Employee Self Service Manual - co.monmouth.nj.us

Monmouth County Employee Self Service Manual

County of Monmouth

Employee Self Service Manual December 2018


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Table of Contents Table of Contents .................................................................................................................................................................... 2

Accessing Self Service .............................................................................................................................................................. 4

Logging into Self Service.......................................................................................................................................................... 6

AD Login Name .................................................................................................................................................................... 6

AD Password ....................................................................................................................................................................... 7

Error Messages ................................................................................................................................................................ 7

Pop Up Blocker Settings .................................................................................................................................................. 7

Home Page .............................................................................................................................................................................. 9

Headings and Informational Links....................................................................................................................................... 9

Navigation ........................................................................................................................................................................... 9

Menu ............................................................................................................................................................................. 10

Help ............................................................................................................................................................................... 10

Exit ................................................................................................................................................................................. 11

Role Button ................................................................................................................................................................... 11

Timekeeper Role ....................................................................................................................................................... 11

Manager Role ............................................................................................................................................................ 11

Search ............................................................................................................................................................................ 12

Reports and Report Parameters ....................................................................................................................................... 12

Load ............................................................................................................................................................................... 12

Save ............................................................................................................................................................................... 12

Launch ........................................................................................................................................................................... 13

Reset ............................................................................................................................................................................. 13

Print ............................................................................................................................................................................... 13

Personal Information ........................................................................................................................................................ 14

Personal Profile ............................................................................................................................................................. 14

Assignments .................................................................................................................................................................. 14

Emergency Contact Information ................................................................................................................................... 14

Adding an Emergency Contact .................................................................................................................................. 14

Calendar Events ............................................................................................................................................................ 15


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Pay Information ................................................................................................................................................................ 15

Banking Information ..................................................................................................................................................... 15

Tax Filing Information ................................................................................................................................................... 15

Transaction History ....................................................................................................................................................... 15

Pay Line History ............................................................................................................................................................. 15

Pay History .................................................................................................................................................................... 16

View Earning Statement ............................................................................................................................................... 17

View W2 Information .................................................................................................................................................... 19

Deposit Stub Report ...................................................................................................................................................... 20

Time Punches ................................................................................................................................................................ 23

W2 Form ........................................................................................................................................................................ 23

Attendance ........................................................................................................................................................................ 24

Leave Balances .............................................................................................................................................................. 24

Leave History ................................................................................................................................................................. 24

Benefits ............................................................................................................................................................................. 25

Benefit Provider Links ....................................................................................................................................................... 25

Personal Assistant ............................................................................................................................................................. 25

Message Board .................................................................................................................................................................. 25

My Employee Forms & Memos ......................................................................................................................................... 26


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Accessing Self Service Self Service will be accessible on both the County Intranet and the County website. On the County Intranet, a button to Self Service displays beneath Important Links.


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On the County home page, Self Service is accessible from the CONTACT US button on the header navigation bar. The link to Self Service is on the Employee Services page.

1. Open your web browser.

2. Navigate to www.visitmonmouth.com

3. Mouse over CONTACT US. A menu will display.

4. Click Employee Services. A new page will display.

5. Click Employee Self Service

If you are a County employee and do not have a County issued computer, kiosks are available at your locations. Self

Service is accessible using any computer with internet access. You can also access Self Service from home if you have

access to the internet.

Please address your respective Help Desk if you have any questions about logging into Self Service. Your timekeeper will

assist you or get you the assistance you require from the correct resource.

http://www.visitmonmouth.com/


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Logging into Self Service At the Welcome to Monmouth County Self Service screen, enter your AD Login (your username) and your password.

Select your domain from the drop down menu, and click Log In.

1. Enter your AD Login (this is the username you use to log into your computer).

2. Note: Mixed case is not permitted. Enter all lowercase or all uppercase letters.

3. Enter your AD password (this is the password you use to log into your computer). At this time, passwords cannot be more than 16 characters.

4. Select the correct Domain from the drop down menu.

5. Click Log In.

AD Login Name The AD login name convention varies by the selected domain name. If you do not have seven characters in your last

name, enter your full last name.

Examples are displayed using the names Jane Smith (a name with less than seven characters in the last name) and John

Monmouth (a name with more than seven characters in the last name).

Domain Name Login name convention (enter lowercase letters only) Examples using Jane Sample & John Monmouth

D-MCIS, D-PARKS, Landex_domain,

SURROGATE

Enter first 7 characters of last name + the first character of the first name.

samplej monmoutj

SHERIFF Enter in the first character of the first name + all characters of the last name.

jsample jmonmouth

D-MCPO Enter in the first character of the first name + the first 7 characters of the last name.

jsample jmonmout

NOTE: There will be exceptions to the Login name convention for all domains.


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AD Password If you have never logged into a County computer or County email, your password will be the first character of your first

name in UPPERCASE + the first 3 characters of your last name in lowercase + your six-digit employee ID number.

Examples:

John Monmouth with an ID of 123456 would be Jmou123456

Jane Sample with an ID of 123457 would be Jsam123457

The passwords are case specific.

Error Messages

If you receive the following Error Message:

Check the following:

1. There are no mixed characters in the user name field (all uppercase or all lowercase only)

2. You are using your AD username, password and domain

3. You password is no more than 16 characters

Pop Up Blocker Settings

You may need to adjust your Pop Up Blocker settings when you log into Self Service for the first time. A Pop-up blocked message and/or an icon with a roll over note in yellow may display.

1. Click the message or icon. A window displays. Continue blocking is selected:

2. Select Always allow pop-ups and redirects from https://mcepss.co.monmouth.nj.us

https://mcepss.co.monmouth.nj.us/


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3. Click Done.

Once the Pop Up Blocker is off, you can click on links (e.g., Memorandums) and the page will open in a separate tab in your browser window. Self Service will remain on its own tab.


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Home Page When you log into Employee Self Service, the home page displays Headings and Informational Links.

Headings and Informational Links Headings can be expanded or collapsed as shown below, or a combination of both.

Some Informational Links will open within Self Service and others will open in new windows.

Links under Personal Information, Pay Information, Attendance, and Benefits will open within Self Service and often

display content that can be changed by the employee. For example, clicking on the Personal Profile link will allow you to

update your address, phone, etc.

Navigation To navigate off a screen that opens within Self Service, you must use the navigation buttons provided by Self Service.

Using the back and forward buttons on your browser will log you out of Self Service.


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Menu

You can also use the Navigation menu on the left side of the screen which is collapsed by default.

It can be expanded to navigate within Self Service.

Help

The Help button will direct you to the High Line Wiki page and open in a new tab in your browser.


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Exit

The Exit button will log you out of Employee Self Service.

Role Button The Role button is used to switch roles. Most Employees will view only the Home page related the Employee role.

Timekeepers and Managers can select an alternate Home page.

Timekeeper Role

Manager Role


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Search

Search allows you to search for specific reports/screens.

NOTE: The report/screen name is displayed below and to the right of the Search field box.

Reports and Report Parameters Saved report parameters are found by clicking the magnifying glass next to the Report field.

Load

Load will populate the parameters you choose for your report.

Save

Once you enter your report Parameters, Save will save your Parameter Set.

Enter a name for your parameter set.

Check Private unless you are creating this parameter set for the entire County.


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Launch

Launch will run your report.

Reset

Reset will reset the report for a new execution.

Print

Print will open a new window with the left Menu collapsed. Use the browser’s built in Print function to send the

webpage to the printer. Right-click on the page and select Print preview… You may need to adjust the print size from

the Shrink to Fit dropdown to a percentage in order to get all the info on one page.


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Personal Information Personal Information displays on the following screens:

• Personal Profile

• Assignments

• Emergency Contact Information

• Calendar Events

Personal Profile

Personal Profile displays your personal basic information: date of birth, gender, language, race, and ethnicity. It also lists

your residential address and mailing address, along with phone and email information; this information is voluntary.

Assignments

Assignments displays your assignment on the assignment details tab. This tab contains your department name, job code,

unit, group, realignment stat, title, work hours, status, and CS status. The Compensation tab lists your wage/salary

details: benefit wage rate and your hourly benefit wage. The Premium tab lists your premium pay (if applicable).

Emergency Contact Information

Emergency Contact Information is editable. It is important for employees to update this information and we ask

everyone to add at least one emergency contact.

Adding an Emergency Contact

1. Click the green plus sign to add a new contact. A blank gray bar will appear.

2. Fill in the Contact Details.

3. Click the green plus sign above Contact Type.

4. Select Emergency Contact.

5. Click Save.


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Your new contact will now be added to your Contacts list.

Calendar Events

Calendar Events currently lists dates observed as national holidays, pay dates, and time taken. It is a view-only screen.

Pay Information Pay Information displays the following screens:

• Banking Information

• Tax Filing Information

• Transaction History

• Pay Line History

• Pay History

• View Earning Statement

• View W2 Information

• Deposit Stub Report

• Time Punches

• W2 Form

Banking Information

Banking Information displays your bank details: your payment rule, bank name, bank location, bank branch and routing

number, account type, and flat money amount (if applicable).

Tax Filing Information

Tax Filing Information displays your bank details, your federal and state filing status. The Federal tab displays your filing

status, number of exemptions, and additional tax per period. The State tab displays miscellaneous parameters such as

filing status, rate code and total allowances. The reference text explains what the codes mean above for S, MJ, etc.

Transaction History

Transaction History displays pay transactions by pay period. It lists the date the pay is issued, the pay starting date, and

the pay ending date. The pay transactions list the date the employee worked, their position code, benefit wage, basis,

regular hours, leave hours, and other hours.

Pay Line History

Pay Line History displays a list of dates the pay was issued upon, the pay starting date, and the pay ending date. Selecting

the pay period allows you to view the pay lines, details, and PC balances.


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Pay History

Pay History displays three tabs: Deposits, Checks, and Pay Stubs.

Deposits displays historical pay information that is on file for the employee. (This will be built upon after Pay Period 201315 and beyond. Information before this date will not display.) If you have direct deposit, this information will display in the Deposits tab.

Checks displays the check details. If you receive an actual paper check, this will display in the Checks tab.

Pay stubs displays the pay details addressing the current amount and YTD amount that is taken out for each pay item.


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View Earning Statement

View Earning Statement displays your Earning Statements by Pay Period. Selecting a Pay Period in the summary box up

top will update the Time and Earnings, Deductions, Taxable Benefits and Employer Liabilities, Other Amounts, and Leave

Accruals boxes accordingly.


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When you select a different pay period, the data below updates with that pay period’s information.


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View W2 Information

View W2 Information displays your W2 information by year. Selecting the year will change the data in the table to the

right.


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Deposit Stub Report

Deposit Stub Report is a Windward report that displays your pay stub. The report will open in a separate tab.

To run the Deposit Stub Report:

1. Select the magnifying glass.

2. Select your pay date(s).

3. Click the green arrow.

4. Click OK.


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5. Click Launch.

The Initializing window will change to Preparing Report and display the report run time in increments of 5

seconds until your report is finished running.

6. Click Open.

The report will open in a new window. Open appears at the bottom of your screen.

If you selected multiple pay stubs, they will all show on the same PDF.


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7. Click X to close the PDF.

8. Reset the report and run other pay stub reports. (Optional.)


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Time Punches

Time Punches displays your clock punches which are viewable by Day, Week, Month or List form. The default is the

weekly view. Click in the box under the date and the clock punch will be displayed below the calendar.

W2 Form

W2 Form allows you to print your W-2 form.

1. Enter the Year you want to print.

2. Select the W2 Copy.

3. Click Launch.

Your W2 will open in a separate tab just as the Deposit Stub report does.


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Attendance Attendance displays the following screens:

• Leave Balances

• Leave History

Leave Balances

Leave Balances displays the type of leave, the date when it was last evaluated, and the following totals:

The types of leave balances you can view include:

• Cancer Screening Full Year

• Catastrophic Bank

• Leave Without Pay

• Personal Full Year

• Personal Earned to Date

• Sick Full Year

• Sick Earned to Date

• Vacation Full Year

• Vacation Earned to Date

If you earn comp time, this will also display here. At this time, leave time taken after the Evaluated Date will show under

Taken (In Process) only after your Timekeeper enters the data.

Leave History

Leave History displays the start and end date you took leave, along with the leave type and time taken.


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Benefits Benefits displays the following screen:

• Current Benefit Enrollments

Benefit Provider Links Benefit Provider Links displays links to the following websites:

• Deferred Comp - Nationwide

• Express Scripts

• Horizon Medical & Dental

• Horizon Vision

• IAA Medical

• Pension – State of NJ

• Qualcare Medical

• Vol Dis, Life, Accident, Critical – Colonial Life

Personal Assistant Personal Assistant displays links to the following:

• Self Service and FAQ Documentation

• Closing & Delayed Opening Notification Sign Up

• NJ Civil Service Promotional Job Announcements

• Charitable Campaign and Donation Receipts

• Sign Up for Benefit Notifications

• Retirement Seminars

Message Board Message Board displays current pertinent information. Mouse over to see full messages or click on the green More info

button.


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My Employee Forms & Memos My Employee Forms & Memos displays the following:

• Memorandums

• HR Forms

• Benefit Forms

• Paycheck and Payroll Forms

• Pension/Retirement Forms

• Leave Forms

• Employee Legal Notices

Documents

Employee Self Service Manual - co.monmouth.nj.us