Em Emplo loyee ee Ac Access cess Portal tal Jim Hogg County - - PowerPoint PPT Presentation

Em Emplo loyee ee Ac Access cess Portal tal Jim Hogg County ISD

HOME PAGE FOR EMPLOYEE ACCESS PORTAL {insert URL for website} First time logging in choose New User

1. . Enter your nin ine-digit so social l se security number, , birt irth date in in th the MM DO DO YYYY format an and Zi Zip Cod

• de

2.

• 2. Clic

lick Retrie ieve

Create a New User Page 1

• Data to be verified

Ensuring that you are authorized to use the system.

• Employee Number, Date of Birth, Zip Code, Last Name,

and First Name fields are display only and cannot be modified.

Create a a User ser Nam ame - type a six-to-eight character user

• name. (No embedded spaces are allowed.) The name must

be unique within the district; it is not case-sensitive.

Cr Create a a Pass asswor

• rd - type a six-to-nine alphanumeric

password. New password must be …. between 6 and 9 characters long. contain a number. contain an uppercase character. contain a special character.

Em Email il-

Enter your work email only

The system is not set up to use your home email

Hin int Qu Question -Type a question you will be asked in the

event that you forget your password

Hin int Ans Answer - Type the answer to the hint

(case sensitive)

SAVE

When you save it will pop you back to this screen. You can now log in with your newly created username and password.

Inquiry Options

 Calendar Year to Date:

 Allows you to view a year to date summary

• f various earnings.

 You can reference prior years information

 Current Pay Information

 Allows you to view your current pay information set up in HR  Some items have the option to request modifications

 These requests are done under Self-Service and will be discussed later.

 Deductions

 Allows you to view your payroll deductions as they currently exist in HR  Modifications to deductions will not be allowed through the portal. You will need to contact Payroll directly.

 Earnings

 Allows you to view earnings and direct deposit information

 Leave Balance

 Allows you view leave information as it exist in HR as of your most recent paycheck

 W2 and 1095 Information

 Allows you to view your W2 and 1095 for the year and previous years  Previous year W2 can be viewed but not printed

Self Service Options

 Change Password

 Allows you to change your password

 Demographic Information

 Allows you to verify, enter and request updates to your demographic information

 Payroll Information

 Allows you to enter and request updates to payroll information

Earnings

 Choose the Pay date

 Your earnings statement will be available on and after payday

 Basic information

 Campus, check #, Period Ending, Withholding status and # of Exemptions

 Earnings and Deductions

 Gross Earnings and Tax totals  TRS deductions  Other deductions  Net Pay

 Detailed Salary Breakdown

 Job Description and Salary Breakdown  Overtime  Supplemental Pay  Non-TRS Taxable Pay  Non-TRS Non-Taxable Pay  Deductions  Leave

Ear arnin ing statements can an be prin rinted for an any Pay peri riod cu current or

• r previous

Leave Balance

 Beginning Balance

 Balance began the School year with

 Advanced/Earned

 Balance of any days earned since previous pay date (not applicable to most)

 Pending Earned

 Balance of any days earned but not processed until end of the next pay period

 Used

 Number of days used through the previous pay period

 Pending Used

 Number of days pending but not processed until the end of the next pay period

 Available Balance

 Number of days available based on processed and unprocessed data

Plea Please no note pe pending da days s an and avail ailable le ba balance is is su subject to

• ch

change pr prio ior to

• en

end of

• f pa

pay per period

Leave Balance Cont’d

 Previous Leave Inquiries  Leave used is available online from May 1, 2015 forward  To inquire about leave used during a particular time frame

 Available through end of the previous pay period  Choose your From Date, To Date and Leave Code  Retrieve  Note: Pending Leave data is not available to pull

Ca Cale lendar Yea ear To

• Da

Date

Choose the Calendar year you want to view Below are Highlights of what you will see Note all totals are based the Calendar Year displayed

• Contract Pay – Total Gross Base Salary
• Non-Contract Pay – Total Gross pay not

covered under Base Salary (ex: Stipends)

• Supplemental Pay- Total Gross

supplemental Pay (ex: extra duty)

• Withholding Gross – Total salary that

Federal Tax is based on

• Withholding Tax – Total Federal Income Tax
• Medicare Gross – Total salary Medicare tax

is based on

• Medicare Tax – Total Medicare Tax paid

Choo Choose se the he Ca Calen lendar year ar you

• u wan

ant to

• vie

iew Belo Below ar are Hig Highlig hlights s of

• f wha

hat you

• u will

ill see see Not Note all all tot

• tals

als ar are based based the he Ca Calen lenda dar Year ar displa displayed

• Annuity, Roth, 457 – If you pay

into any of these this is the total paid for the year displayed

• Non TRS – Monies paid during

the year not subject to TRS

• Non-TRS/Non-Tax – Monies

paid during the year not subject to Federal Tax or TRS

• TRS Sal Reduction – Total paid

into TRS for year selected

• TRS Insurance – Total paid to

TRS insurance for year selected

• Health Insurance Deduction –

Total – total paid for HI that is not sheltered by pre-tax plan

• Employer Proved Health Care –

Total attributed to the ACA

Calendar Year To Date Cont’d

Current Pay Information

 Employment Information

 Name, Address, Phone  Employee #  DOB, Gender  Degree Earned  Years of Experience

 Total and in District  Professional and Non-Professional

 Frequency: Monthly

 W4 Information

 Marital Status (withholding purposes

• nly)

 Exemptions

 Pay Campus  Positions – Salary Breakdown

 Title  Payments (Total and Remaining)  Annual Salary, Daily Rate, Monthly Rate and Overtime Rate (if applicable)

 Bank Info

 Direct Deposit Information as shown currently in HR

Deductions

 W4 Deduction Info

 Marital Status (withholding purposes only)  Number of Exemptions

 List of Current Monthly Deductions

 Description  Staff Member Contribution  Cafeteria Plan  Employer Contribution

W2 and 1095

This will not be opened for viewing until after all tax forms are completed this year. Prior Year W2’s and 1095 are viewable only and can not be printed.

New Password and Forgot Password

 To change your password choose

 Self-Service  Change Password  Enter the New Password twice  Update

 Forgot your password

 Choose Forgot Password from the Log in page  You will be directed to enter your SS#, DOB and Zip Code  Retrieve  You will be directed to Answer your Hint Question and Submit

Demographic ic In Inform rmatio ion

Under Self-Service Demographic information you have the ability to request a change to your demographic information from HR. Changes to your name and/or DL require additional documentation. Please contact {insert Name} to make these changes To Request a Change Enter the New Information in the appropriate box and Save. An alert will be sent to my email and I will either approve the change or contact you if I have any questions Email can not be changed. If you see an error with your email please contact {insert Name}

Payroll ll In Inform rmatio ion

Under Self-Service Payroll information you have the ability to request a change to your W4 information. Making this change will require additional documentation be submitted Print a new W4 and submit it to HR/Payroll. The request for change will not be approved until a new signed W4 is received. You can locate this form on our website risdweb.org under Administration/human resources/new employee documents To Request a Change Enter the New Information in the appropriate box and Save. An alert will be sent to my email and I will approve the change once I receive your new signed W4.

PLEASE NOTE ANY CHANGES REQUESTED FOR THE NEXT PAY PERIOD MUST HAVE ALL DOCUMENTATION TO PAYROLL BY THE 1ST DAY OF THE MONTH TO BE PROCESSED. ANY REQUEST RECEIVED AFTER THAT WILL NOT TAKE AFFECT UNTIL THE FOLLOWING PAY PERIOD.

Effective as of the 07/01/2016 Pay Date Direct Deposit Employees will not be provided with paper checks any longer. All Earnings statements will be pulled by the individual staff member directly from the Employee Access Portal.

All checks for substitutes and staff members not on direct deposit will be mailed off on Thursday and employee will receive check on Friday; no exceptions. A LINK TO THE PORTAL WILL BE MADE AVAILABLE ON THE Jim Hogg County ISD WEBPAGE UNDER Employee/TxEIS link. Any questions regarding the Employee Access Portal please email apaiz@jhcisdpk12.org