A Guide to Using SMART eR Online Ordering (Electronic Requisitions) Managing Employee Timeoff, Electronic W-2s, Etc… 1

Staff/Employee Self Service Login (ESS) 2

Login into SMART eR Login: Employee ID # (3-digit number on your paystub) Temporary Password: 0698 followed by the last 4-digits of your social security number (eg ) You will be required to change your password and set up security questions upon logging in for the first time – This system is also used for printing W-2’s, checking leave time available, etc… ***I suggest you bookmark this page.*** 3 NOTE: If you have issues logging into the system, try using a different browser, such as, Chrome or Firefox.

SMART eR Update The SMART eR system was updated in December 2013 to provide additional security measures to safeguard your data from automated hacking systems or hackers. Stronger password – The current rule of a minimum eight character password is still valid and can be as long as 100 characters. Additionally, your new password cannot be the same as your old password and MUST contain at least one lower case letter, one upper case letter, one number and one symbol (i.e.: John1deere$ or Smart#1234). Security Questions – The current software requires one security question, but up to this point has only been used for resetting a password. It will be enhanced in the update to require every user to enter a minimum of three question choices and a max of eight. Users will have the option to select predefined questions, type in customized questions, or a combination of both. The system will randomly choose one question from this list of questions for the user to verify at time of login. If answered correctly the user will be logged in. If incorrect, an additional two tries will be provided before the account is locked for account safety. The user would then have to contact the appropriate district staff to have the lock removed in SMART HR. PLEASE WRITE DOWN YOUR PASSWORD AND THE ANSWERS TO YOUR SECURITY QUESTIONS (STORE IN A SECURE PLACE)! We want to avoid password resets if at all possible. 4

SMART eR Update (continued) 5 2) When your changes have been saved successfully, the following message will display. 3) Click “OK”, and re-login using the new password. It will then display one of the chosen security questions. Enter an answer correctly and the system will finish logging in. 1) Set up security questions and a new password.

Click on Requests and Approvals Click on Purchasing/Order Request Form 6

Click on Start Cart Select Requested Fiscal Year 2014 Select Ship to Location L1 (see below) Select Vendor (click on Find to look up vendor) Click “Save to Enter Items” NOTE: If you are unable to locate the vendor you need Eve. Please provide vendor name, address, fax & phone #s, and address if available. 7

Enter order line items Enter Item/Description (vendor item # & description), Units, Type, Rate, Discount (if applicable) Click Save To add additional items click “Add New” 8

Creating Electronic Requisition Click Transfer After clicking transfer you are done. The office will place your order. Orders will be placed twice weekly. If you have an immediate need for your item/s, please contact Holly or Eve. NOTE: You may retrieve a saved cart by clicking on the “Retrieve Cart” button. The drop down menu under Vendor Code will show the carts you have saved (not transferred). Make sure the correct vendor is listed. 9

Timeoff 10 Use the menu to select other timeoff options.

Payroll Reports Paystubs, etc… 11 Under the “My Pay” menu, you can view your year to date pay and paystub.

W-2 Available by January 31 st (usually before printed versions are available) 12 Under the “My Tax Information” menu, you can print your W-2 after it is made available (by Jan 31 st ). NOTE: After you authorize the system to view your W-2 electronically, you will no longer receive a printed copy. If you want a printed W-2, see Eve in the office.

Experiment The best way to learn the SMARTeR system is to play around with it. Check the different menus and see what is available to you. If you have any questions or need additional training, please feel free to contact Eve. 13