Salon Associate & Salon Leader Self Service User Guide

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1 Salon Associate & Salon Leader Self Service User Guide 1391

2 Table of Contents Table of Contents... 2 Introduction... 3 Accessing Self Service... 4 Salon Associate Self Service... 6 Address Change... 6 PTO Balances... 8 Tax Withholding Change... 9 Direct Deposit Direct Deposit Setup Benefits Employment & Personal Information Stylist License Information Benefit Life Event New Hire Ratner Learning Academy Salon Incident Salon Leader Self Service Direct Reports Validating Stylist License Information Associate Dates Pay Rate History Position Request Important Note: At times you will be temporarily locked out of Address, Direct Deposit and W4 Changes, while payroll is running. The lockout may last for a couple of hours but once payroll is complete you will be allowed to access those screens again. 2

3 Introduction What is Self Service? Self Service provides Salon Associates with online access to view personal information such as benefits, pay check history and PTO balances. How do I access Self Service? Self Service can be accessed from your office or home computer. In Office or Home User Name & Password - Use your Employee Number and the password will be the last four digits of your Social Security number. If you encounter problems, please contact How do I logout of Self Service? You must use the Logout button when exiting Self Service. Please do not select the X on your browser to exit because this does not close your Self Service session. The Logout button is located in the top right-hand corner of the screen. Please DO NOT USE the Click on your user name and then select Sign Out. Can I change my password? It is strongly recommended that you change your password the first time you access Self Service. When you first access Self Service, the Password Reset button will appear on the Navigation Panel. Select the Password Reset button, which will open a smaller window that is used to change your password. Important Note: PASSWORD MUST BE 6-8 CHARACTERS AND INCLUDE AT LEAST ONE NUMBER. Select the Bookmarks drop down and then select the Password Reset button, which will display a Password Reset button. Who do I contact if I need help or have problems logging in to Self Service? If you encounter problems, please contact the Help Desk at

4 Accessing Self Service The following provides an overview of the Self Service Portal window and navigation instructions. Access Self Service: In Internet Explorer go to Clicking on the Bookmarks drop down will display all the features you have access to update and view. Access to these features varies based on your role. Associate Self-Service Leader Self-Service Instructor Password Reset 4

5 Salon Associate Self Service Address Change It is quick and easy to change your address directly online following the simple instructions below. To change your address, select the Home Address button on the Navigation Panel Step 1: Enter Effective Date for Address Change. Step 2: Enter Address on Home Tab then select Supplemental Tab and enter address once more. Important Notes: Date cannot be in the future. County is a required field. Step 3: When you are finished entering your address, select Update. 6

6 Address Change Continued After selecting the Update button, you will receive an Update Complete Message. Important Note: Address Changes take effect immediately Additional links will appear allowing you to make other changes that may apply due to a change of address. Important Note: Instructions for each link are covered in detail in this User Guide. Please refer to Table of Contents. 7

7 PTO Balances To view your current PTO balances, select Associate Self-Service menu, then select the PTO Balances. Select the PTO Balances button on the Navigation Panel to open window. Your Available and Reserved Time will display. To view your PTO transactions click on the drop down arrow next to Available Time. Click here to view your PTO accrual and usage 8

8 Tax Withholding Change You can make the following Tax Withholding changes through Self Service: add or change Additional Withholding, change Federal and/or State Filing Status and Allowances. The steps below will help you through the process. Select Tax Withholding Step 1: Click on drill down icon next to the description to select the Tax that you wish to update. 9

9 Tax Withholding Change Continued For example, if you select the Federal Tax Withholding, the window below will open. Optional Step 2: Change your Filing Status by selecting one of these options. Optional Step 3: Change Allowances and/or Add or Change Additional Withholding in these fields. Step 4: When you are done, please select Continue at the bottom of the page. Need Help Select the W-4 Instructions button for assistance completing the form. After you select Continue the following window will appear. You must select Update to complete the change. Important Note: Tax Withholding Changes take effect immediately. Step 5: Click Update authorizing tax changes. 10

10 Tax Withholding Change Continued Important Note: Please read the message that appears above the Update button: Under penalties of perjury, I declare that I have examined this certificate and to the best of my knowledge and belief, it is true, correct, and complete. By selecting Update, you are authorizing Ratner to apply Tax Withholding changes. After selecting the Update button, you will be returned to the original window. Your changes will be displayed on the form. Follow the same steps to change State Tax Withholding. Direct Deposit PLEASE carefully read the following before adding or stopping your Direct Deposit: New Hires and Rehires Ratner offers two methods by which to receive pay, Direct Deposit or Pay Card. To avoid being paid via Pay Card, please set up your direct deposit information as soon as possible. If you have been receiving pay via Pay Card and decide to change to direct deposit, you will receive 2 to 3 live checks before your pay begins to be deposited into your bank account. Your Pay Card can only be stopped after setting up direct deposit. If you elect in Self Service to stop your Pay Card without setting up direct deposit, your action will not be processed and your Pay Card will continue to be funded. Before you get started, below are a few helpful hints: What is Effective Date? The Effective Date is the date on which you are making a change. Enter today s date in the Effective Date Field. Changes made on this screen may or may not be reflected on your next paycheck, depending on your payroll cutoff. Please remember to allow time for the prenote process with your bank. This process usually takes about 2 3 payroll cycles to complete. What is the Prenote Process? Once your bank account information has been entered, there is a prenote process to verify the account with the receiving bank before money is funded to that account. check. It is also referred to as an ABA number or Transit Routing number. The account number is printed next to the routing number on the bottom of your check. 11

11 Important Note: Sometimes the numbers on checks and deposit slips differ, so it is important that you determine the routing and account numbers by looking at one of your personal checks (rather than a deposit slip). If you are opening an account with a credit union or a savings account, we suggest you confirm the routing and account numbers with that bank. In the Bank field, please select a bank from the dropdown. You may search for your bank by name or routing number. The routing number is a unique number that is assigned only to your bank. Once you select your bank, the name and routing number will automatically default into the form. Important Note: If you cannot find your bank routing number from the dropdown, please fax your change to the Payroll department (703) or (703) What is Type of Account? Please enter Checking or Savings in this field. Typically, if you can write checks against an account, it is a Checking account. With a Savings account, you do not write checks against it and, generally, use deposit or withdrawal slips only. What is Deposit Amount/Percent? Deposit Amount is used to specify a flat dollar amount whereas Percent is to specify a percent of net pay to deposit. Important Note: If you are setting up a default account, you must specify 100% of net. If you want to deposit a percent of your net pay into an account, select Percent and type the number indicating the percent to be deposited. You do not need to type the percent sign. If you want to deposit a flat amount into an account, select Amount and type the amount that should be deposited into the account. You do not need to type the amount sign. If the deposit amount is a whole number, you do not need to type the decimal point. What is a Default Account? If you want your net pay to be distributed into one or more accounts, you will need to have at least one default account designated at 100% for anything leftover after all other distributions have been made. A default account is like a safety net and it ensures that all of your pay is designated to a bank account What is the limit on number of Direct Deposits? You may add up to 10 accounts. Direct Deposit Setup Follow the below steps to setup, stop or change your Direct Deposit. 12

12 Important Note: To setup a Direct Deposit, you will need your bank routing and account number. You may add up to 10 accounts. Step 1: Select Add when you are ready to setup Direct Deposit. Step 2: After you select Add button, select if you want your entire check deposited or just a partial amount. Step 3: After you select Add the Authorization window will open. If you agree to the terms, please select I agree with above statement to continue. 13

13 Direct Deposit Setup Continued Step 6: In the Description field, type Checking or Savings. Step 5: Select the to open dropdown containing list of banks. Search for your bank by name or routing number then select. The bank will default into field and display routing number in left corner of form. Routing number will display here after selecting the bank in the Bank field. Step 7: Enter your account number in this field. Step 8: Select Checking or Savings. Step 9: Once your bank information is entered, please select Update to complete setup. Important Note: Your change may take several payrolls to take effect. 14

14 Direct Deposit Setup Continued In the example above, the entire check will be deposited at 100%. If you are depositing an amount, there will be an additional field to enter the amount or percent of net. After selecting Update, you will be returned to this screen. Your direct deposit will be displayed in window. If you need to close your account, select Close Account. Benefits Select Benefits to open a smaller Navigation panel with several benefit options. Important Note: New Benefit Enrollment is outlined in a separate section. There are several options available under the Benefits button. You can view Handbooks, Plan Descriptions, your Dependents, add Beneficiaries or list of your Current Benefits. You can also add Beneficiaries and/or Dependents. In addition, there is a link to assist New Hires with their Benefit Enrollment and a link to Prudential or 401k enrollment. Please see New Hire section for further details. 15

15 Add your Beneficiaries. Only applicable if you are enrolled in CHC, 401k or Life Plans Employment & Personal Information To view Employment or Personal Information, follow the instructions below. Select Employment on the Navigation Panel to view Job Profile and Address, if available. 16

16 There are several options under Personal Information. Select Personal Information on the Navigation Panel to open a window to view: Stylist License information Dependents Emergency Contacts Ethnicity Preferred Name Personal Profile Veteran Status Stylist License Information Select Stylist License Under the Personal Information to update stylist license information Step 1: Click Add button to enter Stylist License Information Step 2: Click Certification dropdown to select state Step 3: Select state from listing 17

17 Step 4: Enter License Number Step 5: Enter Date Acquired Step 6: Enter Renewal Date Step 7: Hit the Update Button You should now see your Stylist License Information. Important Note: Once you ve entered your Stylist License information, make sure to give your Leader a copy of your license so they can confirm the license information you entered. 18

18 Pay Information To view pay information, select Pay Information to open smaller Navigation Panel. Under Pay Information, you can view your Pay Checks, Pay Rate History and Year to Date Wages. The following options are available under Pay Information: Select Pay Information to open a smaller Navigation panel. Average Hourly Rate View & Print Pay Stub View Pay Rate History View & Print Year to Date Wages/Deductions W2 s Select Average Hourly Rate to view your current Average Hourly Rate. To view pay check information, select Pay Checks on the Navigation Panel to open window. You will have access to view and print your pay checks for last 12 months. Follow the steps below to access your Pay Check information. 19

19 Select Pay Checks to view your payments for the last 12 months Your paychecks will appear in the window, with the latest check appearing first. The Pay Check Date will appear in blue. Select the Pay Check Date to view pay check detail, which will open in a new window. Important Note: If you see a check with a negative - sign this means that the check was voided. An example is in the above screen shot. Select Payment Date to display details. Select Printable Pay Stub to print selected payment. Select Pay Rate History to access your Pay Rate History. Select a through date and hit the continue button 20

20 Pay rate history will display with effective date, rate, annual salary and percentage change. ued To view year to date wage and deduction totals, select Year To Date. Follow the steps below to access your Year To Date Wage and Deduction Totals. You will be able to select the year of wages you wish to see from the drop down. Select Payment Details to view payments that are included in Year to Date Totals Year To Date Wages and Deductions for the year that you selected will be displayed 21

21 W2s instructions can be found under Self Service User Guide. Click W2 User Guide for information on how to access your W2 information Benefit Life Event You may make benefit changes through Self Service in the event of a qualifying Life Event Change, which would be an Adoption, Birth, Marriage, Divorce, or Spouse Employment. The steps below will walk you through the process. Before we begin, there are some important things to consider: You must report Life Event Changes within 30 days Mail or fax a photocopy of applicable document (i.e. adoption document, divorce decree) to: Attention: Benefits Department Ratner Companies 1577 Springhill Rd Suite 500 Vienna, VA Fax (703) or (703) Your benefit change will not take effect immediately pending approval from the Benefit Department. The effective date of the change may be modified or delayed if you do not provide the required documentation. Questions? Call the Help Desk at

22 Benefit Life Event Change Below is an example of Adoption Life Event Change. Follow these steps or similar steps for all Life Event Changes: Select Life Event to change benefits due to Life Event change. Important Note: Each Life Event is setup to automatically move you through the screens based on the event. 23

23 Benefit Life Event Change Continued Indicates Required Fields Important Notes: Placement Date: The time at which the child comes to live with the adopting parents. Adoption Date: The date that the Adoption was finalized Step 3: Click Update when you are done entering information. Step 1: For an Adoption Life Event Change, Enter the Dependent information: Name, Birth Date, Adopted Date, Placement Date, Social Security Number, Type of Dependent, Relationship, Address & Gender. Step 2: Click on the dropdown to select value for fields. Step 4: After hitting the Update button, your dependent will be displayed in the window. Step 5: Select Close to continue through the Life Event Change. 24

24 Benefit Life Event Change Continued After you select Close, this window will open. Based on the event there will be a list of links on this form. You may change any or all information contained on the links based on your event. Once you complete the changes for each link, you will be returned to this window allowing you to select the next option, if applicable. Step 1: Select Benefits to change benefits based on your adoption. Important Note: Please carefully read the Life Event Message before selecting Continue. If you have exceeded the time limit for making Life Event Change you will receive a message: EOI exceed 60 day limit in making Life Event Change. Step 2: Carefully read the message for the Life Event Change, which includes important instructions. Once you have read the message, select Continue to continue through the enrollment process. 25

25 Benefit Life Event Change Continued After you select Continue, this window will open. Displayed to the far right are your current benefit elections that you may change based on the Life Event. Step 3: Select Continue to change benefits due to Life Event Change. Before you are given the option to change your benefits, you will first review your current benefits. When you are ready, select Continue to move to the next screen. Important Note: You will repeat this step with each type of benefit: Health, Dental, Life, Spouse Life, Dependent Life, etc. Step 4: Select Continue to change benefits due to Life Event Change. 26

26 Benefit Life Event Change Continued After you select Continue, the window below will open. Your Current Benefit will be displayed here. You will receive a similar screen for each benefit that you are currently enrolled in. Select your option on each screen to continue through the enrollment process. Step 6: When you have made your selection, select Continue. Step 5: Select your new option based on the Life Event Change. In this case, you would add a Dependent due to an Adoption. Important Note: After you have completed all changes, you will be provided a Summary Page of your elections. Please review Did you make a mistake or miss something? If so, select Make Changes to change enrollment. Step 7: If the information is correct, select Continue. Did you make a mistake or miss something? If so, select Make Changes to change enrollment. To exit and stop benefit changes that you have entered, select Exit. You may make elections later 27

27 Benefit Life Event Change Continued Choose OK to keep these benefits. If you are not sure of the elections that you have made, select Cancel and then choose Exit and make elections later. Step 8: Select OK to keep your new benefit elections. Important Note: If you need to make changes after selecting OK, please contact the Benefits Department. Optional Step 9: Would you like to print a copy of your changes? If so, select Yes to print or to your elections. 28

28 Benefit Life Event Change Continued Step 10: Select Continue to return to Life Event Link screen. Life Event Benefit Enrollment is complete. Continue with other changes by clicking on the links, if applicable. It is not required that you change all that is listed. Important Note: Do not forget to mail or fax a photocopy of the applicable document (i.e. adoption document) to the Benefit Department. The document must be received before benefits are updated and take effect. 29

29 New Hire Welcome to Ratner! If you are a new Associate, you will find all the options that you need in one convenient place under New Hire. You will have the option to change your Tax Withholding, setup Direct Deposit, add Dependents, Emergency contacts, enroll in Benefits, view Employment and Personal information. The following steps will walk through the New Hire options in Self Service. Important Note: Before beginning your benefit enrollment, you will need to setup your dependents and/or spouse, if applicable. Dependent setup is under Personal Data on the Navigation Panel. Select Payment Setup on the Navigation Panel to change your Tax Withholding or setup Direct Deposit. Please see instructions for Tax Withholding on page 7 and Direct Deposit on page 10. Select Benefits to view options. See next page for details. Select Work Information and Personal Data on the Navigation Panel to view information. Very Important Note: Before you begin your benefit enrollment, please first enter spouse and dependents, if applicable. Setup your dependents under Personal Information on the Navigation Panel. For help in setting up dependent and/or spouse, please follow the setup instructions that begin on page 22 (the Life Event Adoption example). 30

30 New Hire Continued Once eligible for benefit enrollment, follow the steps below: Step 1: Select New Hire Enrollment on the Navigation Panel to enroll in benefits. The below screen will open. Select Benefit Handbook or Benefit Plan Descriptions to review. Listed on this screen are the benefits in which you will have the option to enroll or waive. Step 2: Select Continue to start the enrollment process. 31

31 New Hire Continued You will receive a similar screen for each benefit that you are eligible to enroll in. Select the benefit election then select option to continue through the enrollment process. Step 3: Select your Health Plan. Step 4: Select Continue Important Note: You will repeat this step with each type of benefits: Health, Dental, Life, Spouse Life, Dependent Life, etc. Step 5: Select Option: EE for Employee, Family, EE & Spouse or EE & Children Step 6: Select Continue 32

32 New Hire Continued Important Note: After you have completed your changes, you will be provided a Summary Page of your elections. Please carefully review. To exit and stop benefit enrollment, select Exit. Step 7: If the information is correct, select Continue. Did you make a mistake or miss something? If so, select Make Changes to change enrollment. Choose OK to keep these benefits. If you are not sure of the elections that you have made, select Cancel and then choose Exit and make elections later. Important Note: If you need to make changes after selecting OK, please contact the Benefits Department. Step 8: Select OK to keep your new benefit elections. 33

33 Optional Step 9: Would you like to print a copy of your changes? If so, select Yes to print or to your elections. Ratner Learning Academy For more information on the Ratner Learning Academy please click on Ratner Learning Academy and then go to the Training User Guide. 34

34 Select Training User Guide to review User Guide. Salon Incident To report any work incident, client incident or auto accident please, click on Salon Incident and select the appropriate report. Complete all necessary fields with a red asterisk (*) then hit submit. Select Salon Incident Report for any work or client incidents Select Auto Incident Report for auto incidents 35

35 Salon Leader Self Service What is Leader Self Service? Self Service will provide Leaders with online access to personnel information for their Direct Reports, such as Pay Rate History, Emergency Contacts, and PTO Balances. If the Leader has Direct Reports with Direct Reports, the Leader can view information for those associates as well. How do I access Leader Self Service? If you are a Leader with Direct Reports (Salon Associates), you will have access to both Associate and Leader Self Service in the Navigation Panel when you sign in. Please see screen below. This is Leader Self Service with your Direct Report s (Salon Associates) personnel information. Direct Reports Leaders can view information about their Associates. The system will list Associates hired within the last 90 days as New Hires. Step 1: Select Drill Down button to view detailed data. Select Direct Report name to display employment profile. Select link to see Emergency Contacts for Direct Report. Select to view information on your Indirect Reports. 36

36 Step 3: Select Back button to return to main page. Step 2: Select link to open a smaller window to view information. For example, you will have access to your Direct Report s Salary History, PTO balances, Personnel Action History, Position History, Earnings, Employee Dates, and Address. Validating Stylist License Information Step 1: Select the Drill Around button The screen below will open. 37

37 Step 2: Select Certifications link. The window on the next page will open. Step 3: Compare the Stylist information that appears on the screen to the copy of the Stylist License that was provided to you. If the information is incorrect, have the Stylist go in EMSS and update their information. Associate Dates Your direct reports and related dates are displayed. The length of service calculation is the elapsed time between today's date and the employee's adjusted hire date. View Birthday, Hire Date, Adjusted Hire Date and Length of Service for your Direct Reports. 38

38 Pay Rate History Your Direct Report Pay History is displayed. Step 1: Select Direct Report from the dropdown. Step 3: Select Continue to view history. Step 2: Using dropdown select Through Date. Pay Rate History will display up to through this date (not past this date). View Pay Rate History by effective date. The screen will display rate of pay and annual salary for the Direct Report that you selected. 39

39 Position Request Please fill out all the required (*) fields below and hit submit. If the Salon/Department or Job Title is not found, please contact the Recruiting Department Leader Self Service is complete Enjoy using Self Service! If you encounter problems, please contact the Help Desk

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