The NEW version of the Employee Self Service has been deployed as of February 1, 2010 and is available to all employees.
There is a sample authorization form  if an employee chooses to OPT OUT of the service, but then later changes their mind. This form, or a similar form that has the DISTRICT, EMPLOYEE NAME, EMAIL THEY USED TO ORIGINALLY OPT OUT OF THE SYSTEM and SIGNATURE, needs to be submitted to Payroll who will submit it to County IT. This form can be sent via email (scanned copy of the form with Employee Signature), Fax or through Jet Mail. Once we receive the form, we will reset the employee which will allow the employee to completely re-register.
You can also refer to the Employee Self Service (ESS) user guide flyer .
A few reminders as to the changes made to enhance the security features of the program as recommended by Districts:
1) Employees that ALREADY have a login and password will NOT have to re-register. They can continue to use the same login and password already created. However, if it has been 90 days or more since the last time they logged in, they will probably have to re-register!
2) ESS will now require the employee use their most current NET pay when registering on the site. NET Pay is a much more secure amount than Gross.
3) Employee will have to input an email authorization on the Terms of Use page even if they are choosing to OPT OUT of the system. This is for security to ensure the appropriate employee's information is removed from the site.
4) The next step is the same as in the original site and will require the employee to access the email account previously provided and click on the Activation Link within the email.
5) The employee can then choose to OPT OUT of the service if they do NOT want to be able to access either Payroll or W2 information. *See above for instructions to OPT back IN.
6) The employee will then create a secure login and password. Password Policy:
.Password must be at least 4 characters long
.Password cannot be the first, last or login name or the word 'password'
.Password must contain at least 1 letter
.Password will expire in 180 days
.Password must not have been used in the last 400 days
7) The system will then take the employee back to the initial registration page to allow the employee to Log In using the secure login and password just created.
8) The look of the ESS site is the same as the previous version. The ONLY visible change is the new tab on the left side "PREFERENCES". In this tab, the employee will have the ability to change the email address associated with their login and password.
9) The employee earning stubs displayed will now also display any TBEX Date Information, Credential Information or Pay Calendar Message that might have displayed on their "real" pay stub.
10) If employees forget their login/password, there is a hyperlink on the initial page that will allow them to partially re-register. They will be required to enter their Name, SSN and Net Pay again. However, the program will then automatically send them an email to the account already on file with an activation link. They will click on that activation link and the program will take them to the Create Login page. At that point, they can modify their login and create a new password. Again, this last step was also created to enhance security. Previously, employees would just register over and over again. This new procedure will ensure that only the employee that originally created the login will have access to modifying their login and password.
If you have any problems or questions about the enhancements made, please contact your Payroll Specialist.
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