Employee Web Portal User Guide.pdf

© Copyright 2012 – ProSoft Technologies, a division of Harris School Solutions

1

User

Guide

ProSoft Technologies, a division of Harris School Solutions

412.854.5622 (p) | 412.854.5726 (f) | [email protected]

Employee

Web Portal

User Guide | Employee Web Portal

© Copyright 2012 – ProSoft Technologies, a division of Harris School Solutions 2



Table of Contents

Introduction ..............................................................................................................................................5

Chapter 1: Publishing Documents to the Web Portal

Publishing custom letters from Personnel ...............................................................................................6

Publishing general documents .................................................................................................................8

Chapter 2: Using the Employee Web Portal

Viewing published documents ...............................................................................................................10

Viewing and printing your paychecks .....................................................................................................12

Viewing and printing your W2 ................................................................................................................14

Viewing your absences ...........................................................................................................................15

Viewing your benefit information ..........................................................................................................17

Viewing your ACT 48 credits ...................................................................................................................18

View your certifications ..........................................................................................................................19

Viewing your demographic information.................................................................................................20

Using the employee directory ................................................................................................................21

Chapter 3: Time Off – Setup, Making Requests, Approval

Two Setup Steps:

1. Setup absences in Personnel .......................................................................................................22

2. Create absence approval hierarchy .............................................................................................23

Requesting time off ................................................................................................................................25

Reviewing/Approving/Denying Time Off ................................................................................................26

Viewing your absences ...........................................................................................................................27





Introduction

What is the Employee Web Portal?

The Employee Web Portal has several features. First, you can easily and securely publish documents for

employees to view or download. For example, you can place an employee phone directory or job posting into the

Document Center where it can be viewed through the Employee Web Portal. If you use our Personnel package,

you can publish your custom letters such as a Benefit Statements, Reasonable Assurance letters, Absence letters,

COBRA letters, etc. into the Document Center as well.

There are two ways to publish documents into the Document Center for users to view through the Employee

Web Portal:

1. Publish custom letters from Personnel into the Document Center.

2. Publish any document into the Document Center.

Secondly, employees can use the Portal to request time off. Approvers can electronically review time off

requests and forward them through an approval hierarchy. Finally, employees can view and print important

information such as direct deposit vouchers, W2’s, ACT 48 credits and other information.



There are two ways to publish documents into the Document Center for users to view through the Employee

Web Portal:

1. Publish custom letters from the Personnel package into the Document Center.

2. Publish any document added to the Document Center.

Publishing Custom Letters from Personnel into the Document Center

To publish documents from Personnel to the Web Portal:

1. In Personnel, please go to Forms, Custom Letters.

Publishing Documents

to the Web Portal



Next, you must select the letter you want to publish and define the criteria:

2. Select only the Employee Status Codes, Group Codes, Location Codes for which you are printing letters.

By default, all codes are selected. To select individual codes, click Reset, then hold down the Ctrl (control)

button and use your mouse to select individual codes.

If you want to publish a letter for a single employee, click Search for Employee and select the employee

from the list.

3. Select a Letter Type you are publishing. (The letters available in this drop-down list vary from district to

district.)

4. Assign a Letter Date. Depending on the letter selected, you may have to assign further parameters such as

Accumulated Date, Fringe Effective Date, etc.

5. Click Report.

6. After you preview and/or print the letters, you are asked, “Add to Form Tracker?” Click Yes. The custom

letter is now published to the Employee Web Portal.

Need to re-publish a document?

You can republish custom letters, overwriting the document

currently published on the portal, by purging documents.

When asked if you want to purge documents, click Yes.



Publishing General Documents into Document Center

To publish general documents (not created in Personnel) in Document Center:

1. Any documents to be published into the Document Center must be saved on the ProSoft server in the

Document Center folder: ProSoft\ProFin\Financial\Document_Center.

2. In the Web Portal, go to Financial, Documents, Employee Documents (Admin) or, if applicable, under

Recent Pages, select Employee Documents (Admin).

3. At the end of the File field, click Select.

4. A new window (titled Choose File) will open; select one file to upload.

5. (Optional) Append File Name if file exists? Check this box if you do not want previous files with the same

name overwritten. If left unchecked, a file with the same name as the one selected will be overwritten.

6. (Optional) (File) Description. The filename selected becomes the default, but you can modify it, in the

Description field, to help users identify the document easily.

7. (Optional) Expiration Date. If you place a timeframe on a file’s availability, enter an Expiration Date and

users are prevented from viewing or downloading documents after the assigned Expiration Date.



8. (Optional) Receipts and acknowledgments. You can require employees to complete a Receipt, verifying

they have viewed the document, or a Receipt and Agreement Acknowledgment, verifying the employee

has both read and agreed or consented to the terms of the document.

If no acknowledgment is required, do nothing. Otherwise, select either Receipt Acknowledgment or

Receipt and Agreement Acknowledgement from the dropdown.

9. Define which employees need to view or download the document?

a. To upload to individual employee(s): select a location from the dropdown, hold down the Ctrl

(control) button and select individual employee(s) with your mouse;

b. To upload by Group Code: click Add Document to Groups, hold down the Ctrl (control) button and

select individual Group Codes with your mouse, or, click Select All to upload for ALL Group Codes;

c. To upload by Location Code: click Add Document to Locations, hold down the Ctrl (control) button

and select individual Location Codes with your mouse, or, click Select All to upload for ALL Location

Codes;

d. To upload to ALL employees: click Add Document to Locations then click Select All. NOTE:

Employees with an Inactive or Terminated status are excluded from the upload.

10. Click Add Document. You will be redirected to a grid showing all users able to view the document.



To view or download files through the Web Portal:

1. Login to the Web Portal.

2. Go to Financial, Documents, Employee Documents, or, if applicable, under Recent Pages, select

Employee Documents.

3. All available files appear. Click the download icon to select a document to view or download.

4. When the Document Download screen appears, click Download File.

Using the Employee

Web Portal



5. You can view the document and, if necessary, save a copy onto your PC. If you do not want to save a copy

of the document, complete Step 6, then skip to Step 9.

6. Click Open to preview the document; close the preview when you are finished.

7. If you want to save a copy of the document on your PC, click Save.

8. A Save As box appears. Choose a location, assign a File name and click Save.

9. After viewing or saving the document, you may be required to acknowledge that you’ve (1) downloaded

and read the document and you may further be required to (2) agree or consent to the terms of the

document. If so, check the appropriate box or boxes.

10. You can exit the screen by clicking the red “X” in the upper right-hand corner .



To view your pay stub:

1. Please click the link to the Web Portal, most likely on your school’s website.

2. Enter your username and password then click Login. (If you do not know your username and password,

ask your Technologist.)

3. Please go to Financial, Paycheck History:

4. Your most recent paycheck is displayed. To view older paychecks, click the dropdown arrow and select a

date or use the Previous Paycheck / Next Paycheck buttons:

5. Click Logout in the upper right-hand corner when you are finished.



Need to print or save a copy of your paycheck?

To print a copy of the paycheck:

1. Click the Print icon near the top, center of the screen.

2. Choose a printer.

3. Click Print.

To save a .PDF copy of your paycheck:

1. Choose Acrobat (PDF) file from the Export drop-down list.

2. Click Export.

3. A File Download menu appears; click Save:

4. When the “Save As” dialog box appears, use the “Save in” drop-down list to verify or change the location

where the file will be saved:

5. In the File name field, assign a filename and remember to leave the “.PDF” after the file name.

6. Click Save.



To view and/or print your W2:

1. Click the link to the Web Portal, most likely on your school’s website.



3. Please go to Financial, W2 Print

4. Your W2 appears. If you want to print a copy of your W2, click the Print icon near the top, center of

the screen, choose a printer and click Print.




To view your absences:




3. Please go to Financial, Employee Absence, Absence Report:

The YTD Absence Summary shows your Beginning and Remaining Balances for the entire year:



The Absence Detail lists the dates of each absence. You can use the dropdown (next to the words “Absence

Detail”) to select the beginning month:




To view your benefit information:




3. Please go to Financial, Fringe Benefits:

4. Your benefits costs are listed in the Employee Monthly Cost column. Click Logout in the upper right-hand

corner when you are finished:



To view Act 48 credits:




3. Please go to Financial, Act 48 Credit Report.

Your ACT 48 information appears:




To view your certifications:




3. Please go to Financial, Employee Certifications:

Your certifications appear:




To view your demographic information:




3. Please go to Financial, Act Employee Demographics:

Your demographic information appears:




To use the Employee Directory:




3. Please go to Financial, Employee Directory:

4. Select each building you want to view; click Select All to see all buildings:

5. After selecting your building(s), click Generate List; the directory appears.




Employees can use the Web Portal to request time off; supervisors can review/approve/deny time off

requests electronically. To setup the Portal, complete the following two steps:

1. Allow absence types in Personnel.

2. Create the Approval Hierarchy in the Web Portal.

Time Off Requests



STEP 1: Allow Absences in Personnel

In Personnel, you must identify which absence types employees can request through the portal, i.e., Vacation,

Personal, Floating Holiday, etc.

To allow absence types in Personnel:

1. In the ProSoft Financial package, please go to Personnel, Maintain Codes, Absence Codes, Portal

Requests.

2. Click Edit.

3. In the Portal Requests column, select the absence type(s) employees are allowed to request using the

portal.

4. Click Save.

STEP 2: Create the Approval Hierarchy in the Web Portal

The Approval Hierarchy manages the flow of time off requests from employees to their approvers. The top level of

the hierarchy is in position by default – you need to build only the levels beneath and you need only click and drag

employee names.

To create the Approval Hierarchy:

1. In the Web Portal, go to Financial, Employee Absence, Approval Hierarchy Maintenance.

2. Under the Available Employees column, click the (plus sign) to view employees associated with a

particular location.

3. A NOTE BEFORE BUILDING: The Hierarchy is built from the top, down. Therefore, position approvers

first, then place employees beneath approvers.

From the Available Employees column, select an employee (click and hold down the left mouse button),

and drag the name onto the Approval Hierarchy. Place the employee name over an approver’s name

and release the mouse button. The employee is placed beneath the approver.



Notes:

1. You can click and drag names/buildings within the Approval Hierarchy to make adjustments.

2. To delete an employee from the

Hierarchy: select a name on the

Hierarchy, right-click and select Delete

User.

3. Hold down the Ctrl (Control) button to select and drag

multiple names.



Requesting Time Off Employees can request time off using the ProSoft Web Portal.

To request time off:

1. Login to Web Portal. (If you have trouble logging on, contact your Technologist.)

2. Go to Financial, Employee Absence, Absence Requests.

3. Beneath the grid listing your pending time off requests, click Add New.

4. Enter the Request Date: you can type a date in the Request Date field or select a date from the popup

calendar.

5. From the Type drop-down list, select the absence type.

6. In the Length field, enter the unit of time, per day, you’re requesting off. (For example, enter “1” for a

whole day, “.5” for a half day, etc.)

7. (Optional) Use the Comment field to enter special remarks.

8. Click Insert to submit your request. (Click Cancel to abort.)



Reviewing/Approving/Denying Time-Off Requests

You can electronically review/approve/deny time-off requests using the Web Portal.

To review/approve/deny time-off:

1. Login to Web Portal. (If you have trouble logging on, contact your Technologist.)

2. Go to Financial, Employee Absence, Absence Approval

3. Use the Approve and Deny checkboxes to regulate time-off. (Check neither box if you need to postpone

your decision, leaving the request on hold.)

4. (Optional) Use the Comment field for special instructions or commentary.

5. Click Process Selections.

Employees see comments you enter:



To view your absences:




3. Please go to Financial, Employee Absence, Absence Report:

The YTD Absence Summary shows your Beginning and Remaining Balances for the entire year:



The Absence Detail lists the dates of each absence. You can use the dropdown (next to the words “Absence

Detail”) to select the beginning month:
