The Employee Portal Setup and User Guide

Introduction

The Employee Portal is a Web-based portal that offers employees access to their payroll information via the Internet. Through the portal, employees can

The Employee Portal can be used on tablets and mobile devices.

Our applications are designed to leverage the features of the most current browser versions. For the best possible experience, we recommend that you use one of the browsers listed below.

Security

Prior to setting up employees and companies to use the Employee Portal, security rules and settings must be established. Security is set up at different levels for various user functionality.

HR Administrator Level

There are three separate functions that HR personnel perform when administering evoBenefits. Each function requires a slightly different user setup:

To get started

  1. Go to Admin – Security – Users.
  2. Select the User and click the Details tab.

User Receiving Enrollment-Related Emails User Setting Up Benefits User Approving Benefits

No special user rights required

On the Menus permissions screen: enable Access to the Company menu On the Menus permissions screen: enable Access to the Company menu

Enter an email address and select Yes in the HR Personnel field.

On the Screens permissions screen: enable Access to all Benefits screens, with the exception of Enrollment Approval On the Screens permissions screen: enable Access to Benefits Enrollment Approval
  On the Functions permissions screen: enable Access to the ability to define Benefits Enrollment. On the Functions permissions screen: Access to the Ability to approve benefits enrollment

Service Bureau Level

First, the service bureau establishes a security level to which all of the company employees will be subject upon login. This is established at the Service Bureau level.

  1. Go to the SB Admin – Service Bureau – Flags & Settings screen.

  1. Complete the information in the Security section to establish security rules and requirements.

Password Duration - select the number of days before the password must be reset from the dropdown list.

Enhanced Security – select the level of security required upon login for each user. The table below describes the levels and their requirements.

Security Level Requirements
Low
  • Users only need a password to login
  • Users must set up three questions/answers on the Setup up Security Questions screen
  • Forgot password functionality is available.
Medium
  • Users need a password to login
  • Users must set up three questions/answers on the Setup up Security Questions screen
  • Users are asked to define two additional security questions/answers for an extended login
  • Forgot password functionality is available.

High

 

  • Users need a password to login
  • Users must set up three questions/answers on the Setup up Security Questions screen
  • Users are asked to define two additional security questions/answers for an extended login.
  • Forgot password functionality is NOT available.

Note: If, after one attempt the user is unable to answer security questions correctly, the system redirects the user to the first login screen where the user must begin the login process again.

Note: If, after the third attempt the user is unable to answer security questions correctly, the system blocks the user’s account and s/he must contact the service bureau to have the password reset.

Minimum Password Length – select the minimum length of characters required for passwords if applicable.

Employee Access Level

Access can be set up for each employee on the Employee - Employee - Self Serve tab in evolution. For more

information, refer to the Employee Setup section in this document.

Setup

There are setup requirements at several levels that must be managed:

Setting up E/D Codes

E/D Codes that are used for benefits are created at the Client level, and copied to the Company level. The table below describes commonly-used E/D Codes with evoBenefits, and identifies special setups.

E/D Code Description
DL (Section 125 Cafeteria Plan Insurance) Health Insurance
DL (Section 125 Cafeteria Plan Insurance) Dental Insurance
DL (Section 125 Cafeteria Plan Insurance) Vision Insurance
DL (Section 125 Cafeteria Plan Insurance) FSA
DL (Section 125 Cafeteria Plan Insurance) Life Insurance
D5 (HSA Single) Single HSA
D6 (HSA Family) Family HSA
DN (Standard Deduction) Health/Dental/Vision Post Tax
DV (Section 125 Cafeteria Plan Dep Care) Dependent Care
M4 (ER Insurance Premium) Employer-Paid Benefit
MA (ER HSA Single) Employer-Paid HSA Single
MB (ER HSA Family) Employer-Paid HSA Family

 

  1. Go to the Client - E/Ds screen.
  2. Select and open the client from the left-hand side of the screen.
  3. All E/Ds already created for this client are listed on the right-hand side of the screen.
  4. Click the Plus sign in the toolbar to create a new record.


Note: For detailed information about creating E/Ds, refer to the Creating E/Ds document on WebHelp.


  1. Select the Code Type DL.

Result: The Description Section 125 Cafeteria Plan Insurance is automatically filled in.

  1. Change the Description to match the benefit being set up (Health, Dental, Vision, FSA or Life Insurance).
  2. Assign the new E/D Code from the service bureau’s list of E/D Codes.
  3. Click the check mark and the commit button in the toolbar to post and commit changes.

Client / Company Setup

A company must have the access levels for any of the Self Serve options (EE Info, Time Off, or Benefits) set to Full Access or Read Only to have access to the Self Serve tab on the Employee - Employee screen.

  1. Go to the Company - General - Company Info - General Business tab
  2. Select the Access levels to be granted to company employees in the Self Serve & HR section in the lower right corner.

Note: Settings in the Self Serve & HR section can be copied to other companies. 1) Right-click on the setting in the tile and select Copy To. 2) Select the company(ies) to which to copy the setting. 3) Click Copy. 4) Click Copy to All to update the setting for all companies.


EE Info

No - employees will not see any of their personal information in the Employee Portal

Read-only - employees can view their payroll information but will not be able to request edits in the Employee Portal

Full Access - employees can see and request edits to their payroll and W-4 information.

Time Off

No - employees do not see any of their time off information in the Employee Portal

Read-only - employees can view their time off information but will not be able to request edits in the Employee Portal

Full Access - employees can see and request edits to their time off information

Benefits

No - employees do not see any of their benefits information in the Employee Portal

Read-only - employees can view their benefits information but will not be able to make elections in the Employee Portal

Full Access - employees can see and request edits to their benefits elections in the Employee Portal (during Open Enrollment and/or a Qualifying Event Enrollment.)


Note: Once these settings are assigned to the company, all new employees entered into evolution will default to these settings. For information on updating existing employees, see the Employee Setup section of this document.


The Table below describes how each combination of the access levels affects how employees may utilize the corresponding areas in the Employee Portal. EE Info must be set to Read Only or Full Access in order for employees to access the Employee Portal.


Note: Access levels can also be set by employee. For additional information on setting access levels by employee, see the Employee Setup section in this guide.


Employee Portal Group Setup

Employee Portal Groups are established and assigned Managers, without whom the submission and approval process would not be possible. Employee Portal Managers approve changes submitted by the employees in their group(s).

  1. Go to the Company - Benefits - ESS Group Assignment screen in evolution.
  2. Select the company and click the Group Assignment tab to view the defined Employee Portal Groups, if any.
  3. Click the plus sign in the toolbar to create a new record.
  4. Enter the Group Name and Group Type.

Group Name: descriptive name of the group

Group Type: Personal Info or Time Off option


Note: Separate ESS Groups must be created for employees to submit Personal Info changes or Time Off requests to a manager; therefore, every department or group should have two ESS groups: 1) Personal Info and 2) Time Off Requests. . ** Each group name must be unique (even if it may be Client Services – Personal Info and Client Services – Time Off – change the names slightly, for example Client_services)


  1. Click Post and Commit. The new Employee Portal Group is added.
  2. Repeat until all groups are created.
  3. After the final entry, click the Manager Assignment tab.

Result: the Group highlighted on the Group Assignment tab is displayed on the Manager Assignment tab.


Note: Employees and managers must have a valid email address entered on the Employee - Employee - Address tab in evolution.


Manager Assignment

The employees must be assigned to a group, and there must be a manager with rights to approve the process for the employee. Those employees selected to be managers for the groups are assigned here. The two group permissions assigned are based on the Group Types, Personal Info and Time Off. The same manager can be assigned to more than one group.

  1. Click the Manager Assignment tab.

Result: the Group highlighted on the Group Assignment tab is displayed.


Note: All available D/B/D/T levels are displayed for the company, including hidden ones.


  1. Select a D/B/D/T level if applicable.

If a D/B/D/T level other than Company is selected, a selection grid opens to the right of the D/B/D/T Level dropdown list.

  1. Select the employee(s) to be assigned Employee Portal Manager. Press and hold the CTRL key to select multiple employees.
  2. Click Add to move Available Employees to the Assigned Employees list.

To remove an employee from the Employee Portal Manager list, select the employee from the Assigned Employees list and click Remove.

5. Click Post and Commit.

6. Repeat until a manager is assigned to all of the groups.

7. Click the Employee Assignment tab.

Assigning an Employee to a Group

Once the groups are created and a manager has been assigned to the groups, employees must be assigned to the groups to which their managers are assigned.

  1. Select the first group to which employee(s) will be assigned on the Company – Benefits – ESS Group Assignment – Group Assignment tab.
  2. Click the Employee Assignment tab.
  3. Select a D/B/D/T Level if applicable.

If a D/B/D/T level other than Company is selected, a selection grid opens to the right of the D/B/D/T Level dropdown list from which to select the level.


Note: All available D/B/D/T levels are displayed for the company, including hidden ones.


  1. Select the employee(s) to be assigned to the Employee Portal Manager's group from the Available Employees list. Press and hold the CRTL key to select multiple employees.
  2. Click Add to move Available Employees to the Assigned Employees list.
  3. Repeat until employees are assigned to all of the groups.
  4. Click Post and Commit.

Once the groups have been set up, an employee’s group assignment can be managed individually on the Employee – Employee – Self Serve tab.

Employee Setup

Once the client / company are set up, the service bureau must set employees up for the Employee Portal prior to them logging into the portal for the first time.

  1. Go to the Employee - Employee - Self Serve tab in evolution.
  2. Update Access Level Settings.

Note: Access Levels can be copied from one employee to others within the same company using the Copy feature. 1) Right-click in the Access section and select Copy To. 2) Next, select the employee(s) to which to copy the Access Levels settings.


  1. Create a Username and Password.


Note: Leave the Username and Password fields blank to let employees set up their own usernames and passwords using New User Registration. See the "Logging into the Employee Portal" section of this document for additional information on New User Registration.


EE Info

No - employees do not see any of their personal information in the Employee Portal

Read-only - employees can view their payroll information but cannot request edits in the Employee Portal

Full Access - employees can see and request edits to their payroll and W-4 information.


Note: For access to the Employee Portal, the Access Level for EE Info must be Read Only or Full Access. The Time Off and Benefits Access Levels work independently. The table in the Client / Company Setup section of this guide describes all combinations of settings.


Time Off

No - employees do not see any of their time off information in the Employee Portal

Read-only - employees can view their time off information but cannot request edits in the Employee Portal

Full Access - employees can see and request edits to their time off information

Benefits

No - employees do not see any of their benefits information in the Employee Portal

Read-only - employees can view their benefits information but cannot make elections in the Employee Portal

Full Access - employees can see and request edits to their benefits elections in the Employee Portal (and/or a Qualifying Event Enrollment.)


Note: if an employee’s Status changes from Active to any other status their Access levels automatically change to Read Only. If the Access Levels were previously set to Read Only or No, they remain unchanged.


User Name - defined by the service bureau, company, or employee user names must be unique for each user in the Employee Portal

Password - created by the user, company, or service bureau

Unblock Account - If a user incorrectly answers their pre-defined validation questions three times, their account is blocked. A user with access must unblock the account via this feature. A pop-up opens with a temporary password provided to the user. An override temporary password may also be given. Once the user provides the temporary password, they are prompted to establish a new long-term password and to re-define their validation questions.

Email - email address used to update the employee regarding change requests (EE Information and Time Off) as well as password changes

Benefits Email - email address used to notify the employee of benefits-related items. If this field is blank the standard email address is used.

Time Off Requests and Balances Setup

An active Time Off Accrual plan must be set up for a company for employees to view their time off balances and submit time off requests via the Employee Portal. To enable,

  1. Go to the Company - Company General - Company Info - Payroll & Employees tab in evolution.
  2. Select Yes in the Time Off Accrual field.

  1. Click the check mark and the commit button in the toolbar to post and commit changes.
  2. Create a Time Off Accrual plan on the Company – Benefits – Time Off Accrual screen.

For additional information about creating Time Off Accrual Plans, see the Time Off Accrual – User Guide in WebHelp on evoConnection.


Note: The employee permissions set up for the Employee Portal are for the employees only. If the employee is a manager, these same permissions control their own access to the portal independent of manager functions. It is possible for a manager to have permission to approve time off requests but have read only access to their own information.


Additional Setup

Once the groups have been set up, add the employees’ Group Assignments on the Employee – Employee – Self Serve tab, to enable them to submit Time Off Requests and Personal Info changes.

Logging into the Employee Portal

To log into the Employee Portal,

  1. Open a Web browser and enter the URL provided by iSystems for access to the Employee Portal.

Result: The Login screen opens to the Secure User Login tab.

  1. Enter the Username and Password.
  2. Click Sign in.

Note: Service Bureaus with security set to medium or high are required to answer Security Questions.


New User Registration

New Employee Portal users who were not previously set up in evolution with a username and password must set up their login information prior to accessing the portal.

  1. Click the New User Registration tab.
  2. Complete the required fields.
  3. Complete the required Pay Information from the most recent Pay Stub.

  1. Complete the information in the Required fields.
  2. Click Register Me.

  3. If the user has forgotten his/her password, click I forgot my password.

  4. Follow the steps to reset the password.


Note: to reset a password if the employee has forgotten the answers to the security questions, in evolution go to the Employee - Employee - Self Serve tab. Change the password, post and commit.


Dashboard

The information displayed along the top of the Dashboard screen is part of the Header.

Company Logo

To customize the Header by adding the Company Logo, send the logo artwork to iSystems. Once here, it goes into a Config file as part of an on-boarding file.

Employee Identification

The employees’ first and last name displays in the header when logged into the Employee Portal.

Navigation Buttons

There are several buttons in the upper right corner of the Dashboard used to navigate the application.

 

Menu Buttons

The Menu buttons include buttons that coincide with the tiles (sections) on the Dashboard.

Other key buttons and symbols that users may see include

Dashboard Features

Your Info

  1. Click the Your Info button in the Menu or the Ellipsis on the Your Info tile to open the Current Info screen.
  2. Employees with Full Access can edit this information and submit it for approval.
  3. Click Update Info at the top of the Current Info screen

  1. Update the information as needed.

  1. Click the Save button in the Navigation pane on the left-hand side of the screen when the update is complete.

Result: A message is sent to the Manager, advising him/her that a Personal Info Change has been submitted.

  1. Click the Current Info link to return to the Current Info screen.

Pay

The Pay tile displays the employees’ last three check stubs as well as the most recent annual tax form generated for the employee.

  1. Click the check date to display and download the paystub for that check date.
  2. Click the eye button next to the check date to display the gross amount for that check.
  3. Click the W-2 link to display and download the most recent W-2.

  1. Click the Pay button in the Menu or the Ellipsis on the Pay tile to open the Pay screen directly.
  2. Select the Year on the left-hand side of the screen to display Pay Statement and W-2 information for that year.
  3. Click the Check Date to display the Paystub for that check date.

 

  1. Use the buttons on the left to zoom in and out.
  2. Click Save to download and save the pay statement.

  3. Click the W-2 link to display the most recent W-2 for the time period selected.

  4. Click Save to download and save the W-2.

Resources

  1. The Resources tile provides links for employees to access information about company benefits quickly and easily. Click the link to go to the screen set up for the resource.

  1. Click the Resources button in the Menu, or the Ellipsis button on the Resources tile to open the Resources screen.

Time Off

The Time Off screen shows the Time Off request history for the employee.

  1. Click the Time Off button in the Menu or the Ellipsis on the Time Off tile to open the Time Off screen.

Result: The Time Off page displays the types of Time Off that are available to the employee, based on the companies’ Time Off Accrual setup.

  1. Click the Time Off type on the left-hand side of the screen to display the Balance, Pending, Accepted, Denied, and Used time off for each type.

Submitting a Time Off Request

To submit a Time Off Request

  1. Click the large plus sign at the bottom of the Time Off tile on the Dashboard or at the top of the Time Off screen.
  2. Select the type of Submitting a Time Off Request
  3. Select the Start Date and End Date of the time off period.

Once the dates are entered, the days are listed in the list on the right, where the hours can be edited as needed. Each date is listed on a separate line and totaled at the bottom.

  1. Enter the Hours per Day requested.
  2. Select the Include weekends checkbox if the time request includes weekend days that would normally be worked.
  3. Enter any notes, if necessary.
  4. Edit hours on the right side of the screen, if applicable.
  5. Click Save to submit to your manager for approval.

Result: The manager receives a message, and your request is added to the total number of requests awaiting approval.

Messages

Two Messages are viewable for all employees in a company. Messages in the Employee Portal can only be added to or updated by Managers.

Benefits

Current Benefits information is displayed on the Benefits tile. During Open Enrollment, users will see a message on the Benefits tile giving them a countdown to when enrollment ends.


Note: For information about the Benefits Enrollment process, refer to the Employee Portal Benefits Enrollment Guide.


  1. Click the Benefits button in the Menu or the Ellipsis on the Benefits tile to open the Benefits screen to view additional information about current benefits as well as Dependent, Beneficiary, and Emergency Contact information.

The left-hand side of the Benefits screen displays current benefit information. Emergency Contacts, Dependents, and Beneficiaries can be viewed or added on right side of the screen under the People heading.

Adding Emergency Contacts, Dependents, and Beneficiaries

To add a person as an Emergency Contact, Dependent, or Beneficiary:

  1. Click the large plus sign under the People heading.

  1. Select the checkbox below the category of which the person is being added. Multiple categories may be selected for one person.

Note: Additional information may be required depending on the category selected for the person being added to the list.


  1. Complete the information. Click Copy My Address if the person being added shares the same address as the employee.
  2. Click the Save button.

Manager Functions

Employees who are set up as Group Managers in evolution have additional areas they can access in the Employee Portal. Managers can update the messages that are seen in the Messages tile as well as update the links listed on the Resources tile. In addition to this, managers may be required to approve Time Off Requests or Personal Information change requests.

Menu

The Menu button in the navigation bar at the top includes shortcuts that coincide with the tiles (sections) on the Dashboard. The three buttons on the left are only available to users set up as Managers.

Messages

Managers have the rights to update messages in the Messages tile. Employees can see up to 2 important messages for a company.

To update messages:

  1. Click the Messages button in the Menu or the Ellipsis on the Messages tile to open the Messages screen.
  2. Update the Messages as needed.

  1. Click the Save button in the Navigation pane.

In addition, messages are created and updated as employees submit Personal Info change requests and Time Off Requests via the Employee Portal. Group Managers are the only users who see these messages as links in the Messages tile, on which they click to accept or reject the requests.

 

There are two items requiring approval for which managers may be responsible:

Personal Info Change Requests

Information change requests include changes employees make to their demographic data, such as address and phone number, or updates to W-4 information. Once submitted, the change request does not take effect until the manager accepts it.

  1. Click the applicable link in the Messages tile on the Dashboard or click the Info Change button in the Menu.

Result: The screen listing all of the pending Time Off Requests opens.

  1. Click each employee in the list on the left-hand side of the screen to view the change details.

The change request(s) appear on the right with the Field name, Old Value, and New Value.

  1. Click Accept or Reject .
  2. Click the Save button in the Navigation pane.

Result: The employee receives an email that the Manager has Accepted his/her changes; the employee’s information is changed in the Employee Portal; the message disappears from the manager’s dashboard, and the changes are posted in evolution.


Note: Updates to employees’ W-4 Information require that they submit a new W-4 form before the change is accepted.


Time Off Requests

Managers who are responsible for Accepting or Rejecting Time Off Requests will have access to the Time Off Request Approvals pages of the Employee Portal.

To Accept or Reject Time Off Requests:

  1. Click the applicable link in the Messages tile on the Dashboard or click the Time Off Requests button in the Menu.
  2. Click each employee in the list on the left-hand side of the screen to view the change details (if there is more than one request).

The time off request(s) appear on the right with the dates, hours, and potential conflicts.

  1. Also displayed is Recent Time Off Activity for that employee and any conflicts with other employees time off requests this request creates.
  2. Click Accept or Reject for each Time Off Request.
  3. Click the Save button to save the requests.

Note: Time Off Requests will not be listed as Accepted or Rejected until the manager saves using the Save button.


Time Off Analysis

The Time Off Analysis tool can be used to help the manager see each of the employees who have submitted time off requests during a month period. It displays time off requests in both a chart view and a table view.

To access the Time Off Analysis tool, the manager can click the Time Off Analysis button in the Menu, the Analyze button on the Time Off Request screen, or the Conflicts link on the Time Off Request screen, if /a conflict exists.

Time Off Analysis Chart View

Employees on the Time Off Analysis chart are represented with different colors.

To Accept or Reject time off from the Time Off Analysis Chart tool

  1. Click the Date requested for an employee to open the Time Off Approval Window.
  2. Click Accept or Reject, OR
  3. Click the employee’s name to open the Time Off Approval screen and view the original Request with a breakdown by date.

  1. Make applicable changes and approve or reject the Time Off Request and go back to the Time Off Analysis tool.
  2. Repeat Step 4 until all items have been reviewed
  3. Click the to close the Time Off Analysis tool.
  4. Click the Save button in the Navigation panel on the left-hand side of the screen.

Time Off Analysis Table View

The Time Off Analysis tool can also viewed in Table view.

  1. Click Table View at the top of the Time Off Analysis tool.

  1. The table view displays Pending, Approved, and Denied Time off Requests.


Note: Accepted or Denied Time off Requests that have not been saved are seen as Pending with a or next to the status. Click the name of the employee with a Pending or Accepted Time off Request to view the details of the request.


Resources

Resources are links to frequently-used sites such as Health Insurance providers or to the company’s Website. Up to 5 links can be listed here. The links are managed by the Group Managers.

To add or update:

  1. Click the Resources button in the Menu or the Ellipsis on the Resources tile to open the Resources screen.

  1. Click the Edit button in the Navigation pane on the left-hand side of the screen to add or edit a resource and its link.

  1. Add or edit resources and their URLs
  2. Click the Save button in the Navigation pane, which is displayed once the user is in Edit mode.

Note: Links to download the Federal and State W-4 forms can be added in the Resources page as well. Once they are listed here, they are available when editing the information on the Your Info page.