peoplesoft 9 - orangecountyfl.net library/employment... · peoplesoft 9.2 self-service employee...

PeopleSoft 9.2 Self-Service Employee Information User Guide

Orange County Government Human Resources HR Information Systems

Revised: 01/2018 1

PeopleSoft 9.2 Self-Service Employee Information (SSEI)

User Guide

450 E. South Street

Orlando, Florida, 32801-2816

Phone: (407) 836 – 5661



Revised: 01/2018 2

Table of Contents Welcome to Self-Service Employee Information .......................................................................................... 3

Who Do I Call For Help? ................................................................................................................................ 3

How do I access Self-Service Employee Information? .................................................................................. 4

Personal Information .................................................................................................................................... 7

Update Your Home and Mailing Address .................................................................................................. 9

Update Your Phone Numbers ................................................................................................................. 14

Update Your Email Addresses ................................................................................................................. 17

Update Your Emergency Contact ............................................................................................................ 20

Payroll and Compensation .......................................................................................................................... 24

View Your Paycheck ................................................................................................................................ 25

W-2/W-2c Consent Form ........................................................................................................................ 27

View W-2/W-2c Forms ............................................................................................................................ 28

Update Your Direct Deposit .................................................................................................................... 29

Update Your W-4 Tax Information .......................................................................................................... 32

Benefits ....................................................................................................................................................... 35

View Your Benefits Summary .................................................................................................................. 35

Frequently Asked Questions (FAQs) ........................................................................................................... 36

Where can I find a current copy of the Self-Service Employee Information User Guide? ......................... 38



Revised: 01/2018 3

Welcome to Self-Service Employee Information Welcome to the Self-Service Employee Information User Guide. This guide is designed to

provide you with the information you need to successfully use the HR Self-Service Employee

Information features and includes instructions on the following topics:

Personal Information

Personal Information Summary

Home and Mailing Address

Phone Numbers

Email Addresses

Emergency Contacts

Payroll and Compensation

View Paycheck

W-2/W-2c Consent

View W-2/W-2c Forms

Voluntary Deductions

Direct Deposit

W-4 Tax Information

W-2 Reissue Request

Benefits

Benefits Summary

Who Do I Call For Help?

If you have a question regarding your data in the Self-Service Employee Information pages,

please contact the appropriate area within the Human Resources Department. If you have a

question regarding your login or access to the Self-Service Employee Information pages or

browser functionality, please contact the ISS Help Desk. The numbers are provided below for

your reference.

Human Resources Information Technology

(407) 836-0999

ISS Help Desk

(407)836-2929



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How do I access Self-Service Employee Information?

Navigate to orangenet.ocfl.net.

Once you are on the intranet, click on the thumbtack, then MyOCPortal.

Login into the MyOCPortal using your Employee ID and password.

https://orangenet.ocfl.net/



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Once you have logged on to MyOCPortal, click on Main Menu.

You will notice the Self-Service Employee Information links on the left hand side of the Main

Menu page.

You can view your personal data such as Name, Address, Phone Number, and Emergency

Contact under the Personal Information section.



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You can view your paycheck data under the Payroll and Compensation section.

You can view your enrollments under the Benefits section if you are currently benefits eligible

and are enrolled in one of the following: Medical, Dental, Tax Sheltered Annuities, Vision, Life

AD&D, and Long-Term Disability.



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Personal Information

The Personal Information Summary section can be used to view your Personal Information

that is tracked in the PeopleSoft CS & HCM system. This information, for the most part, was

provided to Orange County during your hire.

If you have updated any of your information since your hire, you will see the most current

information when viewing this section.

If you would like to speak with a representative from HRIS regarding this information, please

call (407) 836-5661 or email [email protected].

You can access your Personal Information by clicking on the Personal Information Summary

link under Personal Information on the Self Service menu.

It is critical that this information is correct. Please notify Human Resources if any of this

information is incorrect.

mailto:[email protected]



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You can update the following

information:

Home and Mailing Address

Phone Numbers

Emergency Contacts

Email Addresses

You can view the following

information:

Name

Military Status

Marital Status



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Update Your Home and Mailing Address

You can update your address by clicking on the Home and Mailing Address link under

Personal Information on the Self Service menu.

Address Type Address Use Required/Optional

Home Address

Your HOME address is your

physical address (your place of

residence). Post Office (PO Box)

addresses are not acceptable for

HOME address.

Required

Mailing Address

Your MAILING address can be a

PO Box, a different physical

address, or your HOME address. If

you provide a MAILING address, it

will be used as your official address

to receive important mail such as

your W-2s, benefit information,

Florida Retirement System

mailings, and other

correspondence. If you do not

provide a MAILING address, then

your HOME address will be your

official address.

Note: Once you add a MAILING

address, you will not be able to

delete it. If you already added a

MAILING address, and then decide

to have your information mailed to

your HOME address, please enter

your same HOME address for your

MAILING address.

Optional



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Click the Edit button for the Address Type HOME.

Enter your address on Street Address and, if any, on Unit #, then enter your City, State, Postal

(Zip Code), and County. Click Save. The database will update immediately with your change.



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Once you click Save, you will be directed to the Save Confirmation page. Click OK to return to

the Home and Mailing Address page.

You will receive a system-generated email to all of the email addresses that you have on file in

the system to let you know that a change was made.



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Click the Edit button for the Address Type MAILING.

Due to HIPAA regulations and other State of Florida restrictions, we recommend that you do not

use a work address for your MAILING address. The MAILING address is where information

from your elected insurance companies, as well as other confidential information, will be sent.

Once you click Save, you will be directed to the Save Confirmation page. Click OK to return to

the Home and Mailing Address page.



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You will receive a system-generated email to all of the email addresses that you have on file in

the system to let you know that a change was made.

When editing your MAILING address, you will see a Copy Address from Home check box.

Checking this box allows you to update your MAILING address with your current HOME

address. This eliminates the need for retyping the address if it’s the same as your HOME.



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Update Your Phone Numbers

You can update your phone information by clicking on the Phone Numbers link under Personal

Information on the Self Service menu.

Click on the Add a Phone Number button to add an additional phone number.



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Enter the Phone Type for your Telephone number. You may add more than one phone number.

Once you select the Phone Type, enter your 10-digit phone number without any formatting. The

system will automatically format the field once you tab out.

If you are entering more than one phone number, select which number you would like to store as

the preferred phone.

To update the existing phone type, simply enter the new number over the old data.



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Click on the Save button to submit the data. This will automatically update the PeopleSoft CS &

HCM database.

Once you save the phone number(s), you will be directed to the Save Confirmation page. Click

the OK button to return to the Phone Numbers page.



Revised: 01/2018 17

Update Your Email Addresses

You can update your Email addresses by clicking on the Email Addresses link under Personal

Information on the Self Service menu.

Most employees will have a Business Email address and have the option of adding a Personal

Email or an Emergency Email address.

Work-related Emails, including Orange County Announcements and Events and Self-Service

Employee Information confirmations, are sent to employees’ Business Email address.

If an emergency arises, Orange County will notify employees via their Emergency Email

address. Please note that this is not the appropriate field for employees to enter the Email

addresses for their emergency contacts. Employees may enter an Emergency Email address, if

desired, for alert purposes.



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To add an email type, click on the Add an Email Type button and enter the Email address for that

type.

Enter the Email Type for your Email Address. You may add more than one Email Address.



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To update the existing Email address type, simply enter the new address over the old data.

Click on the Save button to submit the data.

This will automatically update the PeopleSoft CS & HCM database.

Once you save the Email Address, you will be directed to the Save Confirmation page. Click the

OK button to return to the Email Addresses page.



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Update Your Emergency Contact

You can update your emergency contacts by clicking on the Emergency Contacts link under

Personal Information on the Self Service menu.

Click on the Edit button to make changes to the current contact information.



Revised: 01/2018 21

If you do not have an existing emergency contact or would like to add more than one, click on

the Add an Emergency Contact button.

Enter a contact name, relationship, address and phone information. If the contact’s address and

phone number is the same as yours, click the two check boxes to default the data from your

personal information.



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Click on the Save button to submit the data. This will automatically update the PeopleSoft CS &

HCM database.



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Once you save the emergency contact(s), you will be redirected to the Save Confirmation page.

Click the OK button to return to the Emergency Contacts page.



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Payroll and Compensation

The Payroll and Compensation section can be used to view your paychecks, W-2 forms, leave

balances, and voluntary deductions that are tracked in the PeopleSoft CS & HCM system. It can

also be used to update your direct deposit and W-4 tax information, W-2 electronic consent, and

to request a duplicate W-2.

If you would like to speak with a representative from Payroll Services regarding this

information, please call (407) 836-9680.



Revised: 01/2018 25

View Your Paycheck

You can view your current earnings, taxes, deductions, net pay and leave balances by clicking on

the View Paycheck link under Payroll and Compensation on the Self Service menu.



Revised: 01/2018 26

Select the paycheck you wish to view by clicking the appropriate check date. Checks are in PDF

format and will open in a new browser window.



Revised: 01/2018 27

W-2/W-2c Consent Form

You can submit or withdraw consent to receive electronic W-2 or W-2c forms by clicking the

W-2/W-2c Consent link under Payroll and Compensation on the Self Service menu. Your

current status will be displayed and the checkbox below can be used to update your status.

To update your current status, click the checkbox then click the Submit button.



Revised: 01/2018 28

View W-2/W-2c Forms

You can view your previous years W-2 forms by clicking the View W-2/W-2c Forms link under

Payroll and Compensation on the Self Service menu.



Revised: 01/2018 29

Update Your Direct Deposit

You can update your direct deposit distribution by clicking on the View Paycheck link under

Payroll and Compensation on the Self Service menu.

IMPORTANT! Please ensure that the Routing Number and Account Number represent only a

Checking and/or Savings Account. Money Markets, bank loans numbers, or any other type of

account may cause your direct deposit to be returned to Orange County, and may delay your

payment. Also, please ensure that Amount/Percent column adds up to 100%. If you select more

than one account, you must designate the last account as a “balance” account. The system will

assign a priority number of 999 to all accounts set up as such. (Example: 50% goes into first

account and “balance” goes into the second)

Invalid bank information may take up to 3 business days for your money to be returned to

Orange County. Payment to you cannot be made until your bank returns the money to Orange

County.

If you would prefer, you may complete a Direct Deposit Authorization form instead of using this

page to make updates to your account information. This form can be found on the HR website

under Direct Deposit Authorization Instructions.

To update your current account type(s), click on the Edit button. To add an additional

account, click on the Add Account button.

https://orangenet.ocfl.net/_layouts/15/WopiFrame.aspx?sourcedoc=%2FCountyFiles%2FDirect%20Deposit%20Authorization%2002%2D06%2D17%20%20Instructions%2Epdf&action=interactivepreview



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You may click on the View Check Example to make sure you entered the correct routing and

account number from your check. Make the appropriate changes and click on the Submit button

to submit the data. This will automatically update the PeopleSoft CS & HCM database.

Note: Employees can add or change their own direct deposit information from the self-service

Direct Deposit page. Self-service direct deposit add or edit changes are limited to one transaction

per day. Employees can add or edit information for multiple direct deposit accounts in a single

self-service transaction, but once they save the changes and exit the page, they cannot make

additional changes on the same day. If you attempt to make additional changes, a message

appears from the Direct Deposit page saying that multiple direct deposit changes are not allowed

on the same day. The once-a-day add or change limitation applies only to Self Service.



Revised: 01/2018 31

Click the Return button to return to the Direct Deposit page. Once you save the direct deposit

distribution, you will be directed to the Save Confirmation page.

Click the OK button to return to the Direct Deposit page.



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Update Your W-4 Tax Information

You can update your federal tax information by clicking on the W-4 Tax Information USA link

under Payroll and Compensation on the Self Service menu.



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Enter the total number of allowances you would like to claim, any additional amount you would

like withheld from each paycheck (if needed), and marital status.

If you wish to claim exemption from withholding taxes for the current year, you must meet both

of the conditions listed above.

Click on the Submit button to continue.

Note: This page will be read-only if you are an employee with a non-resident alien status.

Please submit a W-4 form to Payroll Services if this is the case.



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Enter your Orange County password to verify your identity and click on the Continue button to

save the data. This will automatically update the PeopleSoft CS & HCM database.

Once you submit the tax information, you will be directed to the Submit Confirmation page.

Click the OK button to return to the W-4 Tax Information page.

After saving, you should receive an Email confirming your tax changes. The Email will be sent

to the Business Email address indicated on your Personal Information Summary page.



Revised: 01/2018 35

Benefits

The Benefits section can be used to view your current benefits information that is tracked in the

PeopleSoft CS & HCM system. This includes such plans as medical, dental, flexible spending

accounts, vision, life, disability, retirement and leave.

If you would like to speak with a representative from Benefits regarding this information, please

call (407) 836-5661, option 5 or email [email protected].

View Your Benefits Summary

You can view your benefits summary by clicking on the Benefits Summary link under Benefits

on the Self Service menu.



Revised: 01/2018 36

Frequently Asked Questions (FAQs)

When I make a change to my W-4, when will it be effective?

We recommend that changes be completed the Friday before payday for the impact to

occur on your next scheduled check.

When I make a change to my bank account (Direct Deposit), when will it be effective?

We recommend that changes be completed the Friday before payday for the impact to

occur on your next scheduled check.

How long before the new account is funded?

The changes you select will be effective for the next scheduled payday. There is no

waiting period.

Will I be notified if I make changes?

Yes, an email will be sent to the email account you have designated as primary on the

“Personal Information” page.

What if I made a mistake on my Account/Routing #?

Should a mistake be made when you entered your data, the bank will return the payment

back to the Comptroller. Typically, this is within three business days. If you did not

receive your paycheck due to an invalid account, we recommend you contact payroll at

(407) 836-9680.

Payday Recommended Change Deadline

2/16/2018 2/9/2018 (Friday before)

8/17/2018 8/10/2018 (Friday before)

9/28/2018 9/21/2018 (Friday before)

12/21/2018 12/14/2018 (Friday before)



Revised: 01/2018 37



Revised: 01/2018 38

Where can I find a current copy of the Self-Service Employee

Information User Guide?

The User Guide is only a click away! It was created to assist employees with using all the

functionality in the Self-Service Employee Information menu on OrangeNet.

To access the most current version of the user guide, which will be updated as more functionality

becomes available, click on the User Guide link in the Self-Service Employee Information

menu. Or, please visit the SSEI page on OrangeNet (Intranet) here.

https://orangenet.ocfl.net/hr/Pages/Self-Service-Employee-Information.aspx

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