How to submit eBenefits supporting documentation

How to Submit Benefits
Supporting Documentation
via Employee Self Service
Employee Self Service (ESS):
Employee Self Service is an online module within PeopleSoft where employees have
access to view and update their personal information, and submit supporting
documentation for Benefits changes.
Supporting Documentation is required for any Benefits changes involving dependents.
TABLE OF CONTENTS
PAGES 2-4:
LOGGING INTO EMPLOYEE SELF SERVICE
PAGES 5-9:
SUBMITTING SUPPORTING DOCUMENTATION FOR BENEFITS
CHANGES
PAGES 10-13:
USING THE SCANNER AT THE ESS WORKSTATION
PAGE 15:
APPENDIX
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Logging into Employee Self Service – PeopleSoft
After successfully logging into the Workstation, the Internet Explorer browser
displays with the Employee Self Service (ESS) Website opened on one tab, and the
GroupWise e-mail system opened on another tab.
1. Click on the Employee Self Service blue and white computer icon on the top right
corner, as shown below.
2. The sign-in page for PeopleSoft displays. Enter your User ID and Password in the
correct fields, as shown below.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Logging into Employee Self Service – PeopleSoft Cont.
NOTE: Your User name/User ID can be found on your paystubs. If you do not have a
Password, or do not remember your Password, please call the Enterprise Service
Desk at 1-877-934-8442, or email the ESD at EnterpriseServiceDesk@nychhc.org with
the Subject: ESS to get one.
3. After entering your log-in information, click the Sign In button, or press Enter on
the keyboard as shown below, to continue.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Logging into Employee Self Service – PeopleSoft Cont.
4. If this is your first time logging into PeopleSoft, you will be asked to Authenticate
your identity using the last four digits of your Social Security Number. Enter the last
four digits of your Social Security Number in the correct field and click Submit to
continue. Due to the sensitive nature of the information available, this is required
for all employees.
If you failed to authenticate or cannot log in, please call the Help Desk at 1-877-9348442.
5. After successfully authenticating and logging into PeopleSoft, your Home page
displays as shown below.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Submitting Supporting Documentation for Benefits Changes
Please note: Whenever adding or modifying a dependent it is required to submit
necessary supporting documentation to HRSS/HHC Corporate Benefits.
1. Click on the following link: Main Menu>Self Service> Benefits>Benefits Support
Documentation
There are three different forms to choose from for Supporting Documentation:
1. Buy Out Waiver Form
2. Domestic Partner Form
3. Dependent Documentation Form
2. Once you select the appropriate form you will see the following page. Select the tab
to Add a New Value.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Submitting Supporting Documentation for Benefits Changes Cont.
3. This will take you to the Form tab. Answer the question on this page and add any
additional information in the More Information box. Click the Save button. A Seq
Nbr will be generated, then proceed to the Instructions tab.
4. The Instructions tab will explain which supporting documents are acceptable.
Please read and follow the instructions carefully.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Submitting Supporting Documentation for Benefits Changes Cont.
5. After you have read the instructions, select the Attachments tab. Click the Open
links to view and/or print the different blank forms. Complete these form(s) with
the appropriate information, if applicable. Then scan any supporting documents
and attach the electronic documents by clicking the Attach button. You can add
additional attachments by selecting the (+) button and delete them by selecting the
(–) button.
For instructions and details on how to use the scanner and upload
documentation, please refer to the Using the Scanner at the ESS Workstation
section.
6. The File Attachment pop up appears. Click the Choose File button to search for your
document.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Submitting Supporting Documentation for Benefits Changes Cont.
7. After finding your document, click the Upload pushbutton to upload your
document. [Click the Cancel pushbutton to cancel].
8. After you have attached all files, go back to the Form tab. Click the Submit button at
the bottom for your Form to be sent to HRSS/HHC Corporate Benefits for review.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Submitting Supporting Documentation for Benefits Changes Cont.
9. The following screen will appear that shows the status as Pending. Click the OK
button at the bottom.
Your documentation will now be reviewed by HRSS/HHC Corporate Benefits. You will
receive an email notifying you of any updates to the status of your supporting
documentation.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Using the Scanner at the ESS Workstation
Requirement: the scanner looks like the one below.
1. Click on the Windows Fax and Scan icon found on the Desktop as shown below.
You may have to minimize your Internet browser window(s) to view the Desktop.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Using the Scanner at the ESS Workstation Cont.
2. The Windows Fax and Scan screen will open up. Click on New Scan as shown
below.
3. The New Scan screen options display with the default settings.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Using the Scanner at the ESS Workstation Cont.
4. Select Documents from the Profile dropdown menu.
5. Select either Flatbed or Feeder from the Source dropdown menu depending on
where you placed the document you want scanned. See the Appendix at the end of
this guide for more information.
6. Select Letter 8.5 x 11 inches from the Paper size dropdown menu.
7. After all options have been set, click on the Scan button to scan the document.
8. After the scanning is complete, the scanned document will appear in the viewing
pane of the Windows Fax and Scan screen. Click on Save as.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Using the Scanner at the ESS Workstation Cont.
9. The Save As dialog box appears. Type in a name for the scanned document in the
File name field as shown below. After entering a file name, click Save.
10. The scanned documents are located in the Scanned Documents folder via
Library > My Documents > Scanned Documents.
HRSS/HHC Corporate Benefits
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How to Submit Benefits
Supporting Documentation
via Employee Self Service
Appendix
A. The top of the scanner contains the Feeder. Put the document(s) here.
B. Opening the top portion of the scanner exposes the Flatbed. Put documents
such as a Social Security card on the Flatbed for scanning.
HRSS/HHC Corporate Benefits
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