FAQs: Self Service Frequently Asked Questions

Self Service Frequently Asked Questions (FAQs)

General

  1. What is Employee Self Service?
  2. Who can use Employee Self Service?
  3. Is using Employee Self Service required?
  4. Is using Employee Self Service secure? How is my privacy maintained?
  5. What is required to access Employee Self Service?
  6. What if I forget my username and/or password?
  7. Can I access Employee Self Service from home? What if I don't have personal computer access?
  8. Can I access Self Service with any browser?
  9. Will Self Service timeout after a period of inactivity?
  10. What can I view in Employee Self Service?

Personal Information

  1. What if my personal information is incorrect?
  2. I have legally changed my name, but cannot update this field through Self Service - do I have to go to HR with my Social Security number to get my name changed?
  3. When will my address change take effect?
  4. What if I change my current US mailing address to a foreign address?

Payslip Information

  1. When will my paystub information become available each payday?
  2. How long will my paystub information be kept online?
  3. Can I print my paystub?
  4. Can I save my paystub to the hard drive of my computer?
  5. How far back can I view my salary history?

Tax Information

  1. Why does it indicate Single for Tax Withholding when I am married?
  2. What if I choose to claim Exempt from Withholding?
  3. What if I want my State withholding to be different from my Federal?

Benefits

  1. When can I change from one medical plan to another, enroll in dental (if you are employed at NYIT full-time for more than one year) cancel my enrollment in a medical plan and elect the medical waiver bonus or cancel my waiver bonus and enroll in a medical plan?
  2. When can I enroll in the healthcare and/or dependent care Flexible Spending account (FSA) or change the amount of my Flexible Spending account election?
  3. Can I make a qualified mid-year change to my medical and/or dental plan (add spouse, domestic partner, dependent children) online through NYIT Self Service?
  4. If I change my Life Insurance beneficiary designations through NYIT Self Service, how soon are the changes effective?
  5. If I change my address and/or phone number through NYIT Self Service are the changes updated in United Healthcare's (medical) and/or MetLife's (dental) records?
  6. If I change my name through NYIT Self Service are the changes updated in United Healthcare's (medical) and/or MetLife's (dental) records?

My Information

  1. What if my employment information is not accurate?

Answers to Frequently Asked Questions (FAQs)

General

  1. Employee Self Service is an application that enables employees to view and update selected human resources, payroll and benefits data.
     
  2. All regular employees paid by NYIT, excluding students.
     
  3. No - you will still be able to update personal, payroll and benefits data via paper forms found on the intranet.
     
  4. The security features for Self Service are standard with other industries and approved by ORACLE, our Human Resources/Payroll system. When you click the login link, all communications as well as your username and password are encrypted (made unreadable/scrambled) using Secure Sockets Layer (SSL) technology. Your username and password ensure that only you can access your personal records. Note: Make sure you close all web pages completely when using public computers.
     
  5. You will receive a letter from Human Resources containing a link to the internet address (URL) for Employee Self Service (ESS) as well as the username and password you need to login to this application.
     
  6. If you forget your username or password, click on 'Login Assistance' from the Oracle Login Page for instructions on how to reset them. Detailed instructions will also be available on the Self Service website.
     
  7. You can use the Employee Self Service internet address (URL) to access ESS on any computer. Also, any public access computer on campus will have access to Employee Self Service. Note: Make sure you close all web pages completely when using public computers.
     
  8. Yes. You should be able to access Employee Self Service from any internet browser.
     
  9. Yes, for security purposes, Self Service will timeout after 10 minutes of inactivity.
     
  10. The Employee Self Service module allows you to select the following from Oracle Applications Home Page:
    Personal Information
    Payslip
    Tax Info
    Benefits
    My Information
    United Health Care Log in
    MetLife Dental Care Log in
    Self Service Help FAQs
    NYIT Human Resources Office
     

Personal Information

  1. At this time, you have the ability to update your address and phone numbers only. Name changes may only be processed by the Office of Human Resources.
     
  2. IRS regulations require that the employee name on the year-end W2 is identical to the name on the employee's social security card. Please send a change of name form along with a copy of your new social security card to the Office of Human Resources.
     
  3. Immediately. However, if you receive payroll checks by mail, they may go to the old address if the payroll has already been processed.
     
  4. Due to payroll tax implications, you need to contact the Office of Human Resources directly to process this type of address change
     

Payslip

  1. Your payslip information will generally be available in Self Service on the date you receive your deposit advice or paycheck.
     
  2. Payslips are generally available for periods starting on or after January 2007. If an employee is hired after January 2007, the payslip will be available starting from his first paycheck.
     
  3. Yes - simply click on the Print icon at the top of your screen
     
  4. No - this functionality is not currently available.
     
  5. You can view your salary history from January 1999 or your hire date, whichever is later. This history is available through the present date.
     

Tax Info

  1. Your tax filing status can be different from your marital status. If you think your tax filing status is incorrect, you will be able to update it using the W-4 Form link in the Federal Information section of Tax Info.
     
  2. The Payroll Office is obligated to forward W4 forms claiming either Exempt Status or more than 10 exemptions to the IRS. Update your Exemption status using the W-4 Form link in the Federal Information section of Tax Info. If you are claiming Exempt or more than 10 allowances, it will be necessary to forward a signed copy of the completed Form W4 to the Payroll Office for processing.
     
  3. Depending on your work and home locations, you will be able to see the state withholding forms for your state. Print this form, change the withholding allowances, and forward it to Payroll for processing.
     

Benefits

  1. In most cases, changing from one medical plan to another, enrolling in the dental plan, enrolling in the medical waiver bonus program or cancelling the medical waiver bonus can only be completed during an annual open enrollment period - such changes would be effective on January 1st following the date that the change is requested. These changes can be made through the NYIT Self Service application.
     
  2. Enrollment in the FSA accounts can be completed through NYIT Self Service during an annual open enrollment period. This program requires an annual re-enrollment. In order for participation to continue from one year to the next, employees must complete the enrollment process for this program. To enroll as a new employee or to make a mid-year change, please contact Human Resources for additional information at 516-686-7668 or humanresources@nyit.edu.
     
  3. No, you are not able to make a qualified mid-year change to your medical and/or dental plan online through NYIT Self Service. In order to make a mid-year change, please contact Human Resources at (516) 686-7668 or humanresources@nyit.edu.
     
  4. Life Insurance beneficiary designation changes are effective the date the change is made.
     
  5. An address and/or phone number change made through NYIT Self Service does not update your records with United Healthcare and MetLife - this will be completed by Human Resources.
     
  6. A name change made through NYIT Self Service does not update your record with United Healthcare and MetLife - this will be completed by Human Resources. You may also need to provide documentation regarding your name change. Contact Human Resources for additional information at 516-686-7668 or humanresources@nyit.edu.
     

My Information

  1. If your employment information (position, department, account number, etc.) is incorrect, please bring it to the attention of your supervisor. He/she should contact the Office of Human Resources with questions or corrections.