Employee’s Guide to the Employee Self Service (ESS) Portal

Employee's Guide to the Employee Self Service (ESS) Portal

WELCOME TO THE PIMA COUNTY EMPLOYEE SELF SERVICE PORTAL! ............................................2 USING THIS GUIDE .......................................................................................................................2 EMPLOYEE SELF SERVICE (ESS) REGISTRATION ..............................................................................3 LOGGING INTO EMPLOYEE SELF SERVICE (ESS) ..............................................................................7

Accessing the ESS Portal ................................................................................................................. 7 Portal Welcome Screen................................................................................................................... 8 HOME TAB...................................................................................................................................9 Company Directory ......................................................................................................................... 9 TIME AND ATTENDANCE TAB .......................................................................................................9 PERSONAL INFORMATION TAB...................................................................................................10 Viewing Your Personal Information.............................................................................................. 10 Viewing or Modifying Your Emergency Contacts ......................................................................... 10 Viewing or Modifying Your Addresses (including email addresses) ............................................. 11 Viewing or Modifying Your Phone Numbers................................................................................. 11 BENEFITS TAB ............................................................................................................................12 NEED HELP? ...............................................................................................................................12 CONTACT THE ADP EMPLOYEE HELP LINE ................................................................................................. 12

revised 4/01/2018

102114

Employee's Guide to ESS

Welcome to the Pima County Employee Self Service Portal!

Employee Self Service (ESS) is your secure source for employee-related information anytime and almost anywhere--privately, securely and on-line. Need to view your benefits, verify salary and payroll deposits, or access and update your personal or emergency contact information? It's all here, and much more.

What are the benefits of the Pima County Employee Service (ESS) Portal?

? Convenient: Through ESS, employees are able to view, manage, and update personal, benefits, and payroll information online as well as receive updates on programs and services that are available for employees. Employees have access to eTime for timecards and leave requests and the Internal Career Center (ICC) for job searching within Pima County.

? Reduce Paper: Employees approve time cards electronically. Managers see a reduction in their paperwork by enabling them to run reports and perform certain employee transactions online.

? Immediate Access: Employees have complete and immediate access to their personal payroll information and their W-2 forms all via the web. They can review this information at their convenience 24/7.

Employee Self Service (ESS) ESS is a tool to access and update your information (see below). All employees have access to ESS.

? Personal Data changes ? Home, Mailing and email Addresses ? Emergency Contacts ? Phone Numbers ? Payroll Direct Deposit details ? Tax withholding details ? Benefits system to review and manage life events and dependents ? eTime for timecards and time off requests ? Complete online policy acknowledgements

Using this Guide

Each section of this guide provides the information necessary to make the most of ESS. Here you will find step-by-step instructions and informational diagrams that explain how to access your personal data and benefits selections.

? 2014 Pima County. All rights reserved 102114

Revised 4/01/2018

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Employee's Guide to ESS

Employee Self Service (ESS) Registration

To protect your privacy and ensure that only you can access your personal information, you must register before using ESS.

Before you begin, please have the following information ready. 1. Your first and last name as it is on your Social Security card. 2. EIN with leading zeros (0000123456) DO NOT use SSN 3. Your birth month, day and year 4. Your email address ? Use your Pima County email address if you have one. If you need an e-mail address, Pima County employees may contact the Pima County Network Operations Center (NOC) at 724-8471 or use one of the examples below: This email cannot be shared with another Pima County employee.

Need an e-mail address? An email address is required for ESS registration. Below are a few sites that provide free and easy email accounts that take only a few minutes to set up.

? Gmail provided by Google ? ? Hotmail provided by Microsoft ? ? Yahoo Mail provided by Yahoo ?

5. Mobile phone number (optional)

6. Passwords:

Creating a strong password is important. Use the guidelines below to help you. ? Passwords must be at least 8 characters long ? Passwords must contain at least 1 letter and 1 number. ? Passwords are case sensitive.

It is recommended that passwords contain a mix of upper case and lower case letters and numbers for a strong password. Example: Warrior1

7. Choose 3 questions from table below to answer. The answers to the security questions will help verify your identity in the future. *Please note that each question must have a different answer. ADP will reject a question with the same answer. If this happens to you, just move on to another question.

What was your childhood nickname that most people do not know? In what city was your mother born? (Enter full name of city only.) In what city was your father born? (Enter full name of city only.) What is the first and last name of your childhood best friend? What is the first and last name of your mother's father? (Your maternal grandfather) What is the first and last name of your father's father? (Your paternal grandfather) What was the name of your first pet? What was the first and last name of your maid/matron of honor at your wedding? What was the first and last name of your best man at your wedding? What is the first and last name of your oldest niece? What is the first and last name of your oldest nephew? What as the first and last name of your first manager? What was the first and last name of your first girlfriend/boyfriend? What was the last name of your favorite teacher in your final year of school? What was the first concert you attended? What was the first foreign country you visited?

? 2014 Pima County. All rights reserved 102114

Revised 4/01/2018

3

Employee's Guide to ESS

Accessing the ESS Portal Browser: Internet Explorer or Apple Safari

Apple Safari

To begin the registration process: 1. Go to There should be a picture of the seashore at the top of this page. 2. Click the link "Need an acount? SIGN UP". Complete the steps on the following pages.

3. Enter the registration code. pimacounty-newhire

Click GO.

4. Enter info as below:

pimacounty-newhire

If this is not "Pima County", click Start over. Enter your first and last name.

Select Emplyee ID option and enter your EIN with four leading zeros (0000123456).

Enter your birth month, day and year.

Click Next.

? 2014 Pima County. All rights reserved 102114

Revised 4/01/2018

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Employee's Guide to ESS

5. When the system finds your record, complete the information as prompted. If your name is not being retrieved, make sure it matches your name in Pima County payroll system. Use your Employee Identification Number, EIN, with the leading four zeros. Do not use your social security number. Your full birthdate, month, day and year are required to identify yourself. Call the Pima County ADP Employee Help Line at 520-724-4500 option 2 (Employee Self Service ESS) for assistance.

continue to the next page

? 2014 Pima County. All rights reserved 102114 Revised 4/01/2018

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