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Self-Service for Staff

Self-Service Overview & Functionality
Sign in to Self-Service button

IntroductionWhen you first log into Self Service, you will be greeted with the home screen, which will have options depending on your role at the college.

  • Students will have access to the Student Finance, Financial Aid, Student Planning, Grades, Graduation Overview, Enrollment Verifications, Transcript Requests, and Academic Attendance.
  • Staff have access to Employee functions, such as timesheet submissions and earning statements and other menus relevant to their position.
  • Faculty will have access to the above, in addition to Faculty and Advising menus.
Self Service Home Screen which shows the following options: Student Finance, Financial Aid, Tax Information, Employee, Student Planning, Course Catalog, Grades, Graduation Overview, Enrollment Verifications, Transcript Requests, Academic Attendance, Advising

All of the options are also accessible by clicking on the hamburger menu icon on the top left, to reveal a sliding menu. These items provide quick access for the deeper sub-menus of each category.

Self Service Sliding Menu

Employee Operation (Changes)

Self Service Employee Menu, which shows the following options: Employee Overview, Tax Information, Time Entry, Earnings Statements, Leave, Time History, Time History Supervisor, Position History, Stipend History, Total Compensation Statement, Current Benefits

Most functionality is retained from WebAdvisor and you will see the same options as before. However, there are a few notable changes:

Tax Information

Tax Information Screen on W-2 Information tab

Tax Information is where you can easily review your tax statements and opt-in or out of receiving your tax forms electronically. This includes W-2s, 1095-Cs, 1098, and 1099-MISC forms. You can access this either from the Home screen, from the slide menu under “Financial Information”, or in the Employees section.

Earnings Statements

Earnings Statements screen showing bi-weekly statements from 2020

Earnings Statements contains your pay stubs organized by year, similar to WebAdvisor. The process to download a statement has changed slightly. When choosing a document to view, instead of opening in the browser, Self Service will now ask you if you want to download or save a PDF.

Earning Statements pop-up asking for PDF download location

Be wary of where you are saving your Earnings Statements!
It is not recommended to save your statements if you are using a public computer, because other people could potentially open them. In most modern browsers, files will save to the computer’s “Downloads” folder by default. If you
do not wish to keep the document, you should permanently delete it, making sure it isn’t sent to the Recycle Bin.

Deleting Sensitive Documents
After downloading a sensitive document, you may want to navigate to the document’s download location to permanently delete it. To find the file, follow these instructions for your respective web browser:

Google Chrome:

  • Open the menu using the 3-dot menu button on the upper right of the browser window.
  • Click on the “Downloads” menu item.
  • See your recently downloaded document, and click on “Show in folder.”

Mozilla Firefox:

  • Open the menu using the 3-line hamburger menu button on the upper right of the browser window.
  • Scroll down and click Library > Downloads.
  • Find the item you downloaded, hover over it and click the Folder icon that appears to directly navigate to that specific file.

Microsoft Edge:

  • Open the menu using the 3-dot menu button on the upper right of the browser window.
  • Click on the “Downloads” menu item.
  • Find the item you downloaded, right-click and select “Show in folder.”

Once you have found the location of the sensitive file, highlight it and hold the “SHIFT” key and press the “Delete” key. This will prompt you to permanently delete the file. Otherwise, it will only be sent to the Recycle Bin and could be recovered.

Confirmation pop-up for permanently deleting a file

If the file is sent to the Recycle Bin, permanently delete it by navigating to the Desktop, right-clicking the Recycle Bin and selecting “Empty Recycle Bin.”

Leave, Total Compensation Statement and Current BenefitsThere is now a screen that details your Leave time balances, such as your vacation time, sick hours, and personal business days. A quick overview of this information can also be seen on the Time Entry screen.

Leave Screen showing Vacation & Sick Time

There are also new screens available under the Employee menu (Total Compensation Statement, and Current Benefits) that show in detail any current employment benefits such as health insurance and retirement plan contributions.

Time EntryTime Entry is found in a similar location as you would expect in WebAdvisor, under Employment > Employee > Time Entry, and has an improved user interface. To start, select the relevant pay cycle.

Time Entry Screen, to select biweekly pay cycle

The Pay Period screen has a slightly modified workflow to enter your timesheet. It now only shows one work week at a time. To switch between different weeks in a pay period, use the Previous/Next arrows located at the top of the screen.

Pay period time sheet entry, arranged in columns by day, and rows with fields for start and end times

Enter your times worked in each field under the days of the week. A drop-down menu appears to make it easier to select times in 15-minute increments. To add a break in hours during the day (such as a lunch break), click the “+” (plus) icon to add a new row of hours worked.

To add time for other Earn Types, use the “Additional Time” button to select the relevant Earn Type and enter your applicable hours.

Selecting an additional earn type, such as sick time, vacation time, or holiday pay

Note: Supervisors approving timesheets will see a near-identical copy of the employee’s Pay Period screen, with the addition of an “Approve” and “Other Options” menu next to the “Save” button. Supervisors must also approve each week individually.

There is also now the ability to include comments for your supervisor regarding your timesheet, accessed by selecting the “Comments” button near the bottom of the page.

Screenshot of a time entry comment sent to supervisor. The comment reads: "Jeff, I have decided to become a forest-dweller and live off the land. I will need to leave an hour early each day to forage for food."

Be aware that these comments cannot be deleted or edited once sent to the supervisor.

Submitting Time Sheets for Approval
Once you have entered your hours in for the week, click on the “Submit for Approval” button located near the bottom of the timesheet entry.

Each week in a pay cycle must be submitted for approval (and if supervising, approved) separately. This is different from WebAdvisor, where the pay cycle is submitted and approved all at once. Once submitted, a label will appear next to the pay period indicating whether the timesheet has been approved, or is still pending.

Pay period displaying new labels with "Approved" and "Submitted" text

If the time card has been submitted but yet to be approved, you can make changes and resubmit by clicking the “Return Timecard to Edit” button.

"Submit for Approval" button changes text to "Return Timecard to Edit" after submitting time entry

Additional Menus for Faculty Advisors and SupervisorsFrom the slide-out menu, you can access additional menus under Daily Work if you are an advisor or supervise employees. This is a quick way to access the Advising and Time History functionality.

Slide out menu with "Daily Work" selected, showing the listed additional menu options

User ProfileOne new feature present in Self-Service is the ability to view your personal profile information and confirm that the details are correct. These can be viewed by clicking on the “User Options” item in the slide-out menu.

User Options on slide-out menu

Under “User Profile,” you will see your basic user information that is on file at ACC, such as your birthdate, addresses, email addresses, and phone numbers.

Here you can choose to confirm whether the information is correct at the current time. If the information is incorrect, you will need to contact Human Resources to update your profile.

User Profile screen with addresses and e-mails listed

Under “Emergency Information,” you have the ability to add or edit emergency contact information, as well as confirm that it is correct as of the current date.

You can designate someone as an emergency contact, a missing person contact, or both. To edit or delete a contact, use the corresponding buttons at the bottom of the record. You are also able to add in health conditions that staff may need to know about in case of emergency.

When logging into Self-Service for the first time, please take the opportunity to review your user profile and confirm that the details are correct.

Emergency Information screen, with an emergency contact visible showing their name, address and phone number