Dominion hosted a live Employee Self Service software demo January 24, 2018. Claire Manz, Dominion’s Product Strategist, presented on Dominion’s Employee Self Service platform. I broke the transcript down into 3 parts. Below is part 1 of 3. By reading these transcripts or watching the live demo, you will learn how to empower your employees by conveniently giving them access to their personal information such as their pay stubs and W-2, enroll in benefits during open enrollment, as well as access other useful resources. Part 1 goes over the shortcuts that are on the employee's main page. Part 2 will share information regarding the Profile tab, Reports tab, and the Time & Attendance tab. Part 3 will share information about the Applicant Tracking and Benefits tabs, questions from clients with answers, as well as how Dominion's Onboarding software is conveniently integrated with our Employee Self Service product. Giving your employees an Employee Self Service portal allows you to focus your time on more important payroll and HR tasks. Keep reading to learn about the main page shortcuts!
Good morning Everyone and welcome to today's Webinar for our Employee Self Service site. My name is Claire Manz and I'm your product strategist here at Dominion Systems and I'm excited to take you on a little tour of our Employee Self Service platform. Some of you may already use this or your employees may already have access to it, but there are a lot of tools that employees can get for themselves. When we promote Employee Self Service, we're really promoting the ability for employees to have their own responsibility of their own information. Some of these tools can give you a little bit of a break and make your life a little bit more efficient so that everything can be centralized for them and maybe reduce one or two knocks on your door during the day. So, I'm going to flip over to the site and allow us to walk through one of my demo employees. Let's go ahead and get started.
Employee Self Service Login Screen
We're at the live site on the employee login screen, which is also every Admins login screen. Employees can access this through bookmarks. They can bookmark this website or they can always access this through the login page from our www.dominionsystems.com website. It's very easy for the employees to navigate to. Employees can also access this, just like yourself, from any computer or mobile device as well, including tablets, phones, and all types of technology. As long as they have an Internet connection, employees can access Employee Self Service. I'm on a computer right now so it will be formatted for my computer desktop screen. If you are logging in on your phone or mobile device, you will see a little bit of a different look as we have a mobile-optimized website for employees when they log in on one of those smaller screens. It helps them navigate a little bit better for them.
I'll go ahead and sign in as Julie Andrews. She recently joined my company and we're going to go through a few of the different things that she has access to. When the employee is on the main screen, the employee can see a few different shortcuts. When they log in, we want them to be aware of some very easy, accessible tools.
Paycheck and W-2
The first one being "Paycheck". This is how to get your current paycheck. This is where a lot of our traffic comes from because a lot of employees are now direct deposit. Obviously, we encourage direct deposit as much as possible. For those employees who do not receive a paystub or an actual paper check, they will want to get their paycheck here. This shortcut is a really easy way for employees to access that. It will come up as a pop-up. If you are having employees not able to see their paycheck or having any problems, please make sure that their pop-ups are turned on so it can access those. Another tile that will come up includes some year-end forms such as “W-2”. If you have W-2's that are released or if you have 1095 forms for ACA reporting that are released, the employees will be able to access those right from here. They will have another tile that will pop up for both of those forms. It's very easy for employees to consent to those in order to receive their electronic copies and I'll show you where to do that.
Another shortcut is "Resources". The resources are a really good tool for employees to have access to specific information, but also have access to all of the different forms that might be stored in your desk or posted somewhere for the employees to go to get them. Electronic copies are a really great way to encourage employees to send them over to you via email or complete them electronically on their own. In the Company Resources section, these files here, are folders that you create. They're custom folders for yourself and then you can load them with blank documents that are company specific but not employee specific. I have a couple of different examples here such as 401K vendor information. Typically, the 401K registration is on a link provided by your vendor, so it's a great place to link directly to that website for the 401K. We can also link any types of videos such as training videos. I have a "What is a 401K?" video here. It's really good to share useful employee information, but I can also link any documents. The company handbook is always one that I recommend. Company handbooks can be stored here. Updates can be stored here. Utilize this so that if employees ever need a reference for any material like paid time off policies, uniform policies, and Internet policies, all of those documents that are typically given to them in a packet on day one, can be found together here. We really encourage you to put those in an electronic version here as it may stop one or two questions down the road that you can then redirect employees to Employee Self Service. We really want employees to be encouraged to access their own data. The more they're encouraged to access the site here, the more their behavior will change and they'll be a little bit more self-sufficient, which is what we're really encouraging. Now, I have a couple other examples like health insurance forms and tax forms, but I have a lot of clients that use this for reimbursements, maybe a claim form for my FSA or reimbursement form for mileage. All of those types of documents could be stored here so that the employee could either complete them electronically and send them to you or they could download and complete themselves. PDF's, Word documents, links to websites, videos-- all of those things can be stored here so it's a really great tool for employees.
Now, the second level of resources is what we call Personal Attachments. This is a personnel file folder, an electronic version of their personnel file folder. You can post whatever you would like to share with the employee. Now on Julie, I had two file folders for her, an Onboarding file folder and her HR Forms. As an administrator, I might have to set up additional file folders that do not grant her access to. There's a permission setting here for the personal attachments, but I want her to have access to onboarding files, so her I-9, W-4, and any company attachments that she signed throughout the onboarding process would be loaded here automatically. I might also have some other HR forms. I stored her resume here. Maybe I've also put a scorecard for her performance review here. Anything that I believe the employee should have access to. Now, of course, employees, if they want their personnel file folder, they can ask for that, but what better way to have it already available to them. We really encouraged utilizing this. What also is very nice is that this information, once shared with the employees, is also accessible to the supervisor. If we had multiple supervisors and employees either shifting departments or maybe supervisors are shifting departments, the employee data that we store under the Personal Attachments goes with each employee. Say we have one supervisor switching to a new department, all the employee information and all that history on the employee is stored and moved right along with that supervisor. It's really a great way to share information.
Beyond getting your paycheck and your W-2's, I think probably the biggest reason why employees have traffic on our site is requesting time-off. Our time off module is our Leave Management product. It allows you to track your accruals-- so your policies, and how your employees are awarded either on a per-pay basis, hourly basis, or a calendar year. It tracks all the accruals for the employee, but then it also gives them access to request time off from those balances. Julie here has 86 hours available that she was awarded. She has no recent activity, but she could look for past activity if she wanted to download her request report. It's still very easy for her to request time off. She enters the request date. Let's say I'm going to take February 2nd off. If I wanted to take an entire weekend off, I could. We have settings available for that or I can simply just take one day. We also have settings on what increments the employee can select from. You can say you can take increments of two hours versus a quarter of an hour. We'll go ahead and say she's taking a half day. I could also enter in the time here as well and then I could also send a note to the approver. My supervisor or my administrator who is approving these hours will receive an email notification once I hit request. This email is going to tell that administrator that, hey, this employee has a Leave Management request, please approve or decline. The employee can see the status any time that they log in, but they will also receive a leave request as well once it's approved or declined. They can always come back here and they can see their current balance based on what had been requested. This is not necessarily a balance that has been paid out. It might look slightly different on their paycheck because this is also incorporating any future request balances-- future requested dates. It's very easy for the employee to use and we highly encourage this product for employees. From the main screen, we can obviously go through a lot of their different tiles. We can also see any Company Alerts that you, as an administrator, might push out to employees.