Employee Self Service Program https://ess.volt.com

Employee Self Service Program ............................................................................................................ 2 System Requirements ............................................................................................................................ 2 Log in Procedures for the Employee Self Service (ESS) Program ....................................................... 2 My Personal Information ........................................................................................................................ 3 My Payroll .............................................................................................................................................. 4 ePay Authorization ................................................................................................................................. 4 Printing Paychecks ................................................................................................................................ 5 Set up Direct Deposit ............................................................................................................................. 5 Language Selection ............................................................................................................................... 5 View W-2 ................................................................................................................................................ 5 My System Profile .................................................................................................................................. 6

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Employee Self Service (ESS) Program The Employee Self Service Program (ESS) offers Volt’s employees confidential, secure access to personal data and paychecks online, 24 hours a day, seven days a week! Volt's ESS Program provides the ability to view/print your paycheck in softcopy format instead of receiving a hardcopy mailing. It is a web-based, employee access system available at home, work, or anywhere with Internet access. The Employee Self Service Program has the potential to save approximately 1.3 million pieces of paper and envelopes, helping our environmental Volt "Go Green" initiative. The program is efficient—eliminating printing, mailing, and handling of hardcopy paychecks for Direct Deposit and Payroll Debit Card employees and provides easy and immediate access to paychecks online. All Volt employees may access the ESS system. Former Volt employees who are no longer with Volt will be able to access the Employee Self Service system for up to three years after their last day of employment.

System Requirements Access requires Internet Explorer 8.0, Fire Fox 3.6, Safari 4.0, or higher versions of these browsers.

Log in Procedures for the Employee Self Service (ESS) Program 1. Navigate to the ESS system at the

following URL: https://ess.volt.com.

2. To sign in, type in your User ID and Password.

The ESS Program User ID is your Employee ID.

NOTE: Your User ID is not your Department ID, SSN/National ID, initials or your first initial/last name. For assistance locating your User ID, contact your Volt Representative.

3. Type in a temporary password for your initial login. For security reasons, you will be prompted to change your Password once you are successfully logged into the system. The temporary Password is derived from the first two characters of your last name (uppercase), your SSN/National ID (without dashes or spaces), and the dollar sign ("$"). The Password should appear as shown in the following example: DA123456789$

• If your last name is hyphenated, use the first two letters of the first hyphenated name

(example: Madison Jones-Taylor would use "JO" when deriving the Password). • If you have an apostrophe in your last name you will use the first two letters of your last name

and disregard the apostrophe (example: O'Connor would use "OC" when deriving the Password).

• If you go by a name other than what is in PeopleSoft, you will need to use the first two letters of your last name as it is spelled in PeopleSoft (example:the employee record in PeopleSoft and on the paycheck reads "Julie Washington," but the employee uses the name Julie Jones for work and introduces herself as Julie Jones— Julie would use "WA" when deriving the Password).

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4. Once your User ID and Password have been entered, click on the Sign In button.

5. A screen will appear indicating that your Password has expired. Select the Click here to change your Password link.

6. The General Profile Information screen will appear in order to change your password settings and set up user preferences (For more details, see the My System Profile section on page 6.).

7. Click Change Password Email Address and enter in your personal email adderss.

Note: This email address will be the primary email account where your password help emails will be sent.

8. Click Change or Set Up Forgotten Password Help. Select a question from the drop down menu. Enter in your personal response to the question selected. Click OK when done.

9. Click Change Password. Enter your temporary password and the new password. Enter your new password again to confirm. Click OK when done.

10. Select your preferred language to display the site content from the My Preferred Language options.

Note: English is the default language.

11. After editing the password and General Profile Information links, click Save to save all changes.

12. Once you have successfully changed your Password, click Sign Out. You may now login using your new password.

Note: You will be prompted to change your Password every 90 days. Note: Be sure to verify the accuracy of your federal tax withholding allowances by logging onto ESS as soon as possible after your first paycheck.

User Login Reminders:

• You have three failed attempts before you are locked out of the system. • All questions concerning the login process to ESS should be directed to your Volt representative

for assistance.

My Personal Information My Personal Information section allows access to your Personal Information Summary:

• Home and Mailing Addresses • Phone Numbers • Email Address • Emergency Contacts

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• Birthdate • Gender

You have the ability to edit your phone number, email address, emergency contacts information, birth date and gender by utilizing the designated links. Changes to any other information cannot be changed online. Complete the W-4 Personnel Change Card (VTC 558 series) to make those changes.

My Payroll My Payroll section enables you to view and print the following:

• Paychecks, • W-4 information • Direct Deposit/banking information online • Federal taxable gross, total taxes, total deductions, net pay earning, and YTD earnings • Vacation hours (In-house employees only)

By clicking on the W-4 Tax Information link, you will have access to view your W-4 tax details. To change your W-4 information, please complete a W-4 Personnel Change Card form (VTC 558 series). NOTE: The View Paycheck and Direct Deposit links will not appear until the ePay authorization has been submitted and processed by PeopleSoft’s security system. See ePay Authorization section below for more details.

ePay Authorization In order for you to view your Direct Deposit information or paycheck from the current or previous weeks, you must first authorize Volt to issue your paychecks to be viewed electronically by completing the ePay Authorization process. This is a one time requirement. Please note: Although you will no longer receive your weekly paystub/itemized wage statement in hard copy format, you will have access to and the ability to print your paystub/itemized wage statement online/electronically via the ePay system unless required by state/provincial law.

1. Click on the ePay Authorization link under the My Payroll section of the homepage.

2. Read and accept the ePay Authorization and then enter the last four digits of your NatioID/SSN, Employee ID, and full name intoappropriate fields.

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3. Check the authorization box. By doing so, you acknowledge that you are giving authorization to view your paychecks online, have completed all the required information, and agree to the terms stated.

4. Click the Save button. Once you click the Save button, Volt's security system will process the authorization. You will then be able to view your paychecks after approximately 24 hours. Meanwhile, you may still use eProfile features.

5. Once you see the confirmation page, click on the OK button. You are now done with the ePay Authorization process and must remember to use your newly created Password at your next login.

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6. Once 24 hours have passed, you may login and use the View Paycheck and Direct Deposit links. The ePay Authorization link will continue to be accessible for review, but authorization is only required at the initial request to access ePay.Note: The above ePay Authorization information only applies to U.S. Volt employees. For all others please disregard this section.

Printing Paychecks You may print your paychecks from the ESS system in one of the following two ways:

1. While viewing your paycheck in an open browser, select: • File • Print

2. While viewing your paycheck history, identify the paycheck you would like to print by selecting “PDF File”.

NOTE: The second option is only available for your most recent paycheck.

Set Up Direct Deposit Volt Employees currently receiving a paper paycheck are able to enroll in Direct Deposit from the ESS system.

1. Click on Direct Deposit, under the My Payroll section. 2. Click Add Account. 3. Complete the Balance fields. 4. Mark the Checkbox, “I have read the Terms of Acceptance,” and click Save. 5. A confirmation will appear confirming the enrollment. Click OK. 6. To add a secondary account, click Add Account and repeats steps 1-5.

NOTES: New enrollments will become active 10-14 days from the date of entry. Users are also able to have Expense Checks deposited into their Balance account by checking the box next to the Account Number field. Expense Checks will not be viewable in the ESS system and will be mailed to the employee.

Language Selection You can set your language preferences on the home page when you log in. Language Selection includes Canadian French or English.

Note: English will always be the default language when you log on. To change your default user language preference, see My System Profile for more details.

View W-2 You may download current and previous W-2’s that have been issued to you.

1. From the ESS homepage, click View W-2/W-2c Form under the My Payroll section. 2. Select the year end form for the year you wish to view.

2012 is the first year for which W-2’s are available online. Please Note: Online access to Puerto Rico W-2 and Canadian T-4 and RL-1 forms are not available at

this time.

My System Profile My System Profile (General Profile Information) enables Volt employees to:

• Change your Password • Change or set up your forgotten Password question • Set your language preferences (displayed and retained until edited) • Change your email address where you would like your temporary Password emailed to in the

event that you forget your Password New users will be prompted to set up their email and password preferences upon initial login to the system. Existing users may set up their preferences in the General Profile Information section of the system. Below are the steps you will need to follow to set up your General Profile Information. This must be completed in order to avoid delays in accessing your Employment Self Service (ESS) Account in the event you lose your system password. Change Password Email Address 1. Existing users may select “My System Profile in the My Preferences section.

2. Existing and New users must select the first link entitled Change Password Email Address. 3. Check the Primary Email Account box. 4. Enter your primary email address where you would like to receive your temporary password. 5. Click OK. Change/Set Up Forgotten Password Help 1. Select Change or set up forgotten password help;

2. Select a Question from the drop-down menu. 3. Enter your Response.

Click OK. Change Password

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1. Select Change Password.

2. Enter your current ESS system password. 3. Enter a new ESS system password. 4. Re-enter the new ESS System password to confirm. 5. Select OK. Once you have completed the three sections identified above, you must select Save to complete the set-up process.

For log in or access questions, please contact your Volt representative.