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Employer Self Service (“ESS”)
Employer Self Service (“ESS”)
ESS OverviewEmployer Self Service or (“ESS”) is a web portal for Employers to access the Benefit Funds Office Online Contribution System.
• Update Employer Demographic Information • View current Employer Accounts • Submit Work Reports• View previously submitted Work Reports • Upload a Work Report (upon request)• Submit Payments• Manager the Roster• Administration of ESS users• View and Download Employer related Documents
Registration ProcessIf you are an “existing” ESS user, effective 11/30/2018, your username and password will not work with the new web application. The Benefit Funds Office will send you a letter in the mail with your username. You are responsible to send an email to [email protected] and provide this username to request a password. A secure email will be sent to you with your password or you will receive a call.
If you are a “new” employer, the Benefit Funds Office will send you a letter in the mail with your username. You are responsible to send an email to [email protected] and provide this username to request a password. A secure email will be sent to you with your password or you will receive a call.
Password will be 8 characters in length and contain uppercase letters, lowercase letters, numbers and symbols.
If you forget your username or password, you can select the appropriate link from the logon screen.
Home – Displays the Homepage, Quick links, News and FAQ’s.
Employer Location Details – Use to View/Edit Billing Location & Contact information.
Admin – Used to view/manage users.
Documents – Used to view/print Employer related documents.
ESS HomepageUpon logging into the ESS portal, the Homepage displays.
If you access multiple Employers, you can switch Employers without logging out.
Click the Change link which can be found on the top right corner of the home page and select the employer code from the dropdown menu.
Switching Employers
Employer Location DetailsThe Details link will open the Billing Location Details for the employer you select.
Billing Location – Displays demographic and contact information and allows you to change or add information.
Account – Enter/view transactions; upload a work report (upon request); view imported file history; make a one- time payment; view payment history.
Roster – View/Change employee roster.
EFT Setup – Displays EFT bank accounts.
Reports – Displays reports sent to the Employer.
Billing Location DetailsThe Billing Location Details includes the following five tabs:
The Account tab is used to:
• Enter and View transactions.
• Upload a Work Report (upon request).
• View Imported File History.
• Make a One Time Payment.
• View Payment History.
Account Tab
Account Tab – Work Report Editor
A work report with the Report Status of Initial means the report can be edited.
Account Tab – Work Report EditorUse the Actions link to access the Work Report Editor to report hours.
Select Actions and Edit.
Note: WH Reports are named Billing RPT Year-Month.
The Work Report Editor Summary tab displays a financial summary for the selected transaction.
Account Tab – Work Report Editor
Account Tab – Work Report EditorUpon selecting the Details tab the report will open and as long as the report status is Initial you can edit the report.
The roster will display. Use the tab key to enter data into each field. The return key will bring you to the next row.
Apply when complete and then go to the summary page.
Note:Save will save the entry and close the report.Apply will apply the entry.Cancel will close the report and ask if you want to save it.
Account Tab – Work Report Editor
From the Account Tab select Actions. A dropdown menu will appear allowing you to select Submit to submit your report to the Benefit Funds Office.
Once a report is submitted you may not edit it.
Account Tab – Work Report Editor
A report that has been submitted will have a report status of Pending.
Account Tab – Uploading Work ReportsThis feature is available to Employers upon request. Please email [email protected] for more information.
Viewing File History
The File History tab is used to view reports that have been uploaded.
Account Tab – Making a One-Time Payment
Before selecting the One-Time Payment feature you must setup a payment method under EFT Setup.
The Add Payment method appears under EFT Setup.
EFT Tab – Adding a Payment Method
Use the Actions link to view the payment details or cancel the payment.
Account Tab – Making a One-Time PaymentEnter a date in the Show Transactions Due By and click Show to see transactions that are overdue or due by the entered date.
Enter the Payment Amount and click Apply.
Enter the Payment Date that you would like the payment to occur and click Next.
Select the Payment Account to use for the payment and then click Next.
Account Tab – Making a One-Time Payment
The Confirm step provides a summary of the transaction, allowing Employers to review the payment details prior to submission.
Click Confirm to submit the payment.
A message displays confirming that the payment has been scheduled.
Click the Payment History button to view the payment history.
Account Tab – Payment History
The Payment History pop-up has two tabs: Schedules and History.Use the Actions link on the Schedules tab to view, cancel, or update a scheduled payment.
Account Tab – Payment History
Account Tab – Payment History
Use the As Of dropdown list on the History tab to view payment history by:
• Last 30 Days• Last 60 Days• Last Year• All
Using the Roster Tab
The Roster page allows you view and manage the Roster of employees.
Use the Actions link to: View/Update Employee Information.
Using the Roster TabEmployment Details will allow you to update employee information.
Using the Admin TabThe Admin tab lists all of the ESS users for the Employer.
The Actions tab will allow you to reset; update; view; or change a user account.
The Add user Tab will allow you to Add a new user to ESS.
This step is not required unless you have additional users that require access to ESS.
Note: You can only have one admin user.ESS Manager – Can do everything Admin can except add other users.ESS Payroll – Can only submit reports.
Admin Tab – Adding a New User
Enter the user’s First and Last Name; then click Go.
Use the New button to add a user that does not already exist.
Enter the user’s Account Information; then click Next.
Admin Tab – Adding a New User
Select the appropriate Reporting Unit and Security Profile; then click Next.
Click Confirm.Click OK to exit the pop-up.
Admin Tab – Adding a New User
Using the Documents TabThe Documents tab lists all the documents that were sent to the Employer.
Helpful Tips!
• Google Chrome is the preferred browser
• Never share your password
• Always use the “ESS” back button vs. your browser
• Use the Tab key to go to each field
• Use the Return key to go to the next row
• Columns can be expanded by dragging for a wider view
• A field with a dropdown arrow means there is more information
• If you experience an issue, try to refresh your browser
• Session will time out after 15 minutes of no activity
• Always logout of the ESS application
If you have questions regarding Employer Self Service (“ESS”)
Please email us at [email protected]
Thank you!
