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Employee Web Services (EWS) Employee User Manual

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Table of Contents

FINDING EWS ..................................................................................................................................... 3

SETUP ................................................................................................................................................ 3

HOME SCREEN .................................................................................................................................. 4

TIME ENTRY ....................................................................................................................................... 5

EXEMPT EMPLOYEES ................................................................................................................... 5

NON-EXEMPT EMPLOYEES .......................................................................................................... 7

LEAVE REQUEST PROCESS .......................................................................................................... 10

LEAVE BALANCES ....................................................................................................................... 11

LEAVE ENTRY .............................................................................................................................. 12

PERSONAL TAB OVERVIEW ........................................................................................................... 14

INFORMATION CHANGE ................................................................................................................. 15

REPORTING TAB OVERVIEW ......................................................................................................... 16

CHECK/W2 HISTORY ....................................................................................................................... 16

W2 ................................................................................................................................................. 16

PAYCHECK ................................................................................................................................... 16

HOW TO READ YOUR PAYSTUB: ................................................................................................... 18

FAQ’s ................................................................................................................................................ 20

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FINDING EWS

To access EWS log in to Peyton Post. Click the EWS tab at the top of the screen.

SETUP

Step 1: Select Account Setup the first time you log in

(If you forget your password – click Account Setup, you will need to know your Employee ID number

for Account Setup. Call HR or payroll for your Employee ID number.)

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Step 2: 1. Enter Employee ID - supplied by HR or Payroll to you 2. Enter birth date as follows: MM/DD/YYYY (must type in slashes) 3. Enter last four digits of social security number 4. User ID – this will auto create (first initial last name) 5. Enter in password and confirm password (8 character requirement- see note above) 6. Select Create or Update- you will be taken back to the log in screen

HOME SCREEN

The home screen will display all tabs available to you to use and any messages you have received.

Any messages received in EWS will come from your supervisor or HR/Paryoll.

Once you have read the message, click on the checkbox in the “Read” column, then click “Save.” The

message will be removed from your homepage.

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TIME ENTRY

Accuracy is very important when you are entering your time. Each employee is assigned cost centers

and a wage code. The cost centers are assigned to you based on your division and contract(s) and are

how you track time worked in each contract assigned to you. Your pay and benefits are charged to

contracts based on the time you record. When you submit your time, you will certify its accuracy. The

wage code is your employee classification, full time (WEMPFT) or part time (WEMPPT).

Time entry must be completed every day by the end of your workday, this helps ensure that you do not

forget the time you worked. It is important to remember to enter actual hours worked.

Actions required at the end of every day:

1. Time entry 2. Leave entry (if applicable) 3. View timesheets for accuracy 4. Submit hours

EXEMPT EMPLOYEES

To enter time:

Step 1: Action > Time Entry

Step 2: The calendar will default to the current

date, but you can select any date you need.

Step 3: Once you have

selected the date click

“Add” and select the cost

center you need and enter

the amount of hours you

worked in the hours drop

down.

Step 4: Click “Add” for additional cost centers and add hours to your workday for the date selected. Continue adding cost centers until total hours worked for the day have been entered and then click “Save”. The green bar at the bottom reflects your total work hours entered.

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EXAMPLE:

This admin person worked: 6 hours supporting ADMIN PEYTON 2 hours supporting ADMIN DDD OKANOGAN 2 hours supporting ADMIN WIA BENTON FRANKLIN For a total of 10 hours worked.

Selection breakdown:

Cost Center The contract that you work for in your division.

Wage Code WEMPFT - all full time employees use this wage code. WEMPPT – all part time employees use this wage code.

Hours

Enter hours for this cost center, example 10 hours is 10.00. Time is entered in .25 hour increments. For example, 6 hours and 15 minutes is entered as 6.25, 6 hours and 30 minutes is 6.5, and 6 hours and 45 minutes is entered as 6.75.

Description

Enter in description only if communicating something important to your manager or payroll about this time worked (for example: dentist appointment, left early – sick child). Please add “Manager Approved Schedule Change” when working an altered schedule.

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NON-EXEMPT EMPLOYEES

This timekeeping system requires that you enter your clock in time, lunch period (unless a signed waiver

is on file) and clock out time before you can enter your cost center allocations.

Example: You enter your day with a clock in time of 8am and a clock out time of 5pm and start keeping

track of your time throughout your day in the cost center section.

To enter time:

Step 1: Action > Time Entry

Step 2: The date will automatically populate for the present day. If you need to enter time for a different

day then select the date from the calendar to the right.

Step 3: Select Clocked In time to enter the time that you clocked in for that day.

Step 4: Select Lunch from is to input your lunch period start time and end time. Please note that the

state of Washington requires you to take a minimum 30 minute lunch if you work 5 hours or more in a

day, unless a Lunch Break Waiver is signed. Please contact HR if interested in this option. If you work

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less than 5 hours a day then you do not need to input a lunch time, only a clock in and clock out time.

Ten minute breaks are paid breaks and do not need to be recorded.

SPECIAL NOTE: If your position requires that you work for a period of time in the morning and again

later in the day, resulting in no work for a large portion in the middle of the work day then you may

record your hours differently.

For Example: You work from 8am to 11am and again from 2pm to 5pm on Wednesday. You will

record your hours as follows:

Clock In: 8am

Lunch From: 11am to 2pm

Clock Out: 5pm

Step 5: Click Clocked Out to enter the time you leave for the day – you will notice that once you hit

this button the options below will activate and allow you to enter your cost center allocation.

Step 6: Add your cost center(s) you worked in from the drop down list. If you worked in 2 cost centers

click “Add” twice so you see 2 entries.

Step 7: Once you have all the cost centers represented, adjust the hours that you worked in each cost

center. You will notice that the system will not let you assign more hours than you have entered in the

time frame above listed under “Total Hours Worked”

Step 8: Click Save to record the hours. You have now entered your time for that day. It is a good idea

to review your saved hours in the timesheet.

Step 9: To view timesheet click Action > View Timesheets. If you need to delete a saved entry select

the entry and click Delete. Please note that you need to reenter the time from the beginning.

*Time can be entered in increments as small as .25 hour (15 minute increments).*

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SUBMITTING TIME

After the total hours worked for the day are entered, submit the hours worked for that day. Step 1: Click Action > View Timesheets

NOTE: The entries in blue/green are submitted and approved entries. The yellow time entry shows

submitted but not yet been approved. The white entry is entered, but not yet submitted.

Step 2: Review the time for your day. In this example the 4/23/14 entry is the only entry that has not

yet been submitted.

Step 3: Click on the Submit button. This brings you to a new screen with an employee certification:

I certify that the

below accurately

represents my total

working time and

any leave taken

during this period.

Step 4: Click

Submit button, and

you’re done.

Once your time is

submitted, your

supervisor can

approve.

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LEAVE REQUEST PROCESS

It is required that you submit a leave request for any vacation, floating holiday or any pre-planned sick

leave. Your supervisor’s approval of the request is needed before you can enter the leave in your

timesheet.

Step 1: Click Personal > Leave Request. On the Leave Request page you can view:

Leave balances Any approved/rejected leave requests

Step 2: To request leave, click “Add” on this screen.

A pop-up screen will appear:

Step 3: Enter: Leave Start Date, End Date,

Leave Type, Request Status (request),

Hours Requested, applicable information in

the Comments box and click “Save”.

Your request has been submitted to your

manager to approve or reject the request.

The request outcome will appear in your

message center.

If approved, your leave request is listed with

an approved status. If rejected, your leave

request is listed with rejected status with

comments. If your request requires a

revision, repeat these steps to enter a new

request for review by your manager.

You have the ability to Delete or Edit

requests until your manager has approved

or rejected the request. Changes to a

manager approved/rejected request must be

completed by the manager. Notify your manager if you do not take an approved leave. No additional

steps are required as the leave is only recorded if you perform a Leave Entry on your timecard. As a

courtesy, please send your manager an email to let them know you have submitted a leave request, or

to ask for a change to an approved request.

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Calculate: Use this to calculate your leave

balance as of a certain date, assuming you

don’t take any other leave in that category

(estimation only).

1. Select Leave Balance as of Date for future calculation

2. Select desired Leave Code calculation

3. Click Calculate (estimation only)

LEAVE BALANCES

Leave accruals (Pay Period Accrual) update in the EWS system on the first pay date of each month, usually the 5th of month (or earlier if 5th falls on a weekend or holiday). The “Pay Period Accrual” column shows the vacation and sick leave that will be added to the “Current Balance” on the 5th of the next month.

If 0 hours is shown in the “Pay Period Accrual” column, you have reached your maximum accrual for that “Leave Code”, and will not accrue additional leave hours.

You can still use accrued leave however it will not show in your “Current Balance” until the first pay date of the next month.

Leave is deducted as leave is entered in Leave Entry and will show as current activity. This is deducted from the beginning balance to show the current balance. The beginning balance will update each pay date on the 5th of each month.

Example Scenario:

It is April 15th and you have 220 vacation hours in your “Current Balance” section and your “Pay Period

Accrual” reads 16 hours. This means that on May 5th your “Current Balance” will read 236 hours and

your “Pay Period Accrual” will read 16 hours. If you do not take any time off before June 5th (which is

the next time it will recalculate) your “Current Balance” will read 252 hours and “Pay Period Accrual” will

read 0 hours. This is due to you maxing out your vacation accrual.

It is your responsibility to keep track of vacation hour maximums and plan accordingly.

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LEAVE ENTRY

Leave entries are made for the following leave types:

Vacation time

Sick time

Floating holiday

Jury duty

Bereavement leave

Non-paid (if approved by supervisor)

HR assigned leave types such as (FMLA, Military Leave, Sick Leave Pool) – If on FMLA, HR will help enter time.

Holidays - In order to receive payment for paid holidays you must do a leave entry!!

To enter Leave Entry:

Step 1: Select Actions > Leave Entry

Note:

EWS will not accept requests for

hours above your accrued

balance as of the last payroll

processed in the system.

Exception to this rule: new staff

have available hours at the first

of the month even though the

accrued hours have not yet been

updated with the payroll process.

Step 2: Enter Leave Date (if

taking multiple days in a row, click

“Advance Date on Add” to advance to the next date automatically).

BEFORE:

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Step 3: Do not adjust Cost Center. It will automatically populate zLeave – “Your Name” for any leave

taken (Vacation, Sick, Floating Holiday or paid Holidays). Do not change the cost center for any

reason.

Step 4: Select Leave Code from drop down for type of leave taken

Step 5: Do not adjust Wage Code

Step 6: Enter Hours taken

Step 7: Enter Description – not required to fill and click “Add”.

AFTER:

Once you click Add your current balance and batch total will be updated.

If you need to make a change or erase a leave entry:

Select Action > View Timesheets

Select/click the row and click the “Delete” tab. It will ask if you are sure you want to delete with a yes or no response.

To make a change to the work date or leave code, delete the entry and start over.

If you need to make a change to a leave entry or you do not take approved leave by your manager,

your manager must make the change or delete the entry for you, however a deletion of a non-used

leave request is not required.

IMPORTANT: Once payroll has started processing, you will not be able to view or edit entries.

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PERSONAL TAB OVERVIEW

The personal information you see here originates and is stored in the HR/Payroll system.

Message Center You can create a message to send to HR/Payroll or your manager. Messages in EWS are not a replacement for email.

Personal Profile Displays current information on file. Click “Request Change” to make changes.

Address Displays current information on file. Click “Request Change” to make changes.

Phone Displays current information on file. Click “Request Change” to make changes.

W4 Info Displays current elections. If you need to make a change, click on the W4 form on the right, within the screen, and submit by email to HR/Payroll.

Emergency Contacts

Displays current information on file. Click “Request Change” to make changes. Please note only two contacts are needed. Use the email field to enter secondary phone numbers for a contact.

Benefit Information

Displays benefits selections. The “Benefit Code” section shows company contributions to your benefits. The “Deduction Code” section shows deductions for additional benefits you have elected.

Certifications Displays your current certifications on file including CPR/First Aid, Driver’s License and Auto Insurance expiration dates, and other required items.

Create Message: Create a message to send to HR/Payroll or your manager. Messages in EWS are not a replacement for email.

Scheduling Displays any leave requests.

Leave Request Displays leave balances. Used to request vacation time, floating holiday, sick time (for pre-planned sick leave absences, surgeries, etc.), bereavement leave, jury duty, military, paid professional, or non-paid leave.

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INFORMATION CHANGE

The following sub-tabs can be changed through the EWS system:

Personal Profile

Address

Phone

Emergency Contacts

IMPORTANT: You must click on the “Request Change” button to change the data. Once it turns

red you may enter your information. Anything highlighted in red can be changed.

Enter requested change information.

In the “Reason for Change” box, provide any additional information to HR/Payroll (such as: name

change, moved, etc.).

Click “Submit,” once submitted a pop-up box displays “your request has been submitted.”

HR reviews all requests each payroll. If your request requires no further action, it will be accepted

and your HR/Payroll record will be updated. If your request requires further action, it will be rejected

with additional information. (Example of rejection: you have a name change request; this requires

an updated I-9 form to be completed.)

Although all red boxes do not require entry, a red circle exclamation mark displays to warn you that

each red box is not filled. You can still submit changes; the red circle exclamation mark is a warning.

When your request is processed, you will receive a “Change Request Accepted” message from an

HR team member in your EWS Message Center.

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REPORTING TAB OVERVIEW

Allows you to view:

Previous W2s

Paycheck stubs

Additionally, this tab allows you to pull various

reports on your messages, change requests,

sent messages and leave requests.

CHECK/W2 HISTORY

W2

You can print a copy of the W2 for any year by clicking the year. A new screen will open with the W2

selected.

NOTE:

W2s are processed by January 31st for the previous year. For instance 2015 year will not be available

for view until January 31, 2016.

The W2 available for print from EWS is not an official copy that can be used for filing taxes through the

mail. However; the numbers on the W2 can be used for electronic filing.

W2s from 2007 and later are available on EWS.

PAYCHECK

To view your past and present pay stub:

Under Totals for Payroll Year, select the row of the year you want to see all pay deposits. Once

highlighted all pay deposits for the selected year highlighted will display.

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Reading the Check Summary:

Type

R Regular pay.

A Adjustments manually done by payroll. Typical adjustments are leave balance corrections like floating holidays, paid professional leave, life insurance adjustments, etc.

S Supplemental paycheck (reimbursements) Direct Deposit

Y Pay was made by direct deposit.

N There was no direct deposit and likely correlates with an adjustment.

To view/print your pay stub:

Click on the link under Chk/Dep Nbr column.

A new screen will open with the pay stub selected. Print as needed.

Career Path Services does not provide paper copies of pay stubs.

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HOW TO READ YOUR PAYSTUB:

Common acronyms used on paychecks:

EARNINGS CODE WHAT IT MEANS 1ST TIME STAFF PAY Your hours for that period

ADJ NON-PD LVE TAKEN Adjusted wages for non-paid leave taken

NONPAID Non-paid leave balances

RETIREMENT GIFT Retirement gift per policy in GP13

RETRO Retro pay

WEMPFT Employee full time

WEMPPT Employee part time

Salaried Staff: the hourly rate on the paystub is calculated using the standard salary hours of 86.67 per pay period, or 2,080 per year. Hours stated on the paystub are actual hours worked. The only time gross salary will change is when non-paid leave is taken and upon hire or termination if not working a full pay period. Hourly Staff: Wages are calculated based on hourly rate and actual hours worked.

DEDUCTION CODE WHAT IT MEANS 403b EMP WH % % amt. you are contributing to your 403b

403b EMP WH FIXED $ amt. you are contributing to your 403b

403b EMP WH ROTH % % amt. you are contributing to your 403b ROTH

403b EMP WH ROTH FXD $ amt. you are contributing to your 403b ROTH

DNTL Dental insurance premium portion paid by you

DSHS Child Support paid by you

FSA PRE-TAX $ amt. you are contributing to your FSA Medical

FSA-PRE-TAX DC $ amt. you are contributing to your FSA Dep. Care

HSA PRE-TAX $ amt you are contributing to your HSA

GARNISH Garnishment

MED- PPO/HSA Medical insurance premiums you pay

VLIFE Voluntary Life /AD&D insurance premiums you pay

Monthly deductions are split in half and occur each pay period.

BENEFIT CODE WHAT IT MEANS 403b C CLASS EMPLR Employer contributions to 403b – Senior Managers only 403b EMPLR CONTRB Employer contributions to your 403b HSA EMPLR CONTRB Employer contributions to your HSA account

DNTL Employer portion paid on your behalf for Dental insurance premiums

LIFE Employer portion paid on your behalf for Life Insurance premiums

LTD Employer portion paid on your behalf for Long term disability insurance premium

MED - PPO/HSA Employer portion paid on your behalf for Medical insurance premiums

Monthly benefits are split in half and occur each pay period.

LEAVE CODES WHAT IT MEANS 6. Bereavement Leave If you used bereavement leave

3. Floating Holiday If you used your Floating Holiday, either 4, 8, 9, 10 hour increments

FMLA Family Medical Leave hours used

4. Holiday Hours Holiday hours paid during this pay cycle

5. Jury Duty For Jury Duty leave

Military Leave For Military leave

Non Paid Any non-paid hours you took off work

Professional Leave For managers

Sick Leave Pool Any hours you used from this benefit – to be approved

2. Sick Any Sick Leave you used

1. Vacation Any Vacation or annual Leave you used

Vacation and Sick leave accruals for the full month show with the first pay date of the month (the 5th)

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FAQ’s

Q: I noticed I missed a work day – what’s the best way to fix?

A: Go to Action > Time Entry, click the day from the calendar, and enter the time. If a leave day, go to Leave

Entry, click the day, and enter the time.

Q: Why can’t I enter my time a month ahead?

A: All of us are tracking our actual time worked to benefit each contract we work under, and our salary allocated

accordingly. This is documented after the work has occurred, not an estimate of how we will spend our time

in the future. We’re showing the actual documentation of the programs benefiting from work we completed.

This is a best practice for charging out our time in general, and a requirement for all federally funded programs.

Q: Non-exempt: How do I enter a two hour window for a dentist appointment, etc.?

A: Use your default cost center and show as hours worked.

Q: Do my approved leave requests automatically populate on my leave time taken?

A: No. Your requested and approved leave does not auto populate to your Leave Time taken. All time worked

or taken as leave must be entered.

Q: Non-exempt: I requested 5 hours of leave, but ended up only taking 3 hours. What do I enter?

A: Enter leave time actually taken, and work time actually worked.

Q: How do I enter part of an hour?

A: Use .25 for 15 minutes, .50 for 30 minutes, or .75 for 45 minutes. For example, 6 hours and 15 minutes is

entered as 6.25, 6 hours and 30 minutes is 6.5, and 6 hours and 45 minutes is entered as 6.75.

Q: I’m scheduled to work an 8 hour day, but worked 9 hours. What do I enter?

A: If you are a salaried-exempt employee, enter hours worked. If you are a non-exempt employee, enter the

number of hours worked and talk with your supervisor to make sure that you are not working overtime by the

end of the week. Overtime needs to be pre-approved, working unauthorized overtime may be subject to

disciplinary action.

Q: I’m a non-exempt employee, why does my screen look different from my exempt co-workers?

A: It’s how non-exempt staff are set up so the Payroll system will look for your hours correctly.

Q: Can I enter information in EWS from anywhere I happen to be?

A: Yes. Because the program is web-based, you can enter information from anywhere you have web access.

You may use smart phones and tablets, as well as a laptop or desktop computer.

Q: Why do I have negative hours in my holiday balances?

A: Each staff person works different schedules (8-hour days, 10-hour days, 9-hour days) and therefore their

Holiday hours will be different total hours. Holiday Hours do not accrue which is why everyone shows a

negative balance throughout the year. The negative balances are cleared out at the end of each program year

and start over with each new pear.

Q: How do I enter time for early release? A: Hourly employees: Record time worked, then use your default cost center to fill the 2 hour or ½ day early

release so your timecard shows full a full day worked.

Exempt employees: Record time worked.

For additional information on Leave Policies, please review GP13

Other questions? Please ask Amy, Sheri, Rachel, Lisa S, Jo or Marie – we’re happy to help!