Overview:
Employee Self Service (ESS) is a Self-Service application created specifically for current MSBSD employees. ESS accesses information from, and stores information in, the Munis HR/Payroll programs. When information is updated in ESS, the updates also occur in the applicable MUNIS programs. ESS provides access to personal information, pay and tax information, benefits, expense claims, and more. This information is accessible via the right-hand menu in ESS, as shown below. Employees access ESS through this website the MSBSD website > Employee Quick Links > Munis Self Serve. Effective March 1, 2016, employees sign into ESS using their Active Directory credentials. To sign out of ESS, an employee clicks his/her name in the top right-hand corner. Select “Log Out.”
Right-Hand Navigation Menu
The right-hand navigation menu is used to navigate around ESS. A user’s location within the system is indicated by the white bar.
- Home navigates to the MUNIS Self Services homepage.
- Employee Self Service navigates to the ESS homepage (p.2).
- Certifications displays any certifications the employee may possess that are relevant to his/her position (p.4).
- Expense Reports lists any expense reimbursements the employee has entered and allows him/her to add new expense reimbursement claims for eligible mileage, travel, and purchases (p.5).
- Employee Notifications
- Pay/Tax Information displays the pay checks an employee has received for specific calendar years. It also expands a menu that allows an employee to view his/her Year-To-Date (YTD) Information, W-2, 1099-R. W-4, Paycheck Simulator, Salary Notifications, Total Compensation reports, and Direct Deposit information (p.6).
- Personal Information lists additional information, including Dependents and Emergency Contacts. Employees can also access their Employee Profiles via the Personal Information menu item (p.11).
- Time Off shows the beginning balance, leave used, and ending balance for each type of leave the employee is eligible to take (p.12).
Employee Self Service
- The ESS Home Page houses an overview of four key pieces of information: Announcements, Personal Information, Time Off, and Paychecks.
- Announcements are posted by Mat-Su Borough School District admin staff and update as needed to communicate relevant information to staff.
- Personal Information lists the employee’s name, address, phone number, and email address, as it appears in MUNIS. To see additional information, click “More” in the top right-hand corner of the Personal Information box. The profile lists additional information, including employee ID, primary work location, hire date, and date of birth.
- Time off displays leave balances as of the employee’s last paycheck. Please note: Time off requests are not entered in ESS. Time off requests are entered and approved in Aesop. ESS merely displays leave balances as of the last paycheck.
- Paychecks display previous paychecks. The numbers are blurred for confidentiality. Click “Show paycheck amounts” in the top right-hand corner of the Paychecks box to view paycheck amounts. Click “Details” next to each pay date to view pay breakdown and deductions. Click the camera icon to view a copy of the paycheck.
Certifications
Certifications lists any relevant certifications the employee has, along with their expiration dates. If a position does not require certifications and/or the employee has no certifications on file with the Human Resourced department, the page will not display anything:
Expense Reports
In Expense Reports, an employee can add new claims and view historical claims. To view additional claim details, click the claim number. To delete an incorrect expense claim, click “delete.” Employees cannot delete reimbursed claims. To copy a claim, click “copy”.
All expense claims are to be entered in Employee Self Service by clicking “Add Claim” in the right- hand navigation menu or by clicking “Add a new claim” at the top of the Expense Reports page. Expense claims are processed in MUNIS and included automatically on the employee’s pay check. Per AR4133, all expense claims must be entered and approved within 90 days of the expense; otherwise, the District is not obligated to reimburse the claim. Instructions for entering new expense claims can be found by clicking the “Resources” icon in the top right-hand corner of ESS.
Employee Notifications
Any Employee Notifications will be posted here. If no notifications exist, the page will be blank.
Pay/Tax Information
When Pay/Tax Information loads, paychecks for a selected calendar year display. Toggle between calendar years by using the drop-down menu next to “Year.”
- Additional menu items related to an employee’s pay/tax are available in the right-hand menu.
- YTD Informationdisplays an employee’s gross YTD earnings and deductions. Toggle between calendar years by using the drop-down menu next to “Year.”
- W-2 displays an employee’s W-2 for a selected year. Toggle between calendar years by using the drop-down menu next to “Year.” To view a copy of the W-2, select “View W-2 image” in the top right-hand corner of the W-2 screen.
- 1099-R forms display when available. If no 1099-R forms are available, the page will be blank.
- 1095-B forms display when available. If no 1095-B forms are available, the page will be blank.
- 1095-C forms display when available. If no 1095-C forms are available, the page will be blank.
- W-4 shows entered W-4 information. To edit these values online, click “Edit W-4 Values” in the top right-hand corner of the W-4 screen.
- Paycheck Simulator allows an employee to model changes hours, rate of pay, exemptions, and deductions to see how it affects a paycheck. To use Paycheck Simulator>, enter new values into fields and click “Calculate.” To perform a new simulation, click “Reset”, enter new values, and click “Calculate” again.
- Total Compensation outlines the employee’s total cost to the District including the total paid compensation and the cost of benefits the employee receives, if applicable.
- Direct Deposit lists the accounts into which an employee’s pay check is deposited on payday. Accounts can be added, changed and deleted on this screen.
Personal Information
- Personal Information loads general information about an employee, including email address, hire date, primary location, employee ID, and more. By clicking “Edit”, an employee can update this information.
- Additional menu items related to an employee’s personal information populates in a top menu.
- General is the information that initially loads.
- Contact provides employee contact information.
- Dependentslists any dependents the employee has.
- Tax Form Delivery shows how W-2s and 1095s are delivered.
Time Off
Time off displays leave balances as of the employee’s last paycheck. Please note: Time off requests are notentered in ESS. Time off requests are entered and approved in Aesop. ESS merely displays leave balances as of the last paycheck.
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