Ultimate Employee Self-Service User Guide

System Access:

Change Password & Password Requirements - UHA, WVUDC, WVUPC & BRNI only

Immediately upon logging in you will be required to change your password and select three

challenge questions. Keep in mind that the answers to your challenge questions are case

sensitive. Your new password must be between 6 & 15 characters in length and meet these

minimum requirements:

1 Uppercase Alpha character

1 Numeric character

1 Special character

Note: Passwords will expire every 90 days and you cannot repeat any of the previous 3

passwords.

If at any time you receive a password error or cannot remember your password select the

“Forgot password” link located in the login box.

To change your password from within the system place your cursor on your name at the top of

the screen and select Change Password.

Figure I: Change Password

Navigation Tools:

Quick Links

The Home Page features Quick Links to take you directly to pages covering Pay, Performance

and Benefits information. These are listed on the left hand side of the Home page.

Recently Visited

Listed at the bottom of the Home page these provide links to the last 5 pages you visited.

Myself Menu

Figure II:Myself menu

Place your cursor on the Myself menu item to open the directory for your employee record.

The employee record is made up of 9 sections.

1. Personal

2. Jobs

3. Career & Education

4. Career Development

5. Pay

6. Benefits

7. Open Enrollment

8. Life Events

9. documents

Things I Can Do…

Within each page you will find a list of things you can do to add, change or print information.

Simply select the link or the action button to begin the task.

Figure III: Things I Can Do

Approving Changes

Once saved, changes can be immediate or follow an approval path to your supervisor, Human

Resources or Payroll. When directed select the correct approver and enter Save again to submit

the change. For change requests requiring approval by your manager you will need to select the

name of your manager from the Approver drop down menu.

Requests – Inbox

To track changes you’ve entered go to your Inbox.

Figure IV: Inbox

Select from the Requests drop down menu and hit Search to display a list of recent change

requests. For detailed information on a request, click on the date & time link.

“Things I Can Do”

Change Name, Address and Telephone

To update your name, address or telephone number navigate to the Personal tab and select the

Change Name, Address and Telephone link under Things I Can Do. You can also select the Edit

button on the Name, Address and Telephone page.

Figure V: Name, Address and Telephone

Enter the required changes and select Save to submit your changes for approval.

Figure VI: Change Name, Address and Telephone

Note: Fields with a red dot next to them are required and must be completed in order to

submit your changes.

When you have completed entering your changes and selecting Save you will be notified that

the change requires the action of an Approver. To submit your changes select Save again.

Figure VII: Change Name, Address and Telephone – Approvals

Once submitted the change request is routed to the approver for action. The approver will

review the changes and either approve or deny the change request. Once approved your

employee record will be updated.

Entering/Changing a Contact

Contacts are used to enter dependents and emergency contacts. To add a contact or make a

change to an existing contact navigate to the Contacts page under the Personal tab.

Add a Contact: Select the Add Contact link or the Add button to open the Add/Change Contact

page.

Figure VIII: Contacts

Figure IX: Add/Change Contact

Enter all required information including name, relationship and select Dependent, Emergency

Contact or both and select Save to submit your changes.

Important!

Identifying someone as a dependent only makes them eligible for consideration when enrolling

in benefits; it does not automatically add them to a benefit plan.

Changing an Existing Contact

To modify an existing contact simply click on the name link to open the Add/Change Contacts

page. Enter the required changes and select Save.

Removing a Dependent or Emergency Contact

To remove a dependent or emergency contact click on the name link to open the Add/Change

Contacts page. Select Delete to remove the record.

Note: You will not be able to remove a dependent here if they have been enrolled in a

benefit now or prior. If they are currently enrolled in a benefit, please complete the appropriate Life Event

to complete benefit enrollment changes due to a qualifying event and then mark the contact as "Inactive".

Once marked as "Inactive", they are no longer visible in the contact or to be added to a benefit.

Viewing & Printing Payroll Information To view payroll information navigate to the Pay tab or use the Quick Links on the Home page.

Current Pay Statement: Displays the most recent pay stub. To print select the Print icon.

Pay History: Displays a listing of your payroll history by pay date. To view detailed information,

click on the date link.

YTD Summary: Provides a year-to-date summary of earnings, deductions and taxes.

Direct Deposit

To add or change a direct deposit, navigate to the Direct Deposit page in the Pay tab.

Figure X: Direct Deposit

To add a new direct deposit(s), click on the Add button to open the Direct Deposit Detail page.

Enter the following information and select Save.

Routing Number

Account Number

Prenote Status – select Prenote

Amount – flat, percentage or available balance

Figure XI: Direct Deposit Detail

For additional instruction refer to the Adding a Direct Deposit quick tour located under Quick

Tours and Tips.

Income Tax Elections

View federal, state or local income tax withholding information on the Income Tax Summary page located under the Pay tab. You can update withholding information by selecting the Add/Change Withholding Form from the Things I can Do menu.

Figure XII: Add Withholding Form

Select the tax withholding form you wish to change and follow the instructions to complete and

submit your changes. Once you click the submit button the tax form you will be prompted to

select an approver and save you changes. Simply select Save to complete the process and

submit your changes for approval.

Form W2 Wage & Tax Statement

To view and print your W2 form navigate to the W2 page under the Pay tab. Click on the Year

link to view and print a copy of your Form W2.

Note: You will receive both a paper copy and an electronic copy of US Form W2. If you wish to

receive only an electronic copy select the Change W-2 Consent Form link and select the “I want

an electronic copy only” radio button.

Figure XIII: Form W-2 Consent Form

Employee Resignation

What is the Resignation Process?

The Resignation Process is used by all terminating full-time, part-time, casual, and per-diem

employees who voluntarily terminate their employment with West Virginia University

Hospitals, Inc. This process does not apply to employees who are transferring within the

Hospital.

When should a resignation be submitted?

An employee is encouraged to submit the Intent to Resign through Ultimate as soon as

possible. In accordance with WVUH Policy, non-exempt employees must give at least two

weeks notice and exempt employees must give at least 30 days.

To submit a resignation in Ultimate select the Employee Resignation link under “Things I Can

Do” or click on the Edit button on the Resignation Info page.

Figure XIV: Resignation Info

To submit a resignation complete the following data fields and select Save.

• Expected last day of work

• Reason for resignation

• Optional – If you wish to submit a formal letter of resignation simply type that into the

Employee Resignation Comments section.

Figure XV: Employee Resignation

Once saved, your resignation will be routed to your supervisor for approval & completion of

your termination.

Benefits Administration

Benefit enrollments can be entered for both elections made during the annual open enrollment

period and following a qualifying life event such as the birth/adoption of a child, marriage,

divorce etc.

Life Events

To make benefit changes resulting from a qualifying life event select Life Events from the Myself

menu.

Figure XVI: Life Events

Select the appropriate life event to enter and submit your benefit elections. For detailed

instructions on how to complete your elections please refer to the Life Events Quick Card.

Additional Things I Can Do

For a complete list of the things you can do and where to go to complete them please refer to

the Ultimate Employee Self-Service Tasks document.

Reporting System Issues

Please email the HRIS Support Team at WVU HC HRIS Support Team to report any issues you

may have regarding system access or performance. This includes the following:

Login or Password resets

System error messages – These will display when a particular process cannot be

completed.

Missing or incomplete data: If you are trying to select a value from a drop down list and

that value does not appear.