVICE OVERVIEW MUNIS Employee Self Service (ESS) is a web based application that allows Northside ISD Employees to securely access selected personal and payroll information.

The following are some features and information available through ESS:

• PERSONAL INFORMATION View and update contact information (Address, Email and Telephone Numbers). View and update emergency contact information. View employee profile information (General employment and demographic information).

• PAY AND TAX INFORMATION

View and print pay check information. View and print year-to-date gross earnings. View and print historical W-2 information. View and print current W-4 withholding information. Paycheck Simulator utility.

• TIME OFF INFORMATION

View and print a history of used and accrued leave. This information is up-to-date as of the last pay period.

• RESOURCE LINKS View and print any additional documents or links that have been provided for your reference.

ESS GENERAL GUIDELINES

• User Name is your E-Number without "e" and leading zeros “0” (i.e., e056321, type 56321).

• First time users will enter the last 4 digits of their SSN# as the password and then be forced to change their password. Best practice is to change your password to your NISD Network or GroupWise password or something you can easily remember.

• Passwords should follow guidelines stated in TEC-02 Administrative Regulation.

• First time users will be prompted to provide a password hint. Provide a hint that will allow you to easily remember your password. This password hint will be emailed to you upon your request, if you lose or forget your password in order to reset your password.

• Please make sure you log off when finished.

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Accessing MUNIS Employee Self Service

STEP 1. From the NISD Home Page, click Employee Self Service from the Employee Links drop-down list or type http://nisd.net/ess in your browser.

STEP 2. The Employee Self Service Help page will appear:

STEP 3. Click the https://tylerweb.nisd.net/mss to access the Employee Self Service Login screen.

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Logging In to MUNIS Employee Self Service

STEP 1. Click the LOG IN link located at the top right of the screen

STEP 2. USER NAME: enter your "Employee Number" without the “e” and leading zeros “0”

STEP 3. PASSWORD: if you have logged into ESS before enter your password and click the LOGIN button.

STEP 4. FIRST TIME USERS PASSWORD: enter the last 4 digits of your Social Security Number as the default password.

STEP 5. Click the LOG IN button .

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Changing Your Password First time users will be prompted to change their password.

STEP 1. CURRENT PASSWORD: Re-enter the last four digits of your Social Security Number.

STEP 2. NEW PASSWORD: enter a NEW password. NOTE: Your new password must be:

o minimum of 10 characters in length o alphanumeric (must contain both letters and numbers) o At least one upper case letter o At least one special character such as @, #, $, %, * (passwords cannot begin with a

special character)

STEP 3. PASSWORD STRENGTH: If your password strength is UNACCEPTABLE, ESS will not allow you to change it. Be sure to adhere to the password requirements in STEP 2 (above).

STEP 4. CONFIRM NEW PASSWORD: Re-enter your NEW password.

STEP 5. NEW PASWORD HINT: Enter a New Password Hint. This password hint will be emailed to you upon your request should you lose or forget your password.

STEP 6. Click the CHANGE button .

STEP 7. You should receive notification that your password was changed. Click CONTINUE.

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MUNIS Employee Self Service Main Page

STEP 1. Once you log in, your name appears at the top of the screen.

STEP 2. Click the EMPLOYEE SELF SERVICE link from the list on the left.

STEP 3. The Employee Self Service Welcome screen appears.

Employee Self Service Welcome Page The Employee Self Service Welcome Page is made up of several key parts:

INFORMATION PANELS - In the middle of the main page, Personal Information, Time Off, Paychecks, and Announcements will display.

*HINT* Under the Paychecks section, click on the CAMERA to view an image of your paytub(s).

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EMPLOYEE SELF SERVICE LINKS – On the left side bar, click on each link to view and/or update information related to Pay/Tax information, Personal Information, and Time off.

RESOURCES – documents or links will be displayed in this section and can be referenced by all ESS

users, such as the Online Benefits System for purposes of enrollment and qualifying life event changes.

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How to View and Update Personal Information

STEP 1. Click PERSONAL INFORMATION link under Employee Self Service.

STEP 2. Your current personal information will display (home address, e-mail, telephone, dependant and emergency information).

STEP 3. Click on the CHANGE links in each section to update the information.

NOTE: Do not change your NISD e-mail address.

STEP 4. Clicking on the respective CHANGE links will take you a new page to edit your information.

STEP 5. Click the UPDATE button to save your changes on each screen.

Employee Profile Subsection

STEP 1. Under PERSONAL INFORMATION , click the EMPLOYEE PROFILE link to view general employment and demographic information.

STEP 2. General employment and demographic information can only be changed by e-mailing your request to the Human Resources Department.

Employee Self Service: Complete Guide 11 | P a g e Date: 11/2012

HOW TO VIEW PAY/TAX INFORMATION The Pay/Tax Information module allows you to view and print pay check information, year-to-date gross earnings, historical W-2 information, and current W-4 withholding information. In addition, you have access to the Paycheck Simulator utility.

Pay/Tax Information

STEP 1. Click the PAY/TAX INFORMATION link under Employee Self Service.

STEP 2. To view the specific details of a paycheck click the VIEW DETAILS link.

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YTD Information

STEP 1. Click the YTD INFORMATION section for a cumulative view of payroll information for a given year.

W-2 Information Click the W-2 section to display Federal and State taxes and withholding for a given year.

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W-4 Information

STEP 1. Click the W-4 section to view information regarding current tax withholding status for Federal taxes.

STEP 2. Click the EDIT W-4 VALUES link to make changes to your W-4 elections.

STEP 3. MARITAL STATUS: Choose your selection from the drop-down menu.

STEP 4. EXEMPTIONS: Enter the desired number of exemptions.

STEP 5. ADDITIONAL AMOUNT: Enter any additional amount you would like withheld from your paycheck.

STEP 6. Check the Verify box.

STEP 7. Click SUBMIT to accept the changes.

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Paycheck Simulator

STEP 1. Click the PAYCHECK SIMULATOR section of Pay/Tax Information to enter pay, tax, and deductions to see what your paycheck might look like if you change tax withholdings.

STEP 2. Click CALCULATE to submit the data view the results.

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TIME-OFF INFORMATION The Time Off section allows you to view and print a history of used and accrued leave. This information is up-to-date as of the last pay period.

STEP 1. Click TIME OFF link under Employee Self Service.

STEP 2. The Time Off screen displays information for any leave taken and available time off as of the last pay period.

STEP 3. Click the CALENDAR icon to view historical information for each type of leave in a calendar view.

EXPENSE REPORTS As of August 1, 2012, reimbursements claims for mileage or travel expenses are initiated by the employee via Employee Self Service (ESS). All documentation justifying the claim(s) MUST be attached electronically at the time the claim is submitted in ESS.

Once submitted, the claim is processed by the campus/department bookkeeper, approved by your principal/director, and finally processed for payment by the Accounts Payable Department. For step-by-step instructions on how district employees create reimbursement claims in ESS for monthly mileage or eligible travel expenses, please refer to the How to Add an Expense Claim guide located at: (http://intranet.northside.isd.tenet.edu/Business/munis/pdf/EmployeeExpense-MileageClaims.pdf)

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FREQUENTLY ASKED QUESTIONS

What if I forget my password?

STEP 1. At the Log In screen, click the FORGOT YOUR PASSWORD link.

STEP 2. Enter your Username (employee number without the “e” and “0”).

STEP 3. Click the RETRIEVE HINT button to have an email containing your password hint sent to you.

STEP 4. ESS will confirm that the email was sent.

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STEP 5. Logout of Employee Self Service and access your GroupWise email account.

STEP 6. If the password hint helps you remember your password, return to Employee Self Service and attempt to log in once again.

STEP 7. If you still cannot recall your password, click the link provided in the email to generate a new password.

STEP 8. The Password Regeneration screen in ESS appears:

STEP 9. Click SUBMIT to have a Temporary Password sent to your GroupWise email.

Employee Self Service: Complete Guide 18 | P a g e Date: 11/2012

STEP 10. The GroupWise email will look similar to the example below:

STEP 11. Return to Employee Self Service and log in using the Temporary Password.

How Secure Is My Personal Information? Your information is encrypted for privacy and will remain secure as long as you protect your password.

Employee Self Service Contacts Payroll Related Questions Send a GroupWise email to payrollissue@nisd.net. The email will be forwarded to the appropriate staff for resolution. Human Resources Related Questions Send a GroupWise email to hr@nisd.net explaining the issue. Please include the employee number. The email will be forwarded to the appropriate staff for resolution.