Serving Employees Through ESP Joe Baumgartner

ESP Features View & print forms Employee Directory with pictures View payroll advice, leave details, education & certificate records, deductions & benefits Pay check simulations W2 and 1095c forms View professional development records Enter requests to change their information such as demographics or leave Track their requests from submittal to finalization

New ESP Features Years of Experience page Requests can be made when only future jobs exist Automated task to inactive ESP account when employee is terminated Changed Relationship to LOV to match Alio on Dependent & Emergency Contact requests Added Office phone extension to Employee Directory Added Mobile 2 field to Personal tab Added employee number to Home page Print employee address on pay check / advice detail Print client name, address and logo as well as employee name on Salary Compensation

Employee Home page Employee Home page: Quick Links/ Menu additions Business Card displays Primary Location, Original Hire Date, Hire Date, Job, Approval Dept, if applicable, Work Phone and E-mail Personal Card displays primary address, Home and Mobile phone #s, and Email 2 Emergency Contacts displays emergency contacts Dependents (only displays if Feature Availability is NOT selected) displays dependents

Employee Home page – Personal Card Personal Card displays primary address, home and mobile phone #s, and e-mail 2 from the employee master

Employee Home page – Emergency Contacts Administrative option controls whether or not emergency contact comments display.

Employee Home page – Dependents Dependents tab displays only if Feature Availability is NOT selected

Dependents page When Dependents is selected on Feature Availability in administration: Dependents button displays on navigation bar Dependents tab is hidden in employee’s My Current Information on the Home page

Dependents page Same dependent records display as displayed on Dependent tab Dependent Name is hyperlink to Covered Dependent Plans

Covered Dependent Plans page Displays all plans associated with dependent record

Benefits & Deductions page Displays employee’s benefits and deductions Displays adjustments

Benefits & Deductions page Calculation displays if the ded/ben class ded/ben calc method contains BENALFAC, EMBENPOR, GTDISPDOLPCT, HOURCOMP, LIFE50, NJRETIRE, PAYPERAMT, or REDUCEDB Tax Table displays if method contains TAXTABLE, MDCREDIT, or PTDWAGES Calculated and Tax Table ded/bens show the text ‘Calculation’ or ‘Tax Table’ for the Amount and Percent columns. Uses the ded/ben calculation method in the ded/ben class to determine if Calculation or Tax Table is displayed. Displays the following: Calculation – if method contains BENALFAC, EMBENPOR, GTDISPDOLPCT, HOURCOMP, LIFE50, NJRETIRE, PAYPERAMT, or REDUCEDB Tax Table – if method contains TAXTABLE, MDCREDIT, or PTDWAGES

Certificates page Certificate No is a hyperlink to Endorsement information

Endorsements page

Education page

Employee Directory page Employee Last Name is a hyperlink to the employee’s contact information E-mail is a hyperlink to allow you to email the employee

Employee Contact Information page Administrative settings as well as employee settings control display of personal information. If employee picture is uploaded in Alio, it will display in ESP. An ESP administrator must turn on the Show Personal Information setting for the Employee Directory to display the employee’s personal information on the Employee Contact Information page. The employee has the ability to hide their personal information if they choose. (SUPPRESSED) displays if the employee requested that their personal information not display on the Personal Card.

Employer Forms page Administrators define categories/sub-categories Administrators upload documents or create URL links for their employees use

Leave Summary page The Leave Summary page is divided into 2 sections – Leave Balances and Leave Calendar. Use the Leave Balances section to view beginning balances, earned leave, taken leave, pending leave and your ending balance. Use the Leave Calendar section to view a picture of your used leave days. The type of leave is identified by the color highlighting the date. Dates with multiple leave type detail records are highlighted in black.

Leave Summary page Leave Balances section displays employee’s actively assigned leaves Leave Calendar defaults to the most current year in which a leave was taken Color chips are defined in Alio and display on days with leave taken Black color chips indicate multiple leave types taken on the same day Clicking on a color chip displays the leave detail record

Leave Details page Display of Description is controlled by administration setting. When a leave record has been created using the leave request option in ESP, the description is prepended with ESP-. When a leave record has been created using the Proxy leave request option in ESP, the description is prepended with ESPA-.

Pay Check Calendar page Yellow color chips display future pay checks if allowed by administration Green color chips display current or past pay checks

Pay Check / Advice Detail page

Pay Check / Advice Detail page Ability to select other pay check records without returning to the Pay Check Calendar Ability to print Bank account numbers can be hidden by administration

Pay Check Simulator page Employees can adjust Federal as well as State tax information to see how those changes impact their take home pay Displays simulated results based on withholding, pay, and/or deduction changes made by the employee.

Pay Check Simulator page Employees can make changes to their pay or deductions to see how those changes impact their take home pay

Pay Check Simulator page Employee can hover their mouse over the pie chart to see a percent of total breakout for each category.

Pay Check Simulator page Employees can see a breakdown of deductions section as well as a withholdings section below Net Pay. Directly below the Net Pay, there is a breakdown of deductions section as well as a withholdings section.

Salary Compensation page Administrative settings control the calendar years available to the employee. Administrators are able to limit the view to the current year only if they wish. Displays compensation for each job and pay record. Full Year Salary, Budgeted Information, and FTE information display based on administrative settings.

Salary Compensation page The employee’s active benefit plans display. Calculated and Tax Table benefits use the employee’s last pay check for the amount column and percent is set to zero. Calculated benefits are those where the ded/ben class calculation method contains any of the following: BENALFAC, DLRPCT, EMBENPOR, GTDOLPCT, GTDISPDOLPCT, HOURCOMP, LIFE50, MATCH, MATCHAMT, MINMAXDL, NJRETIRE, OKCREDIT, PAYPERAMT, PTDWAGES, REDUCEDB, REFWAGELIMIT, and SSBS

Years of Experience page Administrators control which years of experience records to display

W2 page Administrators control the years available to the employee Administrators control whether the original W2 displays or a Reissued Statement displays

W2 page

1095-C page Administrators control the years available to the employee Administrators control whether the original 1095-C displays or a Reissued Statement displays

1095-C page

Professional Development page Displays Alio Employee Professional Development records from HEPDV02A Displays records from Alio Employee Professional Development – HEPDV02A

Request Processing There are 8 different request types: Demographic which consists of 3 request types Address changes Emergency Contact changes Dependent changes Ded/Ben Direct Deposit Tax (Federal and State) Time Entry / Expense Reimbursement Leave

Request Processing Request Setup options control the functionality for the different types of requests You can limit what information you want your employees to be able to change and how you want the requests to be processed through the approval process

Request Setup – Demographics Administrative settings control the information the employee is allowed to change The yellow highlighted options are for Demographic request options. Name Changes – select this check box to allow your employees to submit a request to change their first, middle, or last name. Address Changes – select this check box to allow your employees to submit a request to change their mailing address. Telephone Changes – select this check box to allow your employees to submit a request to change their personal or work phone numbers. E-mail Changes – select this check box to allow your employees to submit a request to change their personal or work e-mail address. W2 Print – select this check box to display the W2 Print check box on the Demographic Request page. If displayed, an employee may submit a request to receive a printed W-2 Form or an electronic W-2 Form that the employee may print. ACA Print – select this check box to display the ACA Print check box on the Demographic Request page. If displayed, an employee may submit a request to receive a printed 1095C Form or an electronic 1095C Form that the employee may print. The pink highlighted options are for Emergency Contact request options. Emergency Contact Changes – select this check box to allow your employees to submit a request to change an emergency contact or to add another emergency contact. Display Emergency Comments – select this check box to allow your employees to submit a request to add or change emergency contact comments that display in alio and on the My Personal Card, if allowed by your administrator. The Comments field will display on the Add Emergency Contact Request Details page and the Additional Comments and Current Comments fields will display on the Emergency Contact Change Request page. The purple highlight options are for Dependent request options. Dependents - Add New – select this check box to allow your employees to submit a request to change a dependent record. Dependents – Edit – select this check box to allow your employees to submit a request to add a dependent record.

Demographic Request The General Demographic Request page displays with the employee’s current alio information. Required fields are highlighted in yellow. The employee makes changes to their information, enters a Comment if they choose, and selects an E-mail notification option. There is a section for the employee to attach documents if necessary such as required forms for name changes. Once all changes are made, the employee submits the request for approval.

Emergency Contact Request A list of employee’s existing emergency contacts displays. Employee can select to edit or delete an existing record or add a new one. This example shows how to edit an existing record.

Dependent Request A list of employee’s existing dependents displays. Employee can select to edit or delete an existing record or add a new one. This example shows how to edit an existing record.

Ded/Ben Request

Leave Request Admin settings control the information the employee is allowed to change and which leave types are made available to the employee

Leave Request

Direct Deposit Request Administrative settings control the information the employee is allowed to change Direct Deposit Request Options Add a New Bank – select this check box to allow employees to submit a request to add a bank record to the alio Bank Routing Master table. Add New Direct Deposit – select this check box to allow employees submit a request to add a direct deposit record. Change Existing Direct Deposit – select this check box to allow employees to submit a request to change their current direct deposit record.

Direct Deposit Request Adding a new bank Employee can choose to edit existing record, add a new direct deposit or add a new bank. The Red boxed fields only display when adding a new bank record. The non-boxed fields display when the employee adds a new direct deposit record.

Direct Deposit Request This example shows the employee selecting an existing record for changes.

Tax Request Administrative settings control the information the employee is allowed to change Federal Tax Request Options Marital Status Changes – select this check box to allow your employees to submit a request to change their marital status for federal tax purposes. Exemption Changes – select this check box to allow your employees to submit a request to change the number of exemptions on their W-2. Withholding Changes – select this check box to allow your employees to submit a request to withhold an additional tax amount from their pay. State Tax Request Options Exemption 1 Changes – select this check box to allow your employees to submit a request to change their exemption 1 information. Exemption 2 Changes – select this check box to allow your employees to submit a request to change their exemption 2 information. Note: Exemption 2 Changes apply only to the state of Illinois. State Code Changes – select this check box to allow your employees to submit a request to change state codes.

Tax Request Federal tax request The approval screens for Tax requests are different in that they display the employee’s current values rather than indicating what is changing.

Tax Request State tax request

Time Entry Request Administrative settings control the information the employee is allowed to change and how approvals are processed

Time Entry Request This request shows time entered as well as a mileage reimbursement.

ESP Highlights Add Custom Dates Add Dates tab to employee home page Add administrative option to select which Alio date types to display The Alio ESP highlights is a view into the features/functionality we would like to add to Alio ESP.  Weidenhammer cannot guarantee that all of these items will be completed and they should not be considered as commitments.

Time Tracker Add Time Tracker functionality This enhancement adds clock in and clock out buttons to the ESP login page. Employees will be able to clock in and out without being forced to log into ESP. The time entered by the employee is for tracking purposes only and will not be imported into Alio. No employee additional pay records will be created. Administrators with proper permission will be allowed to edit the employee time if necessary. Upon logging into ESP, employees will be able to see their time records but will not be allowed to edit them.

Time Tracker Employee Add a Clock In / Clock Out button to the log in page Add Time Tracking page which allows employees to view their time clock information

Time Tracker Employees can view their time Employees can view their time but not change it. Employees can use the Edit button to view administrator changes made to their time record(s).

Time Tracker Administration Add option to Feature Availability to enable/disable feature Modify User Roles to add options to allow user access to time tracking and time tracker settings Add settings page to allow users to modify time tracking functionality

Time Tracker Time Tracking Settings Administrative settings allow you to customize how Time Tracking works.

Time Tracker Administrator view of employee time Administrators with appropriate permission are allowed to edit the employee time.

Time Entry Approval Process Add 2 options to Time Entry Request Setup Approval Queue Goes to Time Entry Details Account Override Comments Are Required

Time Entry Approval Process Clicking Request Date link from approval queue takes you directly to the Time Entry Request Details page

Time Entry Approval Process Account override comments are not required

Certificate Expiration Notice Add admin option to turn functionality on or off Add admin setting to allow user to determine time frame for warning Display warning message to employee when they log in Give employee ability to dismiss warning and not be notified again when they log in Certificates that have already expired are ignored

Security Add a password expiration option Allow user to define a value in days for their passwords to expire Provide a warning message reminding the user that their password will expire in XX days Prevent the user from using any of the previous 3 passwords

Security Add authentication of logged in user when user attempts to change Account information such as email, user name, password, or security questions / answers Security answers will be hidden on the Accounts page Provide log in authentication audit trail for administrators Store time stamp, IP address, failure or success, user name, flag to indicate if log in was impersonated Two factor authentication for resetting email, passwords, and account creation Requirement that all ESP sites use an SSL certificate