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Before You Begin …

Before You Begin …. This self-guided, online session is designed specifically for User Profile Administrators (UPAs). If you are also a CPO, Authorized Originator or Signer for your agency, you may have additional questions that are not covered in this specific presentation.

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Before You Begin …

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  1. Before You Begin… This self-guided, online session is designed specifically for User Profile Administrators (UPAs). If you are also a CPO, Authorized Originator or Signer for your agency, you may have additional questions that are not covered in this specific presentation. For additional benefit, please review the Self-Service Employee Online training located on the intranet. To proceed through this online training, press your space bar, left mouse button or right arrow key when you are ready to advance. To exit, press escape! Way to go! Enjoy the show….

  2. Employee Self-Service: UPA Controls Presented to: User Profile Administrators (UPAs) Presented by: Johnna Schuck Johnson Training Specialist State Controller’s Office

  3. Our Agenda Today • Highlight New Employee Self-Service Features Effective 1/2006 • Define User Profile Administrator (UPA) • Introduce New UPA Controls • Agency Profile • Employee Profiles • Central Payroll Officer (CPO) Features • Illustrate Form W-2 Online

  4. New Employee Self-Service Features: • Effective January 2006, employees will be able to make certain changes to the following self-service actions: direct deposit, address changes and voluntary deductions. (As well as the medical and dental enrollment options they currently have access to.) • In addition,agencies now have independent ability to grant their employees access to one, two or all three of the self-service options! • And effective January 13, 2006, all employees will have the ability to view their Form W-2 online!

  5. The State Controller’s Office will be offering a variety of training options to ensure UPAs and employees are proficient in maneuvering through the self-service features. You can contact our office to set up the following types of sessions that work best for you and your agency (or use our online tools): Train-the-Trainer Sessions Trainer-led Sessions Self-paced Online Training Online Job Aids Clearly Defined Help Features New Employee Self-Service Features: Training

  6. What is a UPA? Each agency must have at least one User Profile Administrator (UPA). The User Profile Administrators (UPAs) will manage Employee Self-Service for the employees at their agency. UPAs will have access to the Employee’s Profile and the Agency Profile. The UPA will control which self-service forms will be made available to the employees and if those forms will be internally routed for approval prior to being sent to the Division of Statewide Payroll for processing.

  7. New UPA Controls • What’s new for UPAs? A “Maintenance” Button! 

  8. New UPA Controls When you click Maintenance, two options will appear: Agency Profile and Employee Profiles. Select Agency Profile

  9. New UPA Controls This is the form the agency UPA will use to allow employees access to the Self-Service forms. Each agency can choose to allow access to any or all self-service forms. An agency can also choose to have any or all of the self-service forms routed (to the Authorized Originator) for agency approval.

  10. New UPA Controls:Agency Profile • A new “Application Access” section has been added to the Agency Information page. You will see two new headings in this section: • Allow Employees Access to Self-Service Forms and • Require Agency Approval on Self-Service Forms • Let’s take a closer look… 1. 2.

  11. New UPA Controls:Agency Profile In this section, UPAs have the ability to select (or deselect) which self-service forms their agency would like to allow their employees have access to. In the example below, Agency 140 has granted employee access to the Employee Address Information form and the Employee Voluntary Deductions form and the employees will NOT have self-service access to Direct Deposit forms. You are in agency profile so any changes you make affect the entire agency.  To make a change at any time, click the check-box to select or deselect the options.

  12. New UPA Controls:Agency Profile In the “Require Agency Approval of Self-Service Forms” section, agencies have the ability to require the self-service forms to be routed to the Authorized Originators for approval before they are processed. Agencies may opt to do this to confirm the forms are accurate, to update their own records (address change) or simply to see if the self-service features are being utilized. *If the actions are disapproved, a notification will be sent via e-mail to the employee (This is the e-mail you have listed in IPOPS. If you do not have an e-mail address set up, the employee will not know their actions have been disapproved!) You can only select the forms that the employees have access to. For example, you can’t select to approve the direct deposit forms if you haven’t given your employees the option to process their self-service direct deposit forms. In this example, the agency only wants to be notified of employee address changes so they can update their internal records.

  13. New UPA Controls:Agency Profile After you have made your access selections, it is important that you save your work (so it gets processed). Click “Save” to save and process your selections or click “cancel” to return back to the maintenance homepage.

  14. New UPA Controls:Employee Profiles Under the “Agency Profile” we just covered, UPAs are authorized to select the self-service forms they want their employees to have access to as an entire agency. The “Employee Profiles” allows you to grant different accesses to employees on an individual basis. Example: Perhaps you give permissions for all documents to your agency but do not want a specific individual person or team to have access (may not have computer access, may have special circumstances etc.) then you can go into their individual profile and deselect their options. Let me show you how…

  15. New UPA Controls:Employee Profiles Using the drop-down list, select the employee you are wanting to work with. Select Employee Profiles And don’t forget to click next!

  16. When you click the options you would like to give your employees self-service access to, a check-mark will appear. To remove the access, click the check-mark. ***New employee profiles will default to the agency profile you have already created.*** When you click the options you would like to be routed to your agency for approval, a check-mark will appear. To discontinue the routing, click the check-mark. New UPA Controls:Employee Profiles

  17. New UPA Controls:Employee Profiles After you have made your access selections, it is important that you save your work (so it gets processed). Click “Save” to save and process your selections or click “cancel” to return back to the maintenance homepage.

  18. Proceed with Caution: Every time changes are made at the agency level, and they affect the employee, the employee profiles are impacted. To override an agency decision, go into the individual employee profile and make the appropriate changes. Employee Profile VS. Agency Profile

  19. New CPO Features: If you are a Central Payroll Officer (CPO) for your agency, as well as a UPA, you will have a few extra goodies! Let’s check them out now…

  20. If you are also a CPO for your agency, you will see this screen on the agency profile that displays I-Time data. It is read only. New CPO Features:

  21. CPOs will also see this screen on the employee profile. New CPO Features: When you click on this blue link, the employee’s I-Time profile displays for your viewing (read only).

  22. New CPO Features This is for your viewing pleasure only. Nothing can be updated or edited. That’s all for CPOs! Let’s move on to the last section of our training today!

  23. 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 is launching a new feature available for the first time January 13, 2006: Form W-2 Online! It’s a wonderful option for you so you can file your taxes right away! 

  24. Introducing Form W-2 Online: Beginning mid-January, 2006, employees will be able to view their Form W-2, 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 Form W-2. For this year only, all Form W-2s will still be printed and sent to each employee although the capability to view and print from the Web will also be in place. Next year, if an employee chooses to view and print their Form W-2 from the Web, then a process to eliminate the need to create a hard copy of the Form W-2 from DSP will take place.

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

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

  27. 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.

  28. Employee Self-Service Options: FormW-2 Viola! Click here for instructions and details about reading and understanding your Form W-2. Use the drop- down list to to select and view your archived Form W-2 (if you have previous years). Click here to remove your consent if you decide you no longer want to view your Form W-2 online. Click here to view your current Form W-2 (if you have one).

  29. Employee Self-Service Options: Form W-2 If a Form W-2 is unavailable for you, you will receive this message which explains why.

  30. Introducing Form W-2 Online: Again, this awesome feature will be online and available to all employees January 13, 2006! And remember, all employees will receive a hard copy of their Form W-2 this year! And guess what?

  31. You are finished! Good job. Let’s take a quick moment to review what we we’ve covered today:

  32. Today’s Agenda • Defined User Profile Administrator (UPA) • Highlighted New Employee Self-Service Features Effective 1/2006 • Introduced New User Profile Administrator Controls • Agency Profile • Employee Profiles • Shared New CPO Features • Illustrated Form W-2 Online

  33. Thank you for participating! If you have additional training questions that are not included in this online session, please utilize the following options: Access your help button in the Self-Service Application; Contact your local payroll office; E-mail the DSP Help Desk at dsphelp@sco.state.id.us; Contact Johnna Johnson, Training Specialist for the State Controller’s Office, at jjohnson@sco.state.id.us or 208.334-2394. Make it a great day!

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