E-Pay Slips Employee User Guidance Notes · Mill House, Brayford Wharf North, Lincoln LN1 1YT. . Tel: + 44 (0)1522 836000 Fax: 01522 516050 Page 4 of 17

E-Pay Slips

Employee User Guidance Notes

Mill House, Brayford Wharf North, Lincoln LN1 1YT. . Tel: + 44 (0)1522 836000 Fax: 01522 516050 www.mouchel.com

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Contents

1 DOCUMENT CONTROL ..............................................................................................................3

1.1 VERSION HISTORY ................................................................................................................................... 3 1.2 REFERENCES ............................................................................................................................................ 3

2 INTRODUCTION..........................................................................................................................4

3 ACCESS TO THE SYSTEM.........................................................................................................5

3.1 LOGGING ONTO THE SYSTEM .................................................................................................................... 5 3.2 SHOW MY PAYSLIP .................................................................................................................................. 8

3.2.1 Saving the Payslip to your own network drive .................................................................................. 10 3.3 PRINT MY PAYSLIP.................................................................................................................................. 10 3.4 PAYSLIP HISTORY .................................................................................................................................. 12 3.5 SHOW MY P60 ....................................................................................................................................... 13 3.6 ACCOUNT ............................................................................................................................................... 14

3.6.1 Change Email Address...................................................................................................................... 14 3.6.2 Change Password ............................................................................................................................. 15 3.6.3 Change PIN....................................................................................................................................... 16

3.7 FORGOTTEN PASSWORD ......................................................................................................................... 17 3.8 FORGOTTEN PIN .................................................................................................................................... 17 3.9 LEAVERS ................................................................................................................................................ 17


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1 Document Control

1.1 Version History Table 1 Version History

Version Date By Amendments 1.0 06/02/2013 Sue Thompson Draft 1.1 13/02/2013 Sue Thompson Final

1.2 References Table 2 References

Version Date Owner Document Name


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2 Introduction Lincolnshire County Council is committed to reducing its Carbon Footprint and achieving significant savings through the use of online payslips. The introduction of online payslips will increase security for individuals, as the possibility of paper payslips going astray or not being delivered correctly will be eliminated. Online payslips will also mean that an employee’s payslip will be available prior to payday, much earlier than at present, and can be accessed securely through an internet connected web browser at any time. The benefits of this are that you will be able to:

• Have instant access to your payslips 24 hours a day, 7 days a week • View your payslips through a secure website using your own unique login details • Login from any computer/ laptop/ tablet or smart phone • View your payslip before your wages are transferred to your account • Access your P60 when they become available • Save your payslip to your own computer

The online payslip system is available through a secure website: https://apps.Lincolnshire.gov.uk/epaySlips Or through the LCC George Intranet by following the links below: Corporate | People make it happen | Through engagement, development and support | People Strategy | Online payslips


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3 Access to the system To access the system you will receive two separate letters from Mouchel, People Services Payroll department. When you logon for the first time, the system will automatically force you to change your initial password to a new one of your choice.

• Letter one - contains your User name (this is your eight digit payroll employee number) and your initial password.

• Letter two - contains your PIN number.

3.1 Logging onto the system

Logging on to the system for the first time:

• Enter your User ID (employee number) in the ‘User Name’ field. • Enter the password from letter one in the ‘Password’ field. • Enter your PIN number in the ‘PIN’ field. • Click on ‘Login’.

Figure 1 Login


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• Enter a password of your choice in the ‘Password Field’ (it must contain a minimum of 8 characters and contain at least one numeric and one uppercase).

• Repeat your password in the ‘Confirm Password’ field. • Click ‘Change Password’.

Figure 2 Change Password

• Your email address is required to automatically reset your password if you forget it. You can enter either a work or personal email address.

Figure 3 Email Address


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• Enter your email address • Click ‘Continue’.

Figure 4 Email Address

• Your name will be displayed on the ‘Home Page’ as the ‘Current User’.

Figure 5 Home Page


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3.2 Show My Payslip

• To View your payslip, click on ‘Show My Payslip’.

Figure 6 Payslip

NB. The payslip is in a pdf format, to download and view the payslip you must have a Portable Document Format (PDF) viewer installed on your computer before you can use a PDF form. Downloading Adobe Reader is free and only takes a couple of minutes. Other PDF viewers may allow you to open a PDF form. To download the latest version of Adobe Reader go to http://get.adobe.com/uk/reader

• The system will display the current Year and Month of your latest available payslip. • Click on ‘Show Payslip’.

Figure 7 Select Payslip


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• The file download message will appear ‘Do you want to open or save this file?’ • To view your payslip, click ‘Open’.

Figure 8 View Payslip

• Your current payslip will display.

Figure 9 Payslip


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3.2.1 Saving the Payslip to your own network drive

• To save your Payslip, click on ‘Save’.

Figure 10 Save Payslip

• If you want to change the ‘File Name’ type in your own file name, e.g. Feb2013.pdf • In the ‘Save in’ field, select the drive and folder you want to save the payslip in. • Click ‘Save’. • Your payslip in pdf format will appear in your chosen drive and folder.

3.3 Print my payslip The introduction of electronic payslips will reduce the need for printing which benefits both the environment and costs for the Council. However, there may be times when you require a hard copy, e.g. mortgage applications. The system creates your payslips as a PDF document which can easily be printed. We would like to ask for your support in helping Lincolnshire County Council to reduce its Carbon Footprint, so please consider the environment before printing your payslip.


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• To print the payslip use the same process for the payslip in section 3.2.1 or 3.2.2. • The file download message will appear ‘Do you want to open or save this file?’ • To view your payslip, click ‘Open’.

Figure 11 Open pdf

• Your current payslip will display.

• Click the ‘Print Icon’

Figure 12 Print payslip


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3.4 Payslip History Your payslip history will be maintained within the system and you will be able to view backdated payslips from February 2013 for up to 15 months.

• To view a previous month’s payslip, select the ‘Year’.

Figure 13 History

• To view a previous month’s payslip, select the ‘Month’ and follow the process for paragraph 3.2

Figure 14 History


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3.5 Show My P60

A P60 is a tax document which confirms an employee's final tax code and shows their total earnings for the year, as well as the year's total tax deductions and National Insurance contributions. Your P60 will be available between April and May. If you have changed jobs part way through the tax year, you may be given more than one P60, one from each employer.

• To view your P60 select the ‘Year’ and click ‘Show P60’. • To save the P60 use the same process for the payslip in section 3.2.1 or 3.2.2.

Figure 15 History


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3.6 Account

The ‘Account’ icon is where you can change your email address, password and pin number.

3.6.1 Change Email Address

• Click on ‘Account’. • Select ‘Change Email Address’

Figure 16 Account • Your current email address will be displayed in the ‘Please Enter an Email Address’

field. • Click into the field, highlight your email address and press delete.

Figure 17 Email address


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• Type in your new email address. • Click ‘Continue’.

Figure 18 New email address

3.6.2 Change Password

• Click on ‘Account’. • Select ‘Change Password’ • Enter your new password in the ‘New Password’ field. • Repeat your password in the ‘Confirm Password’ field. • Click on ‘Change Password’.

Figure 19 Change Password


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3.6.3 Change PIN To change your PIN number:

• Click on ‘Account’. • Select ‘Change Pin’ • Enter your new PIN in the ‘New PIN’ field. • Repeat your PIN in the ‘Confirm PIN’ field. • Click on ‘Change PIN’.

Figure 20 Change PIN Number


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3.7 Forgotten Password

• Enter your employee number in the ‘User Name’ field. • Click on ‘Forgot Password’ icon. • You will receive an email containing your new password.

If you do not enter or have an email address the following message will appear on the screen: Your User Has No Email Address Associated With It and Therefore The Password Cannot Be Reset Using This Method - Please Contact the Helpdesk (01522 836868) to have the password reset.

Figure 21 Forgotten password

3.8 Forgotten PIN

If you forget your PIN number please contact the IT Help Desk on 01522 836868 and your new PIN will be sent through the post. This will cause a delay before you can access the system.

3.9 Leavers

If you leave your current employment your payslips and P60’s will be available 3 months after your leave date.

Documents

E-Pay Slips Employee User Guidance Notes · Mill House, Brayford Wharf North, Lincoln LN1 1YT. . Tel: + 44 (0)1522 836000 Fax: 01522 516050 Page 4 of 17