Before You Begin …

1. To proceed through this online training, click your left mouse button or right arrow key when you are ready to advance. To exit, close your window! Before You Begin… This self-guided, online session is designed with a new user in mind and is most-effective when viewed as a PowerPoint slideshow. Way to go! Enjoy the show….

2. Welcome to Employee Self-Service Online Training Presented to: All State Self-Service Users Created by: State Controller’s Office

3. Our Agenda Today Each agenda item is linked to it’s position within the presentation so if you’d like to skip ahead or review a specific section, click on the links below. • Employee Self-Service • Define Employee Self-Service • Logging on to Employee Self-Service • Illustrations on processing the following self-service options: • Establish/Update/Stop Direct Deposit (slides 9-17) • Address Changes (slides 19-24) • Employee Voluntary Deductions (slides 25-32) • Flexible Spending Accounts (slides 34-38) • Medical and Dental Enrollment (slides 39-41) • Viewing Documents and Status (slides 42-46) • Introduction of W-2s Online

4. Employee Self-Service Defined Employee Self-Service allows employees to manage and maintain certain aspects of their personal information. Currently, self-service allows an employee to personally complete the following: • Establish/Update/Stop Direct Deposit • Make Address Changes • Enroll in Employee Voluntary Deductions • Participate in Flexible Spending Accounts • Complete Medical and Dental Enrollment ***Access to these options (with the exception of Medical & Dental Enrollment and the Flexible Spending Accounts) is controlled independently by each agency. If you have questions regarding your access, please contact your local payroll office.

5. Employee Self-Service Options: Now that you are an expert at what the Employee Self-Service Application is, let’s discuss how to log on and see what it does!

6. Employee Self-Service Options: Logging On You can access the Employee Self-Service feature by first going to the State Controller’s Office homepage at: www.sco.state.id.us. Next, click on the logon button to bring up the logon screen.

7. 1. Enter user name here. 2. Enter your 3-digit agency code or use the drop-down list to find your agency. Type your password here. Employee Self-Service Options: Logging On The State Controller’s Office has created a single user name and password that will allow you to access our e-government web applications. If you are unable to remember your user name or password, select the “Forgot Password” option for help. Alright! Let’s log on!

8. Employee Self-Service Options: Logging On Click on the Employee Self-Service link.

9. Employee Self-Service Options: Once you are logged on and have entered the Employee Self-Service Application, a variety of options are at your finger tips! We’ll begin with setting up, changing or deleting your direct deposits.

10. Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s click actions! Employee Self-Service Options: Direct Deposit After you click Actions, you can now use the the drop-down list to select any option. We’ll start with Direct Deposit.

11. Trivia Question #1: What button do you think you will select next? Impressive! Employee Self-Service Options: Direct Deposit

12. Employee Self-Service Options: Direct Deposit The Direct Deposit action is used to establish, revise or delete a direct deposit. An employee on Direct Deposit may have their net pay deposited into a maximum of 4 separate banks and/or accounts. An employee may set-up Direct Deposit using a combination of up to two (2) savings and/or two (2) checking accounts. Using the drop-down list, select the pay date the Direct Deposit is to become effective. Fields that are mandatory will have a yellow font and must be completed before the document can be processed.

13. The following image displays information for an employee currently on direct deposit. In the Direct Deposit section, the first two rows are used to revise or delete checking account direct deposits and the next two rows are used to revise or delete savings account direct deposits. Employee Self-Service Options: Direct Deposit To stop all existing direct deposits, click inside the yes box next to the 'Stop Direct Deposit' at the top of the Direct Deposit form. Note: Stopping your direct deposit will no longer allow you to view your pay stub online. Using the drop-down list, select 'Revise' when establishing or adding a new Direct Deposit or changing an existing Direct Deposit. If you select 'Delete', only the Direct Deposit information in that row will be deleted.

14. Using your drop-down list, select the method you wish to use (how you would like your check deposited?): •Full - the full net amount of your pay will be deposited into your account. If you choose 'Full', only one direct deposit row can be coded. •Partial - if more than one account is used, you may want to have part (at least one dollar) of your pay check deposited into one account and the remainder deposited into another account. •Remainder - this is the amount remaining after the partials have been deposited. Employee Self-Service Options: Direct Deposit Enter your Bank Code (ABA/Routing #)or use drop-down list to select. Enter amount if partial method. Leave blank if full or remainder. Enter your Account Code (account number). See next slide for location of routing, check and account numbers on your checks.

15. Some banks print the check number last. For example, bank code, account code then check number-so be cautious!  Bank Code (Routing # or ABA) Account Code (Account #) Check # Employee Self-Service Options: Direct Deposit Here is diagram to assist you in locating your bank code (routing number), account code (accounting number) and check number.

16. The Status area contains all of the audit trail details. On the Direct Deposit action the following information will be shown in the Status area of the document: Employee Self-Service Options: Direct Deposit If action requires an agency approver, the name will be listed here. Displays date and time document was last routed for approval. Displays name of person who created the document. Displays current status of document. Date and time for each action taken on document. Name and action taken on the document.

17. Employee Self-Service Options: Direct Deposit After you have completed your form, scroll to the top of the page and click an option: • Submit: routes form for processing • Save: saves document as draft • Home: returns to main menu • Comments: add comments to your document • Help: opens user manual • Cancel: returns to the self-service main menu without saving changes Note: If you’d like to access your pay stub online, you can select that option through the self service Address Change action.

18. Wet! Joke of the day: If you threw a black rock into the Red Sea, what would it become?

19. Employee Self-Service Options: Address Change So, you are a pro at setting up your own direct deposits now! Nice work. This next section shares how to change your address if you have moved.

20. Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select actions! Employee Self-Service Options: Address Change After you click Actions, you can now use the the drop-down list to select one of four options. Let’s select Employee Address Information this time!

21. Hmmm…good memory! Employee Self-Service Options: Address Change Trivia Question #2: What button do you think you will select next?

22. Employee Self-Service Options: Address Change Using the Calendar icon, select the date your address change will be effective.

23. If you have Direct Deposit, you can also opt to view your pay stub online. Using the drop-down list, select Y for ‘yes, view online’. At this time, the only fields employees can personally update are: mailing address, mailing city, state and zip code. Name changes will still be processed through your local payroll office. Employee Self-Service Options: Address Change Enter in only the data that is changing. (For example, if you are moving within your same city and zip code, just enter in the new address. This will alleviate any accidental errors.) The Status area contains all of the audit trail details.

24. Employee Self-Service Options: Address Change After you have completed your form, scroll to the top of the page and click an option: • Submit: routes form for processing • Save: saves document as draft • Home: returns to main menu • Comments: add comments to your document • Help: opens user manual • Cancel: returns to the self-service main menu without saving changes Help– A fantastic tool that contains specific details on each step of the process!

25. Employee Self-Service Options: In addition to being able to personally complete address changes online, you can also establish or update certain Employee Voluntary Deductions. Note: Currently only a selective group of non-state-sponsored deduction codes will be available. More codes may be added to this list in the future.

26. Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select actions! Employee Self-Service Options: Voluntary Deductions After you click Actions, you can now use the the drop-down list to select your action. Here, we have selected Employee Voluntary Deductions. Don’t forget to click next!

27. Using the drop-down list, select the pay date the Voluntary Deduction is to become effective. Employee Self-Service Options: Voluntary Deductions

28. Employee Self-Service Options: Voluntary Deductions This example will illustrate how to set up a voluntary deduction for the first time. Click on the blue check-mark icon and a “Deductions Codes & Descriptions” menu (similar to the one shown below) will be displayed. Select the deduction code that you wish to use, and then click “Return Info”. This will enter the deduction you selected onto the document in the Deduction-Option field. If you do not want to use the deduction that was chosen, you may click on the check-mark icon again and select a different deduction. Note: Currently only a selective group of non-state sponsored deduction codes will be available in the drop down list. More codes may be added to this list in the future.

29. Deduction Amt/Rate - This field is the rate/amount that is to be withheld from your pay This field cannot be zero or a negative amount. Note: If you selected PERSI Choice Plan or PEBSCO, this field will not be required, as a percentage was selected. Employee Self-Service Options: Voluntary Deductions Status - When you are establishing a new deduction, the program will automatically put a "Y" in this field. Applicability Code - This field indicates which pay period the deduction will be taken from. You can make your selection from the drop-down list. 1 = 1st pay period of the month 2 = 2nd pay period of the month 3 = Last pay period of the month 4 = Every pay period of the month 5 = 1st and 2nd pay period of the month Notice after you selected the appropriate deduction code, it populated into the Deduction-Option field.

30. Employee Self-Service Options: Voluntary Deductions To stop a voluntary deduction, use the drop-down list and select “N” for No. To change the pay period your voluntary deduction is withdrawn from, use the drop-down list and select the new pay period. If you would like to change the amount of your deduction, type in the new amount. This image is displayed for an employee with a current employee voluntary deduction. You can make changes or delete any existing Employee Voluntary Deductions. If you would like to establish a new deduction, you must go to a blank row in the Employee Voluntary Deductions area.

31. The Status area contains all of the audit trail details. On the Direct Deposit action the following information will be shown in the Status area of the document: If action requires an agency approver, the name will be listed here. Displays date and time document was last routed for approval. Displays name of person who created the document. Displays current status of document. Date and time for each action taken on document. Name and action taken on the document.

32. Don’t forget the help feature! Employee Self-Service Options: Voluntary Deductions Need a brain break? After you have completed your form, scroll to the top of the page and click an option: • Submit: routes form for processing • Save: saves document as draft • Home: returns to main menu • Comments: add comments to your document • Help: opens user manual • Cancel: returns to the self-service main menu without saving changes

33. I just gotta tell ya! Ben wonderin’ what you’re up to! (Now, get back to the show!) Knock, Knock! Ben!

34. Employee Self-Service Options: Voluntary deductions can be confusing, especially since we only have a select few available for you to personally set up. However, your payroll department will be happy to answer questions and further assist you. The next topic up for discussion is personally establishing your Flexible Spending Accounts and Medical & Dental Enrollment. Let me show you how!

35. Employee Self-Service Options:Flexible Spending Accounts (FSA) Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select actions! (Doesn’t this sound familiar?) The FSA Enrollment action is used to establish or change flexible spending accounts. During the open enrollment period, you can establish new accounts or update your existing accounts. Using your drop-down list, select FSA Enrollmentand then…click “Next”!

36. Employee Self-Service Options:Flexible Spending Accounts (FSA) If you are not eligible for benefits, such as an FSA, you will get an error message similar to this. If you already have an FSA, but it is not open enrollment (which means you are not able to make changes) you will get an error similar to this. Third time’s a charm! If it IS open enrollment and you ARE able to establish or make changes to an existing FSA, you will get a message similar to this one. Select the appropriate option and click next. Once you do so, the following form will appear…

37. Employee Self-Service Options:Flexible Spending Accounts (FSA) Complete each field (including text boxes, radio buttons, check boxes and drop-down lists) as requested and verify the information populated is correct. If you have questions on the details surrounding this application, click the help button. The FSA Election Form will automatically be populated with information from your personnel record.

38. Great job! Let’s discuss the Medical & Dental Enrollment now… Employee Self-Service Options:Flexible Spending Accounts (FSA) When you have completed or changed your form, it must be submitted. If you want to save the form, you can do so by selecting save. Saving WILL NOT submit the changes. If you have questions regarding your FSA you can either click on help or contact: Department of Administration Office of Group Insurance208-332-1860 or1-800-531-0597ogi@adm.state.id.us

39. Employee Self-Service Options: Medical & Dental Enrollment Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select actions! (Doesn’t this sound familiar?) The Medical and Dental Enrollment action is used to establish or change your insurance coverage. During the open enrollment period, your plan and enrollment type can be changed. You may make changes to your dependent information or decline insurance benefits at any time. Using your drop-down list, select Medical & Dental Enrollment and then…click “Next”! Your application will appear.

40. Employee Self-Service Options: Medical & Dental Enrollment When you have completed or changed your application, it must be submitted. If you want to save the application, you can do so by selecting save. Saving WILL NOT submit the application. Or you may contact: Department of Administration Office of Group Insurance208-332-1860 or1-800-531-0597ogi@adm.state.id.us The Medical and Dental Enrollment application will be populated with information from your personnel record. Complete each field (including text boxes, radio buttons, check boxes and drop-down lists) as requested and verify the information populated is correct. If you have questions on the details surrounding this application, click the help button. Help– A fantastic tool that contains specific details on each step of the process!

41. Employee Self-Service Options: Medical & Dental Enrollment Aftersubmitting your application, the “Statement of Understanding” will be displayed – there may also be a pre or post tax statement that will need to be accepted. At the bottom of the “Statement of Understanding”, there are options to Accept or Not Accept. Click the “I Accept” to sign and date the application. The application will be submitted for processing and the Self-Service home page will be displayed. If the do not accept is clicked, the application will be displayed. Use cancel to exit from there.

42. Employee Self-Service Options:Introducing “Views” You are most-likely familiar with the Flexible Spending Accounts and Medical & Dental Enrollment procedures as they are now required to be completed by each employee. After you have completed your various actions (Direct Deposit, Address Change etc.), you also have the ability to view,monitor and even delete the actions throughout their process. Let’s see how this is done…

43. Employee Self-Service Options:Introducing “Views” Move your pointer over the Self-Servicebutton and two options will appear: Views or Actions. Views lets you view documents you have already created. Actions lets you create or take action on your account. Let’s select views this time!

44. Employee Self-Service Options:Viewing Actions • This screen allows you to: • Open and complete any self-service actions you previously created and saved. • View previously saved or submitted self-service actions. • Delete existing documents that you do not want to be processed. The status field displays the status of your action(s). A complete list of status codes can be found in help, but here are the most-often-used codes: Draft: document created and saved to be completed/deleted later Awaiting-OGI-Approval: waiting for OGI (Office of Group Insurance) approval Awaiting-Self-Service-Approval: awaiting agency approval Await-Relse: waiting for final processing Released: document has been released for final processing Deleted: OGI document has been deleted Deleted-Arc: document (other than OGI) has been deleted and archived Disapproved-Arc: document has been disapproved and archived Posted: open enrollment documents have posted to Blue Cross The form column displays the type of action(s) that have been created for you. To view these actions, you can click the blue link which will open your document. To submit your saved action, click the submit button at the top of the screen that will be displayed. To delete the request, click on the delete button at the top of the screen. To close the document, click the home button at the top of the screen.

45. Employee Self-Service Options:Viewing Actions These navigation tools look a bit different than you are used to in the actions section, but they do similar functions: All documents: view all documents Exit & Home: take you back to the self-service home page Logoff: logs you off of the self-service main menu You can view archived actions from previous years by using the drop-down list and selecting the year you would like to view.

46. Employee Self-Service Options: Throughout the new self-service training, employees have been encouraged to contact their payroll office should they encounter complications or have questions regarding access or procedures. In addition to these great self-service options, the State of Idaho launched a new feature available for the first time in January 2006: W-2s Online! It’s a wonderful option for you so you can file your taxes right away! 

47. Introducing Form W-2 Online: Beginning January 2006, employees will be able to view their W-2s, both current and previous years, from the Web. This is a secured site that employees can access using their existing SCO user name and password, allowing them to view and print their W-2s.

48. Introducing W-2s Online: To view your W-2, click on “Form W-2” as seen below. After you click this link, a consent form will appear.

49. Introducing W-2s Online: Federal regulations require that DSP provide a mechanism for employees to consent to view their W-2s as well as removing the consent. This feature requires an employee to consent before the W-2 can be viewed online. It also allows the employee the option to remove the consent, in which case they would then receive a hard copy W-2. We’ll take a look at the consent form next! Shall we?

50. You’ll want to take a moment to read the disclosure before accepting/not accepting. You know, “Read the fine print!”  Introducing Form W-2 Online: For your navigational convenience: Home - returns you to the self-service home page. Help – takes you to the help documents. Print - sends your print request to a designated printer. Logoff - returns you to the logon page. Click Terms of Use for details surrounding this disclosure. If you accept the displayed disclosure, click the “I Accept” button. After doing so, your W-2 will appear…. If you do not accept the displayed disclosure, click the “I DO NOT Accept” button. After doing so, you will be redirected to the application selection menu.