Employee Self Service How-To Guide Human Resources

Employee Self Service
How-To Guide
Human Resources
Payroll Services
Date:
December 2012
Electronic T4 slips - consenting to receive electronic T4 slips
To reduce the university’s carbon footprint, employees can access an online electronic copy of their
T4 through the Employee Self Service portal, instead of a mailed copy, with the following advantages:
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your T4 will not be lost in the mail;
mail theft is eliminated;
carbon footprint is reduced; and
you can print your T4 from the privacy of your own home at your convenience.
The T4s posted online are official T4s, accepted by the Canada Revenue Agency (CRA). To stop
receiving a printed T4 in the mail, CRA requires that you give consent. At MacEwan University, this is
done electronically by simply following the instructions below.
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2.
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6.
Log on to myMacEwan.ca and click on the PeopleSoft tab at the top of the page.
Click on Launch PeopleSoft button on the right hand side of the page.
Enter your password and click on Sign In.
Click on the Self Service link in the left hand column.
Click on the Payroll and Compensation link in the left hand column.
Click on the T4/T4A Consent link in the left hand column and you will see the following:
Your Name Here
7. Read the text in the box and if you are okay with the statements:
• Click on the box in front of “Check here to indicate your consent to receive electronic
T4 and T4A slips.”
• Click on the Submit button.
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8. You will be asked to verify your identity. Enter your password and click on the Continue
button. You will see the following:
Click on the OK button and you will see the following:
Your Name Here
9. You will also receive the following confirmation email from h91prd1@h91prd1.ps.macewan.ca
Subject: Consent Granted Confirmation
“This email is to confirm that the Payroll Department has received your consent to receive
electronic T4 and T4A slips. The Payroll Department will stop sending you paper T4 and
T4A forms. If you prefer to receive a paper T4 and T4A form, you must submit a
withdrawal of consent form.”
If you have questions on how to consent for electronic T4s, please contact
MacEwan University Payroll Services at biweeklypay@macewan.ca or call 780-497-4222.
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PeopleSoft: Employee Self Service process for updating personal
information
Did you know that you can view and update your personal information in PeopleSoft? As 2012 comes
to a close, it is good practice to review your information and ensure that it is current. Detailed
instructions on how to update your address, phone number, e-mail, emergency contacts, marital
status and legal name are included below.
Updating your address
Step
1.
Action
Log into myMacEwan.ca and select the PeopleSoft tab (located in the bar at the top of the
screen).
Select ‘launch PeopleSoft’ located at right side of page.
2.
Begin by navigating to:
Self Service > Personal Information > Home and Mailing Address
3.
Click the pencil located in the ‘Edit’ column to change an existing address
4.
Enter the date the address change is effective:
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Click the QuickAddress button
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Enter the new address and click the Search button. The system will return either the actual
address you entered, or a Canada Post acceptable address.
Click the Accept recommended address link.
7.
Click Save.
8.
Click OK.
Updating your phone number
Step
1.
Action
Log into myMacEwan.ca and select the PeopleSoft tab (located in the bar at the top of
the screen).
Select ‘launch PeopleSoft’ located at right side of page.
2.
Begin by navigating to:
Self Service > Personal Information > Phone Numbers
3.
To change an existing phone number:
Click into the Telephone Field and enter the new phone number.
Click Save.
4.
To delete an existing phone number:
Click the trash can beside the phone number you wish to delete.
Click Save.
5.
To add a new phone number:
Click the Add a Phone Number button.
Select the phone type from the drop down menu.
Click in to the Telephone Field and enter the new phone number.
Click Save.
6.
Click OK.
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Updating your email address
Step
1.
Action
Log into myMacEwan.ca and select the PeopleSoft tab (located in the bar at the top of
the screen).
Select ‘launch PeopleSoft’ located at right side of page.
2.
Begin by navigating to:
Self Service > Personal Information > Email Addresses
**Please note: You are only allowed to change or update the ‘Other’ email address. Your ‘Campus’
email address is always your MacEwan address and should only be updated by ITS.
3.
To change your existing ‘Other’ email address:
Click in to the Email Address field and enter the new email address.
Click Save.
4.
To add a new email address (if ‘Other’ doesn’t currently exist):
Click the Add Email Address button.
Select ‘Other’ from the drop down menu.
Click in to the Email Address field and enter the email address.
Click Save.
5.
Click OK.
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Updating your emergency contacts
Step
1.
Action
Log into myMacEwan.ca and select the PeopleSoft tab (located in the bar at the top of
the screen).
Select ‘launch PeopleSoft’ located at right side of page.
2.
Begin by navigating to the Timesheet page:
Self Service > Personal Information > Emergency Contacts
3.
To change your existing ‘emergency contact click the pencil located in the ‘Edit’
column
OR
To add a new emergency contact click the Add Emergency Contact button.
4.
Click in the Contact Name field and enter the name of the new emergency contact.
5.
Point to the drop down menu to select the Relationship of the contact to you.
6.
If the contact has the same address as you, select that checkbox.
If the contact has the same phone number as you, select that checkbox.
7.
If the contact has a different address than you, click the Edit Address button.
Enter the contact’s address and click the Search Button.
Click the Accept recommended address link.
Click OK.
8.
If the contact has a different phone number from you, click in the Telephone field.
Enter the contact’s phone number.
9.
Click Save.
10.
Click OK.
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Updating your marital status
Step
1.
Action
Log into myMacEwan.ca and select the PeopleSoft tab (located in the bar at the top of
the screen).
Select ‘launch PeopleSoft’ located at right side of page.
2.
Begin by navigating to the Timesheet page:
Self Service > Personal Information > Marital Status
3.
Enter the date of the marital status change.
4.
Point to the drop down menu and select the new marital status.
5.
Click Submit.
6.
Click OK.
You are required to provide Human Resources (HR) with documentation supporting the marital status
change. You may also need to complete updated Benefits enrolment forms, or Beneficiary
information forms. Please contact the HR department for more information.
Updating your legal name
(Do not use this guide to add a preferred name. Contact HR to have this added to PeopleSoft.)
Step
1.
Action
Log into myMacEwan.ca and select the PeopleSoft tab (located in the bar at the top of
the screen).
Select ‘launch PeopleSoft’ located at right side of page.
2.
Begin by navigating to the Timesheet page:
Self Service > Personal Information > Name Change
3.
Enter the date of the name change.
4.
Click the Edit Name button and enter the new legal name.
5.
Click OK.
6.
Click Submit.
7.
Click OK.
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You are required to provide Human Resources with documentation supporting the legal name
change. You may also need to complete updated Benefits enrolment forms. Please contact the HR
department for more information.
Updating your legal name in PeopleSoft does not change your Novell login or email address. Please
speak to your HR Representative if you require more information.
Need extra support?
Employee Self Service Questions
HR Staff are available to respond to your questions regarding the use of Employee Self Service.
Call 5434 or email humanresources@MacEwan.ca for information
Tech Support
Technical assistance for system and security problems
Call 4357 or email techsupport@MacEwan.ca
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