dynamics hrms uguide

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Business Portal for Microsoft Dynamics GP

Human Resources Management Self Service SuiteUsers Guide

Release 10.0


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Copyright Copyright 2007 Microsoft Corporation. All rights reserved.

Complying with all applicable copyright laws is the responsibility of the user. Without limiting the

rights under copyright, no part of this document may be reproduced, stored in or introduced into

a retrieval system, or transmitted in any form or by any means (electronic, mechanical,

photocopying, recording, or otherwise), or for any purpose, without the express written

permission of Microsoft Corporation. Notwithstanding the foregoing, the licensee of the software

with which this document was provided may make a reasonable number of copies of this

document solely for internal use.

Trademarks Microsoft, Excel, Microsoft Dynamics, Outlook, SharePoint, Visio, and Windows are eitherregistered trademarks or trademarks of Microsoft Corporation or its affiliates in the United States

and/or other countries.

The names of actual companies and products mentioned herein may be trademarks or registered

marks - in the United States and/or other countries - of their respective owners.

Unless otherwise noted, the example companies, organizations, products, domain names, e-mailaddresses, logos, people, places, and events depicted herein are fictitious. No association with

any real company, organization, product, domain name, e-mail address, logo, person, place, or

event is intended or should be inferred.

Intellectual property Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectualproperty rights covering subject matter in this document. Except as expressly provided in any

written license agreement from Microsoft, the furnishing of this document does not give you any

license to these patents, trademarks, copyrights, or other intellectual property.

Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in thisdocumentation, including the warranties of merchantability and fitness for a particular purpose.

Limitation of liability The content of this document is furnished for informational use only, is subject to change without

notice, and should not be construed as a commitment by Microsoft Corporation. MicrosoftCorporation assumes no responsibility or liability for any errors or inaccuracies that may appear

in this manual. Neither Microsoft Corporation nor anyone else who has been involved in the

creation, production or delivery of this documentation shall be liable for any indirect, incidental,

special, exemplary or consequential damages, including but not limited to any loss of anticipated

profit or benefits, resulting from the use of this documentation or sample code.

License agreement Use of this product is covered by a license agreement provided with the software product. If youhave any questions, please call the Microsoft Dynamics GP Customer Assistance Department at

800-456-0025 (in the U.S. or Canada) or +1-701-281-6500.

Publication date March 2007


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U S E R S G U I D E i

Contents

Introduction .................................................................................................................................................2

Whats in this manual...................................................................................................................................2

Symbols and conventions ............................................................................................................................2

Additional resources ....................................................................................................................................3

Documentation feedback.............................................................................................................................4

Part 1: Employee tasks .................................................................................................................6

Chapter 1: How employees can use HRM ....................................................................... 7

Documents employees can create...............................................................................................................7

Document approval......................................................................................................................................8

Working with documents ............................................................................................................................8

View the documents youve submitted.....................................................................................................9

Modify a rejected document......................................................................................................................10

End, suspend, or resume a document......................................................................................................10

Chapter 2: Employee profile .................................................................................................... 13

Modify your personal and work information ........................................................................................13

Add an emergency contact record............................................................................................................14

Modify an emergency contact record.......................................................................................................14

Delete an emergency contact record ........................................................................................................15

Add a dependent record............................................................................................................................15

Modify a dependent record.......................................................................................................................16Delete a dependent record.........................................................................................................................17

View your position history........................................................................................................................17

View your job description..........................................................................................................................17

Chapter 3: Pay ...................................................................................................................................... 19

View your paychecks..................................................................................................................................19

Set up your direct deposit accounts.........................................................................................................19

Modify your direct deposit accounts.......................................................................................................21

Delete a direct deposit account.................................................................................................................22

View your tax withholding (W-4) history ...............................................................................................22

Modify your tax withholding (W-4) information...................................................................................22

Chapter 4: Benefits ..........................................................................................................................25

View employee- and employer-paid benefit contributions..................................................................25

How benefit contributions are calculated ...............................................................................................25

Chapter 5: Skills and training ................................................................................................ 27

Education information ...............................................................................................................................27

Add your education information .............................................................................................................27

Modifying your education information...................................................................................................28

Deleting your education information ......................................................................................................28

Test information ..........................................................................................................................................29

Add your test information.........................................................................................................................29


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Modify your test information....................................................................................................................30

Delete your test information .....................................................................................................................30

Skills information........................................................................................................................................31

Training history...........................................................................................................................................31Training opportunities ...............................................................................................................................31

Chapter 6: Time and attendance .........................................................................................33

Time page overview ...................................................................................................................................33

Create or modify a timecard......................................................................................................................35

Enter details about the hours you worked..............................................................................................37

Modify a rejected timecard........................................................................................................................38

Terminate a submitted timecard...............................................................................................................39

Delete a timecard ........................................................................................................................................39

Create or modify a timecard template.....................................................................................................40

Delete a timecard template........................................................................................................................41View timecard history information ..........................................................................................................42

Create a vacation request...........................................................................................................................42

Terminate a submitted vacation request..................................................................................................43

Delete a vacation request...........................................................................................................................44

Chapter 7: Vacation requests and Microsoft Office Outlook ...................45

Install the Outlook add-in..........................................................................................................................45

Set up the Outlook add-in .........................................................................................................................46

Outlook and Business Portal synchronization .......................................................................................47

Create a vacation request in Outlook.......................................................................................................47

View vacation requests in Outlook ..........................................................................................................48Delete vacation requests in Outlook........................................................................................................49

Remove the Outlook add-in......................................................................................................................49

Chapter 8: Careers............................................................................................................................ 51

Apply for a position....................................................................................................................................51

View the status of your application..........................................................................................................52

Modify your job application......................................................................................................................52

Delete your application..............................................................................................................................52

Chapter 9: Organization structure..................................................................................... 53

Specify the Business Portal site as a trusted site ....................................................................................53

Generate an organizational chart..............................................................................................................53

Part 2: Manager tasks ................................................................................................................56

Chapter 10: How managers can use HRM...................................................................57

Documents managers can create ..............................................................................................................57

Documents managers must approve.......................................................................................................58

View the documents assigned to you ......................................................................................................58

Approve or reject documents....................................................................................................................59


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Chapter 11: Team profile............................................................................................................. 61

Modify an employees personal and work information .......................................................................61

Employee pay codes...................................................................................................................................62

Modify an employees pay rate ................................................................................................................62View an employees emergency contacts................................................................................................63

Chapter 12: Job history ............................................................................................................... 65

View an employees position history ......................................................................................................65

View an employees performance review history..................................................................................65

View an employees compensation history.............................................................................................66

Chapter 13: Skills and training .............................................................................................67

Employee education information.............................................................................................................67

Add an employees education information ............................................................................................67

Modify an employees education information .......................................................................................68

Delete an employees education information .........................................................................................69

Employee test information ........................................................................................................................69

Add an employees test information........................................................................................................69

Modify an employees test information...................................................................................................70

Delete an employees test information ....................................................................................................71

Employee skills information .....................................................................................................................71

Modify an employees skills information................................................................................................71

Employee training history.........................................................................................................................72

Chapter 14: Time and attendance ...................................................................................... 73

Time page overview ...................................................................................................................................73

Create or modify an employees timecard ..............................................................................................75

Enter details about the hours an employee worked..............................................................................77

Modify a rejected timecard........................................................................................................................78

Terminate a submitted timecard...............................................................................................................79

Delete an employees timecard .................................................................................................................79

Create or modify an employees timecard template..............................................................................80

Delete an employees timecard template ................................................................................................81

View an employees timecard history information................................................................................82

View an employees time off summary...................................................................................................82

Chapter 15: Timecard status................................................................................................... 83

View timecard status ..................................................................................................................................83

Export timecard status information to Microsoft Office Excel .............................................................84

Chapter 16: Timecard history................................................................................................. 85

View timecard history information ..........................................................................................................85

Terminated timecards.................................................................................................................................85


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C O N T E N T S

Chapter 17: Recruiting.................................................................................................................. 87

View job postings........................................................................................................................................87

Create or modify a job posting..................................................................................................................87

View job posting costs................................................................................................................................88View applications........................................................................................................................................88

Index...................................................................................................................................................................91


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IN

TRODUCTION


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2 U S E R S G U I D E

Introduction

Welcome to the Human Resources Management (HRM) Self Service Suite.

The HRM Self Service Suite is a collection of applications that you can use to updateyour personal information, enter timecards, view paychecks, submit vacationrequests, and perform other related tasks without the assistance of a humanresources professional. These applications are accessible within Business Portal forMicrosoft Dynamics GP.

This introduction is divided into the following sections:

Whats in this manual Symbols and conventions Additional resources Documentation feedback

Whats in this manual

This manual will help you complete your tasks in the HRM Self Service Suite. Itsdivided into the following parts:

Part 1, Employee tasks, explains how to update your personal information,enter timecards, request time off, view training opportunities, and completeother related tasks.

Part 2, Manager tasks, describes concepts important to users who superviseother employees. It also explains tasks managers can complete, such asmodifying an employees pay rate or viewing how many vacation hours an

employee has available.

Symbols and conventions

This manual uses the following symbols to make specific types of information standout.

Symbol Description

The light bulb symbol indicates helpful tips, shortcuts, and suggestions.

The warning symbol indicates situations you should be especially aware

of when completing tasks. Typically, this includes cautions about

performing steps in their proper order, or important reminders about

how other information in Business Portal or the back office might be

affected.


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I N T R O D U C T I O N

This manual uses the following conventions to refer to sections, navigation, andother information.

Additional resources

In addition to this manual, the following documentation is included with thisrelease of Business Portal.

Manuals

The following PDF manuals are included in the Documentation folder on theBusiness Portal CD.

Business Portal Installation Guide The Business Portal Installation Guide(BusinessPortalInstallation.pdf) provides step-by-step instructions for installingBusiness Portal.

Business Portal Administrators Guide The Business Portal AdministratorsGuide (BusinessPortalAdminGuide.pdf) explains how to set up and configureBusiness Portal.

Business Portal Users Guide The Business Portal Users Guide(BusinessPortalUsersGuide.pdf) helps users complete day-to-day tasks in BusinessPortal.

Application manuals User and Administrator manuals for each applicationinstalled in Business Portal are available in the Documentation folder.

Help

Help is available by clicking the Help icon button, located in the upper-right cornerof any page. The help that is displayed depends on whether you open help from aBusiness Portal page, or a Microsoft Windows SharePoint Services page or

Microsoft Office SharePoint Server 2007 page.

Business Portal help When you click the Help icon button on a Business Portalpage, the relevant help topic for that page is displayed. You can use the search fieldon the help page to search for information. You also can click the Home icon buttonto browse the contents of the help.

The Business Portal help is divided into several collections. Each Business Portalapplication includes its own help, and the help is written for two main audiences:users and administrators. For example, the help for Requisition Management isdivided into two collectionsUsing Requisition Management and AdministeringRequisition Management.

Convention Description

Create or modify atimecard

Italic type indicates the name of a section or procedure.

File > Print The (>) symbol indicates a sequence of actions, such as clicking items on

a menu or a toolbar or clicking buttons in a window. This example

directs you to go to the File menu and click Print.

Bold Bold type indicates the names of fields, tabs, menus, commands, and

buttons, and text you should type.

TAB or ENTER Small capital letters indicate a key or a key sequence.


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When you view the help topic for a page, you can view and search within only thetopics that are included in that help collection. To view and search within all theBusiness Portal help collections that are available, click the Help icon button on theBusiness Portal Home page.

Windows SharePoint Services help Many of the features included inBusiness Portalsuch as document libraries, lists, announcements, links, andalertsare provided by Windows SharePoint Services. General information aboutthese features is provided in the Administering Business Portal help. For moredetailed information, refer to the Windows SharePoint Services help, which can beaccessed by clicking the Help icon button in the upper-right corner of any WindowsSharePoint Services page. If youre using Office SharePoint Server 2007, additionalhelp related to the Office SharePoint Server 2007 features also will be available.

Documentation feedback

We welcome comments regarding the usefulness of the Microsoft Dynamics GPdocumentation. If you have specific suggestions or find any errors in this manual,send your comments by e-mail to the following address:[email protected].

Note: By offering any suggestions to Microsoft, you give Microsoft full permission to usethem freely.


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PA

RT1:EMPLOYEETAS

KS


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Part 1: Employee tasksThis information describes how you, in your role as an employee, can use the HRM

Self Service Suite.

Keep in mind, the tasks and pages available to you will depend on which HRMapplications are installed on your companys Business Portal server. For example,you cant use Business Portal to apply for open positions in the company if theRecruitment application is not installed.

The following information is included:

Chapter 1, How employees can use HRM, lists the documents you can createin HRM, and explains how to view document status information.

Chapter 2, Employee profile, helps you update personal information,

including your dependent and emergency contact information.

Chapter 3, Pay, describes how to view paychecks, set up direct depositaccounts, and modify tax withholding information.

Chapter 4, Benefits, explains how to view employee- and employer-paidpayroll benefit contributions.

Chapter 5, Skills and training, helps you update your education and test(certification) information, and view the skills and training information thecompany has on record for you.

Chapter 6, Time and attendance, explains how to enter timecards, requesttime off, and view timecard history.

Chapter 7, Vacation requests and Microsoft Office Outlook, describes how tocreate and save vacation requests in Microsoft Outlook. The vacation requestswill be sent automatically to Business Portal for your managers approval.

Chapter 8, Careers, explains how to apply for open positions in the company.

Chapter 9, Organization structure, describes how to generate a MicrosoftOffice Visio chart of your organizational structure.


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Chapter 1: How employees can use HRM

As an employee, you can use the HRM Self Service Suite to update your personalinformation, enter timecards, view paychecks, submit vacation requests, andperform other tasks.

Each time you enter or update information in HRM, you create a document. Thefollowing information explains how to work with these documents.

This information is divided into the following sections:

Documents employees can create Document approval Working with documents View the documents youve submitted Modify a rejected document

End, suspend, or resume a document

Documents employees can create

The HRM Self Service Suite is a collection of applications, accessible within BusinessPortal. Using these applications, you can update your personal information, entertimecards, view paychecks, submit vacation requests, and complete other tasks.

Each time you enter, update, or delete information in HRM, you create a document.As an employee, you can create the following HRM documents.

Keep in mind that the documents youll be able to create depend on which HRM applicationsyour company installed.

Document name For more information, see

Dependent Information Add a dependent recordon page 15

Emergency Contact Information Add an emergency contact recordon

page 14

Employee Direct Deposit Set up your direct deposit accountson

page 19

Employee Education Add your education informationon

page 27

Employee Information (employee profile changes) Modify your personal and work

informationon page 13

Employee Tax Information (W-4) Modify your tax withholding (W-4)

informationon page 22

Employee Test Information Add your test informationon page 29

Employee Timecard Create or modify a timecardon page 35

Employee Vacation Request Create a vacation requeston page 42

Timecard on Behalf of Employee (timecards

submitted by managers and designated users)

Create or modify a timecardon page 35

Job Application Apply for a positionon page 51


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Document approval

By default, the documents you create and submit in HRM must be approved. Thefollowing table lists the default approver for each document.

Working with documents

The following information describes some common situations you may encounterwhen working with HRM documents.

Submitting documents

When you submit a document, it is routed to the appropriate individual forapproval. You can submit other documents, but you cannot submit anotherdocument for the same record until the first document you submitted is approvedor rejected.

For example, suppose your emergency contact, Terry Adams, moved. You modifyher address and submit the associated document. You then realize you forgot toupdate Terrys record with her new phone number. Since one document has beensubmitted, you cannot submit another document (to update her phone number)until the first one is approved or rejected.

However, if you need to add another emergency contact, you can, since that wouldbe a new record.

Document name Default approver

Dependent Information Human Resources administrator

Emergency Contact Information Human Resources administrator

Employee Direct Deposit Payroll administrator

Employee Education Human Resources administrator

Employee Information (employee profile changes) Payroll administrator

Employee Tax Information (W-4) Payroll administrator

Employee Test Information Human Resources administrator

Employee Timecard Your manager (if you dont have a

manager the document must be

approved by the Payroll administrator)

Employee Vacation Request Your manager (if you dont have a

manager the document must be

approved by the Payroll administrator)

Timecard on Behalf of Employee (timecards submitted

by managers and designated users for another

employee)

Payroll administrator

Job Application No approval required


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Modifying documents youve submitted

If you submit a document, and realize you made an error and need to modify thedocument, you can:

Ask the approver to reject the document. The document will then be reassignedto you, and you can modify it.

Terminate the document by selecting End on the HR Documents - Submitted byMe page. You can then create and submit a new document. For moreinformation, see End, suspend, or resume a document on page 10.

You cannot terminate the document if it has already been approved.

Rejected documents

When a document you submitted is rejected, you can modify the document andresubmit it. For more information, seeModify a rejected document on page 10.

View the documents youve submitted

When you submit documents for approval, you can use the HR Documents -Submitted by Me page to monitor the documents statuses. This page indicates whothe document is currently assigned to, its status, and the date it was submitted forapproval.

For more information about the HR Documents - Submitted by Me page, see End,suspend, or resume a document on page 10.

Use the following steps to view the documents youve submitted.

1. Go to the HR Documents - Submitted by Me page.Point to Business Portal on the top link bar > click Employee Center > click HRDocuments - Submitted by Me on the Quick Launch-or-Click Employee on the top link bar > click HR Documents - Submitted by Meon the Quick Launch

2. Select a document. Detailed information about the document, includingcomments and history, is displayed on the right side of the page.

3. To limit the number of documents listed on the HR Documents - Submitted byMe page, click the heading at the top of your list of documents. Then choose

whether you want to view:

Aborted business processes (documents that have been terminated) Completed business processes (documents that have been approved) Resumed business processes (documents that have been suspended and

resumed) Started business processes (documents that have been submitted, but not

yet approved) Suspended business processes (documents that have been suspended from

the approval process)


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Modify a rejected document

If a document youve submitted has been rejected, use the following steps to modifyand resubmit it.

1. Go to the HR Documents - Assigned to Me page.Point to Business Portal on the top link bar > click Employee Center > click HRDocuments - Assigned to Me on the Quick Launch-or-Click Employee on the top link bar > click HR Documents - Assigned to Me onthe Quick Launch

2. Select the document you want to modify.

3. Click the Details tab, then click View Document Detail to open the document.

4. Modify the document, as needed.

5. If a Signature field appears, enter your domain and logon ID as your electronicsignature. Use the following format: domain\logon ID.

6. Click Resubmit.

7. The HR Documents - Assigned to Me page is displayed. Select the check boxnext to your modified document. Then select Resubmit from the Action list.

8. Click Apply Actions to resubmit the document for approval.

End, suspend, or resume a document

You can use the HR Documents - Submitted by Me page to end, suspend, or resumedocuments that have not yet been approved.

End If you select End, the selected documents status changes to Aborted. Thismeans the document has been permanently removed from the approval process.

Suspend If you click Suspend, the documents status changes to Suspended. Themeans the document has temporarily been removed from the approval process. Ifyou later want the approval process to continue, you can click Resume.

Resume If you click Resume, the suspended document will be resubmitted forapproval.

Use the following steps to end, suspend, or resume a document.

1. Go to the HR Documents - Submitted by Me page.Point to Business Portal on the top link bar > click Employee Center > click HRDocuments - Submitted by Me on the Quick Launch-or-Click Employee on the top link bar > click HR Documents - Submitted by Meon the Quick Launch

2. Select the check box next to a document.


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3. Select an action from the documents Action list.

4. Click Apply Actions.


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Chapter 2: Employee profile

You can use the Profile page, which is part of the HRM Self Service SuitesEmployee Profile application, to view and manage your personal data, such as yourname, address, and emergency contact information. Be sure to keep thisinformation accurate because it is used in several places in the HRM Self ServiceSuite.


Modify your personal and work information Add an emergency contact record Modify an emergency contact record Delete an emergency contact record Add a dependent record Modify a dependent record

Delete a dependent record View your position history View your job description

Modify your personal and work information

You can modify your personal and work information, such as your name, address,home and work phone numbers, and marital status.

Be sure the information you enter is accurate because:

Your personal information could affect your pay or benefits. For example, yourmarital status could affect the benefits available to you.

Your work information is displayed in other areas of HRM. For example, theBusiness Card web part on the Directory page (in the Company Center site)displays your contact information.

Use the following steps to modify your personal and work information.

1. Go to the Profile page.Point to Business Portal on the top link bar > click Employee Center > clickProfile on the Quick Launch-or-Click Employee on the top link bar > click Profile on the Quick Launch

2. Click the Personal or Work tab.

3. Click Modify. The Modify Employee Profile page appears.

4. Update your profile information.

You cant modify your Social Security number or start date using HRM. If your SocialSecurity number or start date is incorrect, contact your Human Resourcesadministrator.

5. If there are any notes or comments youd like to make, enter them in theAdditional Notes field.


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7. Click Submit to forward the information to your Payroll administrator for

approval.

Add an emergency contact record

Use the following steps to add your emergency contact information.


2. Click the Emergency Contacts tab.

3. Click Add. The Add Emergency Contact page appears.

4. Enter the emergency contacts name, address, and home and work phonenumbers.

5. Specify the emergency contacts relationship to you.


7. If a Signature field appears, enter your domain and logon ID as your electronic

signature. Use the following format: domain\logon ID.

8. Click Submit to forward the information to your Human Resourcesadministrator for approval.

Modify an emergency contact record

Use the following steps to modify information about one of your emergencycontacts.

1. Go to the Profile page.Point to Business Portal on the top link bar > click Employee Center > clickProfile on the Quick Launch

-or-Click Employee on the top link bar > click Profile on the Quick Launch


3. To modify information about an emergency contact, select the contact and clickModify. The Modify Emergency Contact page appears.

4. Modify the emergency contacts name, address, and home and work phonenumbers, if necessary.

5. Modify the emergency contacts relationship to you, if necessary.


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7. If a Signature field appears, enter your domain and logon ID as your electronic

signature. Use the following format: domain\logon ID.


Delete an emergency contact record

Use the following steps to delete an emergency contact record.



3. Select an emergency contact, then click Delete.

4. The Delete Emergency Contact page appears. If this page contains a Signaturefield, enter your domain and logon ID as your electronic signature. Use thefollowing format: domain\logon ID.

5. Click Submit. Your request to delete the record will be submitted to yourHuman Resources administrator for approval.

Add a dependent record

A dependent is a person who relies on you for support, such as a child. Otherdependents may include your spouse, parents, and siblings. Governmentregulations and company policies determine whom you can enroll as yourdependents, so be sure to contact your Human Resources administrator if you havequestions.

Use the following steps to add information about a dependent.

1. Go to the Profile page.Point to Business Portal on the top link bar > click Employee Center > click

Profile on the Quick Launch-or-Click Employee on the top link bar > click Profile on the Quick Launch

2. Click the Dependents tab.

3. Click Add. The Add Dependent page appears.

4. Enter the dependents name.

5. Enter the dependents Social Security number. If your dependent doesnt have aSocial Security number, or you dont know what it is, you can leave this field

blank. Be sure to update the record as soon as possible once you know thenumber.


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6. Enter the dependents address and contact information.

7. Specify the dependents relationship to you.

8. Enter the dependents gender, birth date, and age. Specify whether thedependent is a full-time student.




Modify a dependent record

Use the following steps to modify information about one of your dependents.



3. To modify information about a dependent, select the dependent and click

Modify. The Modify Dependent page appears.

4. Modify the dependents name, if necessary.

5. Modify the dependents Social Security number, if necessary. If your dependentdoesnt have a Social Security number, or you dont know what it is, you canleave this field blank. Be sure to update the record as soon as possible once youknow the number.

6. Modify the dependents address and contact information, if necessary.

7. Modify the dependents relationship to you, if necessary.

8. Modify your dependents gender, birth date, and age, if necessary. Specifywhether the dependent is a full-time student.





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Delete a dependent record

Use the following steps to delete a dependent record.



3. Select a dependent, then click Delete.

4. The Delete Dependent page appears. If this page contains a Signature field,enter your domain and logon ID as your electronic signature. Use the followingformat: domain\logon ID.


View your position history

You can view summary information about each position youve held at yourcompany. For example, for each position youve held, you can view the start date,title, and supervisor information. You cannot modify your position historyinformation. If the information is incorrect, contact your manager or HumanResources administrator.


2. Click the Position History tab. Information about each position youve held isdisplayed.

View your job description

Use the following steps to view your job description. You cannot modify your jobdescription. If the description is incorrect, contact your manager or Human

Resources administrator.


2. Click theJob Description tab. The description of your current job is displayed.


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Chapter 3: Pay

You can use the Pay page, which is part of the HRM Self Service Suites EmployeePay application, to view your paycheck, set up direct deposit accounts, and viewand update your tax withholding (W-4) information.


View your paychecks Set up your direct deposit accounts Modify your direct deposit accounts Delete a direct deposit account View your tax withholding (W-4) history Modify your tax withholding (W-4) information

View your paychecks

Use the following steps to view your paychecks.

1. Go to the Pay page.Point to Business Portal on the top link bar > click Employee Center > click Payon the Quick Launch-or-Click Employee on the top link bar > click Pay on the Quick Launch

2. Click the Paychecks tab.

3. Select a paycheck. The pay and deduction amounts that were calculated as partof your pay will appear.

Examples of pay amounts include hourly wages, salaries, commissions,piecework, overtime, vacation, and sick time.

Examples of deductions include taxes, 401(k) contributions, and insurancecosts.

4. To print the pay and deduction information, click Print Paycheck.

Set up your direct deposit accounts

Use the Direct Deposit tab on the Pay page to set up the accounts you want to use

for direct deposit of your paychecks. For each account you set up for direct deposit,youll need to enter the following information:

Bank routing number The bank routing number is the ID code for your bank.Usually, both the bank routing number and your account number are printed at the

bottom of your personal checks. Be sure you enter the correct routing number.

Account number The account number is the ID code for your specific accountat the bank.

Account type The account type indicates whether the account is a checkingaccount or savings account.


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Account status Direct deposit accounts can have one of three statuses: Active,Inactive, or Prenote. An active account is available for direct deposit distributions.An inactive account cant receive distributions. A prenote account has recently beenset up but is not yet ready to receive distributions. The system will create bankprenotifications for this account to verify the account is set up correctly. This status

is changed to Active after one or more successful prenotifications. You cant changeyour account status to or from Prenote.

Distribution information The distribution information youll enter is thedollar amount or percentage of your paycheck that you want allocated to eachaccount, and the account that you want the remainder of the paycheck depositedinto after all allocations are made.

Use the following steps to set up your direct deposit accounts.

1. Go to the Pay page.Point to Business Portal on the top link bar > click Employee Center > click Pay

on the Quick Launch-or-Click Employee on the top link bar > click Pay on the Quick Launch

2. Click the Direct Deposit tab.

3. Click Add.

4. Enter the routing and account numbers.

5. Select the account type from the list.

6. Enter the distribution information for the account. You can use either of the

following options:

Amount Enter the currency amount to be deposited into the account.

Percentage Enter the percentage amount of your paycheck to be depositedinto the account. If the entire paycheck amount should be deposited into theaccount, select this option and enter 100%.

7. If you want this account to receive the remainder of the paycheck amount afterall other distributions are made, select the Remainder of Pay option. You canassign the remainder to just one account.

8. Click OK.

9. Repeat steps 3 through 8 to continue adding accounts.



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12. Click Submit to forward the request to the Payroll administrator for approval.

Your new direct deposit accounts must be approved by the Payrolladministrator before they can receive direct deposits. If prenotifications arerequired, the accounts will have a status of Prenote until they are eligible toreceive direct deposits.

Modify your direct deposit accounts

You can change distribution allocations for each account listed on the DirectDeposit tab of the Pay page. You also can make accounts active or inactive.Accounts must be active to receive direct deposit distributions.

When modifying accounts, be sure that you designate an account to receive theremainder of the paycheck amount after all allocations have been distributed.

Use the following steps to modify your direct deposit accounts.



3. Select the account you want to update and click Modify.

4. Make your changes, as necessary.

5. Click OK.

6. Repeat steps 3 through 5 to continue modifying accounts.



9. Click Submit to forward the information to your Payroll administrator forapproval.


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Delete a direct deposit account

Use the following steps to delete a direct deposit account.

If the Remainder of Pay option is selected for the account you want to delete, you mustfirst assign another account to receive the remainder of pay.



3. Select an account, then click Delete.

4. A message appears, asking you to confirm that you want to delete the directdeposit account. Click Yes.

5. If the page contains a Signature field, enter your domain and logon ID as yourelectronic signature. Use the following format: domain\logon ID.

6. Click Submit. Your request to delete the direct deposit account will besubmitted to your Payroll administrator for approval.

View your tax withholding (W-4) history

Use the W-4 (Withholding) tab of the Pay page to view your tax withholding

change history. The changes youve made to your W-4 (using Business Portal) aredisplayed on the tab.

The W-4 history information you can view includes your tax filing status, number ofallowances, any additional amounts you want withheld, and your exempt status.

For additional information, refer toModify your tax withholding (W-4) information onpage 22.

Modify your tax withholding (W-4) information

Use the W-4 (Withholding) tab on the Pay pageto modify your tax withholdinginformation. You can modify the following information:

Withholding Status This box indicates your tax filing status. You can chooseMarried, Single, or Married but withhold at higher Single rate.

Number of Allowances Allowances are a means of reducing the amount oftaxes withheld from your paycheck. The more allowances you claim on your W-4,the less income tax will be withheld. You can claim zero or one allowance foryourself, and one for each qualifying member of your household.


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Additional Amount You can choose to withhold money from your paycheck,beyond the taxes already withheld, by entering an additional amount to withhold.This is optional.

Exempt Status This box indicates whether you are exempt from paying incometaxes for the specified year. To claim Exempt status, you must meet both conditionsspecified on the W-4 form.

Use the following steps to modify your tax withholding (W-4) information.


2. Click the W-4(Withholding) tab.

3. Click Modify. The W4 page appears.

4. Verify that your name and address are correct.

If your last name differs from what is shown on your Social Security card, selectthe check box in area 4 of the form, and follow the directions listed.

5. Verify that your Social Security number is correct.

6. Indicate your tax filing status. You can choose Married, Single, or Married butwithhold at higher Single rate.

7. Update your number of withholding allowances.

8. If you want an additional dollar amount withheld from your paycheck fortaxes, enter an amount.

9. Review the information in area 7 of the form.

If you meet both conditions, you are exempt from paying taxes for thespecified year. Select Exempt from the list.

If you are not exempt, select Non-Exempt.

10. In the Signature field, enter your domain and logon ID as your electronicsignature. Use the following format: domain\logon ID.


12. Click Submit to forward the change to your Payroll administrator for approval.


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Chapter 4: Benefits

You can use the Benefits page, which is part of the HRM Self Service SuitesEmployee Pay application, to view your payroll benefit contributions, and thosemade by your employer on your behalf.


View employee- and employer-paid benefit contributions How benefit contributions are calculated

View employee- and employer-paid benefitcontributions

To view your payroll benefit contributions, as well as those made by your employeron your behalf, complete the following steps.

1. Go to the Benefits page.Point to Business Portal on the top link bar > click Employee Center > clickBenefits on the Quick Launch-or-Click Employee on the top link bar > click Benefits on the Quick Launch

2. The Employee Contributions web part lists the payroll contributions youmake. The Employer Contributions web part lists the contributions youremployer makes on your behalf.

These web parts list each benefits code, its description, how often you or youremployer contribute to the benefits plan, the contributions calculation method,

and the amount or percentage that has been contributed. For more informationabout the methods used to determine the amount or percentage contributed,seeHow benefit contributions are calculated on page 25.

How benefit contributions are calculated

The Benefits page lists employee- and employer-paid payroll benefit contributions.There are several ways of calculating benefit contributions. The followinginformation describes each method.

Method Description

Percent Of Gross Wages The contribution amount is a percentage of your total wages before

taxes are deducted.Percent Of Net Wages The contribution amount is a percentage of your wages after taxes

have been deducted.

Percent Of Deduction The contribution amount is a percentage of another deduction

amount. For example, your contribution to your dependents health

insurance might be 50 percent of your own health plan

contribution. Or, the employer contribution for your union

membership might be 50 percent of your union deductions.

Fixed Amount The contribution amount is a flat amount deducted from your pay,

or a flat amount contributed by your employer.

Amount Per Unit The contribution amount is calculated based on units that use

piecework, hourly, or overtime pay. For example, you or your

employer can contribute an amount for every 10 units you produce,

or for every 24 hours of work.


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Chapter 5: Skills and training

You can use the Skills and Training page and the Training page, which are part ofthe HRM Self Service Suites Skills and Training application, to review the skills,training, education, and test and certification information on record for you, and toview company training opportunities.


Education information Add your education information Modifying your education information Deleting your education information Test information Add your test information Modify your test information

Delete your test information Skills information Training history Training opportunities

Education information

You can review and update your education information on the Education tab of theSkills and Training page. Information displayed on this tab is entered by you oryour manager (using Business Portal), or by a human resources professional (usingMicrosoft Dynamics GP).

Each record in your education information lists the school you attended, the major

you studied, the type of degree you earnedsuch as Bachelor of Science (BS),Bachelor of Arts (BA), or Master of Science (MS)and the year you received yourdegree. In addition, each record includes the grade point average (GPA) you earnedand the GPA basethat is, the grade that is a perfect score in the schools gradingsystem.

Add your education information

Use the following steps to add your education information.

1. Go to the Skills and Training page.Point to Business Portal on the top link bar > click Employee Center > click

Skills and Training on the Quick Launch-or-Click Employee on the top link bar > click Skills and Training on the QuickLaunch

2. Click the Education tab.

3. Click Add. The Create Education Information page appears.

4. Enter the name of the school you attended.

5. Enter the major you studied.

6. Enter the degree you earned.


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7. Enter the year you received the degree.

8. Enter your grade point average.

9. In the GPA Base field, enter the number of a perfect score in the grading systemthe school used.



12. Click Submit to submit the information to your Human Resourcesadministrator for approval.

Modifying your education information

Use the following steps to modify your education information.

1. Go to the Skills and Training page.Point to Business Portal on the top link bar > click Employee Center > clickSkills and Training on the Quick Launch-or-Click Employee on the top link bar > click Skills and Training on the QuickLaunch


3. Select a record, then click Modify. The Modify Education Information pageappears.





Deleting your education information

Use the following steps to delete a record from your education information.




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3. Select a record, then click Delete.

4. The Delete Education Information page appears. If this page contains aSignature field, enter your domain and logon ID as your electronic signature.

Use the following format: domain\logon ID.


Test information

The Tests tab of the Skills and Training page lists the exams and certificationsyouve passed. The information displayed on this tab is entered by you or yourmanager (using Business Portal), or by a human resources professional (usingMicrosoft Dynamics GP). Each record in your test information includes the date youtook the test or received the certification, and the score you received.

Add your test information

Use the following steps to add information about the tests and certifications youvepassed.


2. Click the Tests tab.

3. Click Add. The Create Test Information page appears.

4. Select a test or certification from the Test list.

If you need a specific test or certification added to the list, contact your manager orHuman Resources administrator.

5. Enter the score you received on the test.

6. Enter the date you took the test or received the certification.

7. Enter the expiration date of the test or certification.





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Modify your test information

Use the following steps to modify your test information.



3. Select a test or certification, then click Modify. The Modify Test Informationpage appears.





Delete your test information

Use the following steps to delete a record from your test information.



3. Select a test or certification, then click Delete. The Delete Test Information pageappears.




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Skills information

A skill is an ability to proficiently perform selected tasks. To view your skillinformation, select the Skills tab on the Skills and Training page. Select a skill set

from the Skill Set list. Skill sets are groupings of skills that share a similar function,such as management skills, which consist of interviewing, hiring, and supervising.The skills in the selected skill set and your progress in acquiring them will appear

below the Skill Set list.

Each record in your skills information includes the skill title, a Yes or No to indicatewhether the skill is required and whether you have obtained the skill, your skillproficiency rating, and the date the skill expires. For skills that dont expire, theexpiration date is blank.

All of the skills information displayed on this tab was entered by your manager orthe Human Resources administrator. If any of the information on this tab isincorrect, contact your manager or Human Resources administrator.

Training history

Review your company training history on the Training History tab of the Skills andTraining page. All the training information displayed on this tab was entered byyour Human Resources administrator.

Each record in your training history includes the code that identifies the trainingcourse, the name of the course, the code identifying the class (which is a componentof the course), the name of the class, the date you finished the class, and a Yes or Noto indicate whether youve finished the class.

Training opportunitiesThe Training page (on the Company Center site) displays basic information aboutthe courses and classes available in your company.

Classes are individual training sessions on a subject. Several classes groupedtogether comprise a course, which is a series of classes that cover a similar subjectarea. For example, a series of classes on Microsoft Windows, Microsoft Office, andMicrosoft SQL Server could be grouped as a software skills course.

The classes currently available in your company are listed in the Courses andClasses web part. To view the details for a specific class, select the class. Detailedinformation about the class is displayed in the Course and Class Details web part.


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Chapter 6: Time and attendance

You can use the Timecard Entry page, which is part of the HRM Self Service SuitesTime and Attendance application, to enter timecards, submit vacation requests, andview how much time off you have available.


Time page overview Create or modify a timecard Enter details about the hours you worked Modify a rejected timecard Terminate a submitted timecard Delete a timecard Create or modify a timecard template Delete a timecard template

View timecard history information Create a vacation request Terminate a submitted vacation request Delete a vacation request

Time page overview

Use the Timecard Entry page to complete the following tasks:

Entering timecards Creating a timecard template Viewing previously approved timecards Viewing how much time off you have available

Requesting time off

The following information explains key concepts youll need to understand aboutthe Timecard Entry page.

Who you can enter timecards for

You can use the Timecards tab to enter your own timecards, as well as timecards forother employees if your Payroll administrator or HRM Self Service administratorhas given you permission. For example, if youre an administrative assistant, youmay have been given permission to enter timecards for employees who are oftenaway from the office, or for employees who dont have access to a computer.

If youve been given permission to enter timecards for other employees, the EnterTime for web part will be displayed on your Timecard Entry page, listing theemployees you can enter timecards for. (If you dont have permission to entertimecards for other employees, the Enter Time for web part will not be displayed.)

If youve been given permission to

enter timecards for other employees,

youll see theEnter Time forweb part

on the Timecard Entry page.


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The timecard restrictions assigned to a particular employee still apply when youenter a timecard for that employee. For example, suppose you can enter timeagainst the SALY, HOLI, and SICK pay codes. Your co-worker, Paul, can enter timeagainst the HOUR, OVER, HOLI, and SICK pay codes. When you enter a timecard

for Paul, youll log his hours against the HOUR, OVER, HOLI, and SICK pay codes.

Timecard template

A timecard template is a reusable copy of a timecard that stores the time codes orpay codes, and the hours you normally enter on a timecard. When you create a newtimecard from a template, all of the template information is automatically entered.You can then make changes to the timecard, as needed.

For more information, see Create or modify a timecard template on page 40.

Timecard status

The Timecards tab displays active pay periods, and indicates whether a timecard

has been entered for each period.

A blank status indicates that no timecard has been started.

Saved indicates that the timecard has been started, but not yet submitted.

In Process indicates that the timecard has been submitted, but not yet approvedor rejected.

Terminated indicates that the timecard is no longer in the workflow system.You must delete the timecard and create a new timecard for that pay period.

Approved timecards will not appear in the Timecards tab; they will appear on the

Timecard History tab.

You can also view timecard status information in other areas of Business Portal:

To view the status of timecards youve submitted, go to the HR Documents -Submitted by Me page. For more information, see View the documents youvesubmitted on page 9.

To view timecards that have been approved or terminated click the TimecardHistory tab on the Timecard Entry page.

Timecard history

Review past approved or terminated timecards on the Timecard History tab on theTimecard Entry page. This tab displays a list of pay periods and the timecard status(Approved or Terminated) for each pay period.


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To view a timecard, select its pay period from the list, then click View. Keep in mindthat you cant modify historical timecards.

Time off

To view how much time off you have available, click the Time Off tab. This tabdisplays the time off you have available.

You can also enter a vacation request from the Time Off tab. For more information,see Create a vacation request on page 42.

Create or modify a timecard

Use the following steps to create or modify a timecard.

1. Go to the Timecard Entry page.Point to Business Portal on the top link bar > click Employee Center > click

Timecard Entry on the Quick Launch-or-Click Employee on the top link bar > click Timecard Entry on the QuickLaunch

2. If the Enter Time for web part is displayed on your page, select the personyoure entering a timecard for (yourself, or another employee).

If the Enter Time for web part is not be displayed on your page, you do nothave permission to enter timecards for other employees.

3. Click the Timecards tab.

4. Select the pay period for which you want to enter a timecard. Click Open. TheTimecard page appears. If youve created a timecard template, the informationfrom the template will appear in the timecard.

5. The timecard displays the time codes or pay codes you can enter time against.Select the code you want to enter time against.

6. Determine which day you need to enter time for.

The timecard grid displays one week of the pay period. If the pay periodconsists of multiple weeks, youll need to use the browse buttons to view all thedays in the pay period.

Browse buttons


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7. Click in the field of the day you want to enter hours for.

If the field is editable If the field becomes editable, enter your hours.

To add detailed information for a work day, click the Details icon next to thefield. The Time Details page appears. See Enter details about the hours you workedon page 37 for more information about the page.

If the field is not editable If the field is not editable, click the Details iconnext to it to enter time when you started and stopped work. The Time Detailspage appears. See Enter details about the hours you worked on page 37 for moreinformation about the page.

8. Repeat steps 5 through 7 for each time code or pay code you want to enter timeagainst.

9. To delete a row in the timecard, click the Delete icon in the row. Then confirmthat you want to delete the row.

10. To print a summary of the timecard, click Print Totals. A printable version ofthe timecard appears. Click Print to print the timecard summary, then close thepage.

11. The Timecard page is redisplayed. If there are any notes or comments youd liketo make, enter them in the Additional Notes field.


13. To save the timecard to work on later, click Save.

14. To submit the timecard for approval, click Submit. If youre entering your owntimecard, it will be sent to your manager for approval. If youre entering atimecard for another employee, it will be sent to the Payroll administrator forapproval.

Click in this field.

Click theDetailsicon to open

the Time Details page.


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Enter details about the hours you worked

Depending on how your administrator set up the system, you may be required toenter detailed information about the hours you (or the person youre entering the

timecard for) worked. For example, you may be required to enter the time youstarted and stopped working each day.

Use the following steps to enter details about the hours you worked.

1. Click the Details icon on the timecard.

The Time Details page appears.

Click theDetailsicon to open

the Time Details page.


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2. If the Start and Stop Time Details fields are displayed in your page, you mustenter the time you (or the person youre entering the timecard for) started andstopped working for the day.

How you enter your start and stop times depends on how your administratorset up the system.

If the AM and PM lists are available to you, use them to enter your startand stop times. For example, your start time might be 08:00 AM and yourstop time might be 05:00 PM.

If the AM and PM lists are not displayed, enter your hours using 24-hournotation. For example, if you started work at 8:00 AM and ended work at4:00 PM, you should enter 08:00 as the start time and 16:00 as the stop time.

3. Depending on how your administrator set up the system, you may also be ableto enter information in the following fields:

Department Position State Tax Local Tax Days Worked Weeks Worked Notes

If youre entering hours against a time code, theNotes field will be the only fieldavailable to you.

4. Click Save. The Timecard page is redisplayed. Continue entering your timecardusing the instructions in Create or modify a timecard on page 35.

Modify a rejected timecard

If a timecard youve submitted (for yourself or for another employee) has beenrejected, use the following steps to modify and resubmit it.

1. Go to the HR Documents - Assigned to Me page.Point to Business Portal on the top link bar > click Employee Center > click HRDocuments - Assigned to Me on the Quick Launch-or-Click Employee on the top link bar > click HR Documents - Assigned to Me on

the Quick Launch

2. Select the timecard you want to modify.

3. Click the Details tab, then click View Document Detail to open the timecard.

4. Modify the timecard, as needed.

5. To print a summary of the timecard, click Print Totals. A printable version ofthe timecard appears. Click Print to print the timecard summary, then close thepage.

6. The Timecard page is redisplayed. If there are any notes or comments youd like

to make, enter them in the Additional Notes field.


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8. Click Resubmit.

9. The HR Documents - Assigned to Me page is displayed. Mark the check boxnext to your modified timecard. Then select Resubmit from the Action list.

10. Click Apply Actions to resubmit the timecard for approval.

Terminate a submitted timecard

To stop processing a timecard after its been submitted for approval, youll need toend the approval process for the timecard. This is called terminating a timecard.

You can terminate only the timecards youve submitted. For example, if youradministrative assistant submitted a timecard for you, you wont be able toterminate it.

You cannot terminate a timecard that has already been approved.

If you terminate a timecard, you must then delete it before you can create a newtimecard for the same pay period. For more information, see Delete a timecard onpage 39.

Use the following steps to terminate a timecard.

1. Go to the HR Documents - Submitted by Me page.Point to Business Portal on the top link bar > click Employee Center > click HR

Documents - Submitted by Me on the Quick Launch-or-Click Employee on the top link bar > click HR Documents - Submitted by Meon the Quick Launch

2. In the list, mark the check box for the timecard you want to terminate.

You can view the timecard by clicking View Document Detail on the Detailstab.

3. In the Action column, select End.

4. Click Apply Actions. Confirm that you want to end the processing of the

timecard.

Delete a timecard

You can delete timecards that have been saved (and not yet submitted) andtimecards that have been terminated. The following procedure explains how to doso.

For information about terminating a timecard, see Terminate a submitted timecard onpage 39.


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1. Go to the Timecard Entry page.Point to Business Portal on the top link bar > click Employee Center > clickTimecard Entry on the Quick Launch-or-

Click Employee on the top link bar > click Timecard Entry on the QuickLaunch

2. If the Enter Time for web part is displayed on your page, select whose timecardyou want to delete (your timecard or another employees timecard).

If the Enter Time for web part is not displayed on your page, you do not havepermission to delete timecards for other employees.

3. Click the Timecards tab.

4. Select the timecard you want to delete and click Delete. Confirm that you wantto delete the timecard.

Create or modify a timecard template

A timecard template stores the time codes or pay codes, and the hours you normallyenter on a timecard. When you create a timecard template, all new timecards thatyou create will have all of the template information entered automatically. You canthen make changes to the timecards as needed.

You can create only one template, and you can modify it at any time. Any changesyou make to an existing timecard template will apply only to new timecards createdfrom the template. Timecards already created from the template wont be affected.

1. Go to the Timecard Entry page.Point to Business Portal on the top link bar > click Employee Center > clickTimecard Entry on the Quick Launch-or-Click Employee on the top link bar > click Timecard Entry on the QuickLaunch

2. If the Enter Time for web part is displayed on your page, select who you willenter a timecard template for (yourself or another employee).

If the Enter Time for web part is not displayed on your page, you do not havepermission to enter timecard templates for other employees.

3. Click the Timecard Template tab.

4. Click Create to create a new template, or select the existing template and clickModify.

5. If youre creating a new timecard template, enter a name for the template.

6. The timecard displays the time codes or pay codes you can enter time against.Select the code you want to enter time against.


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7. Click in the field of the day you want to enter hours for.

If the field is editable If the field becomes editable, enter your hours.

To add detailed information for a work day, click the Details icon next to it. TheTime Details page appears. See Enter details about the hours you worked onpage 37 for more information about the page.

If the field is not editable If the field is not editable, click the Details iconnext to it to enter the start and stop time. The Time Details page appears. SeeEnter details about the hours you worked on page 37 for more information aboutthe page.

8. Repeat steps 6 through 7 for each time code or pay code you want to enter timeagainst.

9. To delete a row in the template, click the Delete icon in the row. Then confirmthat you want to delete the row.

10. Click Save to save the template and close the page. All new timecards that youcreate will be based on the timecard template.

Delete a timecard template

You can delete a timeca