Last Update: |
04/23/08 5:07 PM | ||
ESS - Personal Data - Addresses |
ESS | ||
Perform this procedure to set up (or change) Addresses.
Business Process Procedure Overview |
Employee Self-Service (ESS) enables employees to perform their own administrative tasks in support of life and work events.
The Addresses service is located in the 'My Personal Data' Workset in ESS.
Employees will use this service to set up (or change) the following address types: · Permanent Residence - The employee's main address. Employees must have a Permanent Residence for payroll purposes and can only have one active record at a time. Note: if an employee has an in/out of state change for this record, they must also update their Tax Withholding Information. · Emergency Contact - The employee's contact person, address, and telephone number in case of emergency. Employee's can have more than one record. · Mailing Address - The employee can use this if their mail should go to an address that is different from the Permanent Residence. If used, employees can have only one active record at a time. |
Procedure:
1. Start all ESS applications by logging on to the BEACON Portal.
|
2. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
The NCID is used by all NC State employees to access SAP |
R |
Enter value in NCID. Example: zsapxss0001 | |
The employee's system pasword |
R |
Enter value in Password. Example: ******** |
Information: After the initial log-on, there will be no additional log-on prompts to access business functions due to Single Sign-On (SSO).
Information: After the user is logged on, the business packages and tabs on the main page will vary by the user, depending on their roles and authorizations. For example, only managers will see a tab on their screen for My Staff (MSS) when they log on to the portal.
Critical: When using web applications that maintain or create data, always ensure you leave the application (or log off) when you complete your work. This will prevent record locking.
4. After logging on, the user will be defaulted to the BEACON Home Page.
|
5. Click the My Data (ESS) 
tab.
|
Information: The Overview page shows all the available Worksets in ESS. A Workset is a grouping of web applications by functional area (e.g. Benefits, Time Management, etc.).
6. Users can go to the next level of navigation, the Area page, by selecting the Workset in three possible actions. Select the Workset, 'My Personal Data,' by performing one of the following functions:
Activity |
Notes |
|
Select the Workset tab. The Workset tabs are located below the Business Package tab (i.e. ESS, MSS, etc.). |
|
Click the icon for the Workset, 'My Personal Data.' |
|
Click the main hyperlink for the Workset, 'My Personal Data.' |
|
Information: The Area page includes all the associated web applications for that Workset, the links to access the applications, and a short description of each application (if applicable).
7. To go to the Addresses service, click the hyperlink 
.
|
8. To create a new Permanent Residence record, click the 'New Permanent Residence' button.
Information: Only 'New Hire' employees will have the option to create a new Permanent Residence record. After the initial set up is completed, employees will only have the ability to make changes. To make changes, click 
.
|
Field Name |
Description |
R/O/C |
Values |
Identifies country. Accept USA, for United States of America, as the default value. |
R |
||
Abbreviation for "in care of" |
R |
||
The address street name and number |
R |
||
Address line 2 (use only if needed) |
R |
||
City |
R |
||
Code identifying the county |
R |
||
State |
R |
||
Zip Code |
R |
||
Telephone number |
R |
Information: A red asterisk (*) represents a field that is required.
Caution: When maintaining the date fields, please be aware of how the system creates the validity dates of the address records.
· Valid from Today - When this radio button is selected, the NEW record will have a Start Date that is equal to the current date (the day you make the change in the system). The OLD record will be delimited with an End Date that is equal to the previous day.
· Valid as of Future Date - This radio button allows the creation of a future dated record. The user can manually enter the Start Date in the system. The NEW record will have a Start Date of that user-defined date. The OLD record will be delimited with an End Date that is equal to the previous day of the defined date.
If |
Then |
You want to continue and save the Address. |
Click |
You do not want to save the information entered/changed and navigate back to the Addresses overview page. |
Click |
You want to cancel all activity in the Address service and navigate back to the Area page. |
Click |
11. For the purposes of this exercise, click 
.
|
12. To save the Address, click 
.
|
Caution: If you change your Permanent Residence and made an In/Out State change, you must also update your Tax Withholding Information.
If |
Then |
You want navigate back to the Addresses Overview page to display or maintain additional tax withholding data. |
Click |
You want to navigate back to the My Personal Information Overview page. |
Click |
You want navigate all the way back to the main ESS Overview page. |
Click |
14. For the purposes of this exercise, click the hyperlink 
.
|
Information: Once the initial 'Permanent Residence' record is created, the button and option to create a 'New' record is no longer available. However, employees have the option to edit this record and input an effective date for the revised record. See previous note for cautions for dates when creating records in the system. Employees can create a future dated record (e.g. if a move is planned).
15. To create a new Emergency Contact record, click 
.
|
16. Create a new Emergency Contact record by entering the same fields as described in the previous steps.
Information: Use the C/O field to enter the Emergency Contact's name and their relation, for example Samantha Sanders (Mother).
Information: Employees can have more than one Emergency Contact record.
Information: The telephone number is not a required field by the system, but is recommended in case of emergency.
|
|
|
Information: Possible Actions:
· To delete an existing Emergency Contact, click 
. When the 'delete' action is executed, the record will be delimited in the system with an End Date that is equal to the previous day (from the day you make the change in the system).
· To create another Emergency Contact, click .
18. For the purpose of this exercise, create a new Mailing Address record. Click 
.
|
19. Create a new Mailing Address record by entering the same fields as described when creating the Permanent Residence.
Caution: When maintaining the date fields, please be aware of how the system creates the validity dates of the address records.
· Valid from Today - When this radio button is selected, the NEW record will have a Start Date that is equal to the current date (the day you make the change in the system). The OLD record will be delimited with an End Date that is equal to the previous day.
· Valid as of Future Date - This radio button allows the creation of a future dated record. The user can manually enter the Start Date in the system. The NEW record will have a Start Date of that user-defined date. The OLD record will be delimited with an End Date that is equal to the previous day of the defined date.
· Validity Period - This radio button allows the user to define a temporary period for a record.
|
|
Reference: BPP ESS-MyPersInfo_TaxWithholding.doc
Launch WEB HELP
button.
