Employee Access Portal Robinson ISD 2016

HOME PAGE FOR EMPLOYEE ACCESS PORTAL First time logging in choose New User HOME PAGE FOR EMPLOYEE ACCESS PORTAL First time logging in choose New User

1. Enter your nine-digit social security number, birth date in the MM DO YYYY format and Zip Code 2. Click Retrieve Create a New User Page 1

Data to be verified Ensuring that you are authorized to use the system. Employee Number, Date of Birth, Zip Code, Last Name, and First Name fields are display only and cannot be modified. Create a User Name - type a six-to-eight character user name. (No embedded spaces are allowed.) The name must be unique within the district; it is not case-sensitive. Create a Password - type a six-to-nine alphanumeric password. New password must be …. between 6 and 9 characters long. contain a number. contain an uppercase character. contain a special character. - Enter your work only The system is not set up to use your home Hint Question -Type a question you will be asked in the event that you forget your password Hint Answer - Type the answer to the hint (case sensitive) SAVE

When you save it will pop you back to this screen. You can now log in with your newly created username and password.

Inquiry Options Calendar Year to Date: Allows you to view a year to date summary of various earnings. You can reference prior years information Current Pay Information Allows you to view your current pay information set up in HR Some items have the option to request modifications These requests are done under Self-Service and will be discussed later. Deductions Allows you to view your payroll deductions as they currently exist in HR Modifications to deductions will not be allowed through the portal. You will need to contact Payroll directly. Earnings Allows you to view earnings and direct deposit information Leave Balance Allows you view leave information as it exist in HR as of your most recent paycheck W2 and 1095 Information Allows you to view your W2 and 1095 for the year and previous years Previous year W2 can be viewed but not printed

Self Service Options Change Password Allows you to change your password Demographic Information Allows you to verify, enter and request updates to your demographic information Payroll Information Allows you to enter and request updates to payroll information

Earnings Choose the Pay date Your earnings statement will be available on and after payday Basic information Campus, check #, Period Ending, Withholding status and # of Exemptions Earnings and Deductions Gross Earnings and Tax totals TRS deductions Other deductions Net Pay Detailed Salary Breakdown Job Description and Salary Breakdown Overtime Supplemental Pay Non-TRS Taxable Pay Non-TRS Non-Taxable Pay Deductions Leave Earning statements can be printed for any Pay period current or previous

Leave Balance Beginning Balance Balance began the School year with Advanced/Earned Balance of any days earned since previous pay date (not applicable to most) Pending Earned Balance of any days earned but not processed until end of the next pay period Used Number of days used through the previous pay period Pending Used Number of days pending but not processed until the end of the next pay period Available Balance Number of days available based on processed and unprocessed data Please note pending days and available balance is subject to change prior to end of pay period

Leave Balance Cont’d Previous Leave Inquiries Leave used is available online from May 1, 2015 forward To inquire about leave used during a particular time frame Available through end of the previous pay period Choose your From Date, To Date and Leave Code Retrieve Note: Pending Leave data is not available to pull

Calendar Year To Date Choose the Calendar year you want to view Below are Highlights of what you will see Note all totals are based the Calendar Year displayed Contract Pay – Total Gross Base Salary Non-Contract Pay – Total Gross pay not covered under Base Salary (ex: Stipends) Supplemental Pay- Total Gross supplemental Pay (ex: extra duty) Withholding Gross – Total salary that Federal Tax is based on Withholding Tax – Total Federal Income Tax Medicare Gross – Total salary Medicare tax is based on Medicare Tax – Total Medicare Tax paid

Choose the Calendar year you want to view Below are Highlights of what you will see Note all totals are based the Calendar Year displayed Annuity, Roth, 457 – If you pay into any of these this is the total paid for the year displayed Non TRS – Monies paid during the year not subject to TRS Non-TRS/Non-Tax – Monies paid during the year not subject to Federal Tax or TRS TRS Sal Reduction – Total paid into TRS for year selected TRS Insurance – Total paid to TRS insurance for year selected Health Insurance Deduction – Total – total paid for HI that is not sheltered by pre-tax plan Employer Proved Health Care – Total attributed to the ACA Calendar Year To Date Cont’d

Current Pay Information Employment Information Name, Address, Phone Employee # DOB, Gender Degree Earned Years of Experience Total and in District Professional and Non-Professional Frequency: Monthly W4 Information Marital Status (withholding purposes only) Exemptions Pay Campus Positions – Salary Breakdown Title Payments (Total and Remaining) Annual Salary, Daily Rate, Monthly Rate and Overtime Rate (if applicable) Bank Info Direct Deposit Information as shown currently in HR

Deductions W4 Deduction Info Marital Status (withholding purposes only) Number of Exemptions List of Current Monthly Deductions Description Staff Member Contribution Cafeteria Plan Employer Contribution

W2 and 1095 This will not be opened for viewing until after all tax forms are completed this year. Prior Year W2’s and 1095 are viewable only and can not be printed.

New Password and Forgot Password To change your password choose Self-Service Change Password Enter the New Password twice Update Forgot your password Choose Forgot Password from the Log in page You will be directed to enter your SS#, DOB and Zip Code Retrieve You will be directed to Answer your Hint Question and Submit

Demographic Information Under Self-Service Demographic information you have the ability to request a change to your demographic information from HR. Changes to your name and/or DL require additional documentation. Please contact X 706 to make these changes To Request a Change Enter the New Information in the appropriate box and Save. An alert will be sent to my and I will either approve the change or contact you if I have any questions can not be changed. If you see an error with your please contact X 706

Payroll Information Under Self-Service Payroll information you have the ability to request a change to your W4 information. Making this change will require additional documentation be submitted Print a new W4 and submit it to HR/Payroll. The request for change will not be approved until a new signed W4 is received. You can locate this form on our website risdweb.org under Administration/human resources/new employee documents To Request a Change Enter the New Information in the appropriate box and Save. An alert will be sent to my and I will approve the change once I receive your new signed W4. PLEASE NOTE ANY CHANGES REQUESTED FOR THE NEXT PAY PERIOD MUST HAVE ALL DOCUMENTATION TO PAYROLL BY THE 1 ST DAY OF THE MONTH TO BE PROCESSED. ANY REQUEST RECEIVED AFTER THAT WILL NOT TAKE AFFECT UNTIL THE FOLLOWING PAY PERIOD.

Effective as of the 2/12/2016 Pay Date Wage/Earning statements will not be printed and distributed to the campus. All Earnings statements will be pulled by the individual staff member directly from the Employee Access Portal.

All checks for substitutes and staff members not on direct deposit will be available for pick up at the administration building from 8:00 am-4:30 pm on payday. Any checks not picked up by 4:30 pm will be mailed. A LINK TO THE PORTAL WILL BE MADE AVAILABLE ON THE ROBINSON ISD WEBPAGE UNDER STAFF TOOLS. Any questions regarding the Employee Access Portal please Angela Bettinger at or call ext.