VCHRP Employee Self Service User Guide July 17, 2012

1

Table of Contents

Logon to VCHRP ...................................................................................... 2 Personal Information Summary .............................................................. 3 Marital Status Change ............................................................................. 5 Name Change ......................................................................................... 15 Emergency Contacts ............................................................................... 17 Home/ Mailing Addresses ...................................................................... 20 Phone Numbers ...................................................................................... 23 Name Change Workflow ........................... Error! Bookmark not defined. Home/ Mailing Addresses Workflow ........ Error! Bookmark not defined.

VCHRP Employee Self Service User Guide July 17, 2012

2

Logon to VCHRP INTRANET: Open Internet Explorer. In the Explorer address bar, enter vchrp. No other characters are required. At the sign-on page, enter your User ID, which is your six-digit employee ID, and your Password, and then click Sign In. NAVIGATION: Employee Self Service > Personal Information > Personal Information Summary

VCHRP Employee Self Service User Guide July 17, 2012

3

Personal Information Summary By clicking on the Personal Information Summary link under Personal Information Home, you can review and edit your name, address, phone numbers, emergency contacts and marital status from one page. The buttons on the Personal Information page provide quick access to all of the other personal information transactions described in this document.

VCHRP Employee Self Service User Guide July 17, 2012

4

At the bottom of this page, your general employee information is displayed for review. If any of this information is incorrect, you should contact your department’s HR representative.

VCHRP Employee Self Service User Guide July 17, 2012

5

Marital Status Change By clicking on the Marital Status link under Personal Information, you can initiate a marital status change online, and notify the Benefits Department if you need to make a change in dependent coverage. Note: You can also access this transaction from the Life Events section of the Benefits Home page.

Click the Continue button to begin.

VCHRP Employee Self Service User Guide July 17, 2012

6

On this page, you submit your marital status change request.

In the Date Change Will Take Effect field, enter the marriage, divorce, or domestic partner agreement date. If requesting the change within 31 days of the event date, coverage will be effective on the date of the event. After 31 days, late dependent addition rules are applicable based on plan. Using the drop down, select the correct Martial Status applicable to the marital status change you are requesting. After you enter the Change Date and new Marital Status, click Submit. You will get a submit confirmation page. Click OK; then, click the Next button.

VCHRP Employee Self Service User Guide July 17, 2012

7

This page allows you to review all of your current benefit coverage. Clicking on any of the benefit plan hyperlinks shows you coverage details for that plan.

Click Next to continue with your Marital Status change request.

VCHRP Employee Self Service User Guide July 17, 2012

8

This page allows you to review your current personal information.

Click the Next button at the bottom of the page to continue.

VCHRP Employee Self Service User Guide July 17, 2012

9

This page allows you to view your current W-4 information and update it, if necessary. When updating, click Submit on the bottom of this page and then re-enter your password. Next, click OK to confirm and return to the W-4 Tax Information page. You will receive an email notification that your tax information has been updated.

VCHRP Employee Self Service User Guide July 17, 2012

10

After you have viewed or updated your W-4 information, click the Next button at the bottom of the page to continue. This page allows you to view your current direct deposit information. To change your direct deposit, please contact your payroll representative for the correct forms.

Click Next to continue.

VCHRP Employee Self Service User Guide July 17, 2012

11

Under Voluntary Deductions, you can view and update your voluntary deductions.

If you want to view or update your current voluntary deductions, click the Edit button.

VCHRP Employee Self Service User Guide July 17, 2012

12

Update the deduction information, then click Save. If you do not wish to update this information, click the Return to Voluntary Deductions link.

Once you have reviewed your updated Voluntary Deductions page, click Next to continue.

VCHRP Employee Self Service User Guide July 17, 2012

13

This page alerts you that Benefits must receive proof of marital status change before benefit records can be updated. Please supply documentation to the Benefits Department so that they can open your benefit plans for dependent changes. When the Benefits Department receives the documentation of the marital status change, you will be notified, and you can update your benefit plans (adding/dropping dependents) as needed.

Click Next to verify that your Marital Status Event has been initiated.

VCHRP Employee Self Service User Guide July 17, 2012

14

After the Benefits Department receives documentation of the marital status change, they will open your benefits for changes, and you will be able to enter this information from the Benefits Home page on Employee Self Service.

VCHRP Employee Self Service User Guide July 17, 2012

15

Name Change By clicking on the Name Change link under Personal Information Home, you can view and change your name.

VCHRP Employee Self Service User Guide July 17, 2012

16

In the Change as of field, enter the date your name change took effect. Then click Edit Name to update your name.

Then, enter your new name in the appropriate fields. Next, click OK to confirm and return to the Name Change page, then click Submit to submit the change.. You will receive an email notification that your name change has been submitted and another email when your name change is approved or denied. Note: Before your name change can be finalized in VCHRP, you must provide a copy of your social security card containing your new name to your department’s HR representative. Failure to do so within two weeks will void your name change request.

VCHRP Employee Self Service User Guide July 17, 2012

17

Emergency Contacts By clicking on the Emergency Contacts link under Personal Information Home, you can view and update your emergency contact information.

VCHRP Employee Self Service User Guide July 17, 2012

18

To add an emergency contact, click on the Add an Emergency Contact button. This will display the Emergency Contact Detail page shown below. All fields with an asterisk are required and must be completed.

In the Contact Name field, enter your emergency contact’s name. Using the drop down, select the appropriate Relationship to Employee. If your emergency contact has the same address and/or phone number as you, select the corresponding checkbox and your address and/or telephone will be automatically populated. If your emergency contact has a different address, you need to manually enter this information by clicking on the Edit Address link. This will display an Edit Address page where you can enter your contact’s address information. When finished, click OK to return to the Emergency Contact Detail page. If your contact has different phone information, enter his/ her phone number in the Telephone field. Other phone numbers for your emergency contact can be added by clicking on the Add a Phone Number button. This will create a blank phone number row where you can enter Phone Type and Phone Number. When you enter phone numbers, enter all 10 digits without spaces or punctuation. The system will format the data for you. When all of your contact’s information has been entered, click the Save button at the bottom of the page. Next, click OK to confirm and return to the Emergency Contacts page.

VCHRP Employee Self Service User Guide July 17, 2012

19

To change an existing emergency contact’s information, click on the Edit button next to the contact you wish to change. This will display the Emergency Contact Detail page shown below.

Make the necessary changes to your contact’s information and click the Save button at the bottom of the page. Next, click OK to confirm and return to the Emergency Contacts page. You must have a primary emergency contact. To change your primary contact, click on the primary contact button.

VCHRP Employee Self Service User Guide July 17, 2012

20

Home/ Mailing Addresses By clicking on the Home/ Mailing Addresses link under Personal Information Home, you can view and change your home address, and you can add, view, and change your mailing address.

VCHRP Employee Self Service User Guide July 17, 2012

21

To change your home address, click on the Edit button next to your home address. This will display the Edit Home Address page shown below.

Make the necessary changes to your address and in the Change as of field, enter the date your address change takes effect. Click Save and then OK to confirm and return to the Home and Mailing Address page. You will receive an email notification confirming your address change.

VCHRP Employee Self Service User Guide July 17, 2012

22

To add a mailing address, select Mail from the Address Type drop down and click Add. This will display the Add Mailing Address page shown below.

Add your mailing address information and, in the Change as of field, enter the date your address change takes effect. Click Save and then OK to confirm and return to the Home and Mailing Address page. You will receive an email notification confirming your address change.

VCHRP Employee Self Service User Guide July 17, 2012

23

Phone Numbers By clicking on the Phone Numbers link under Personal Information Home, you can view, add, change and delete your phone numbers.

VCHRP Employee Self Service User Guide July 17, 2012

24

To add a phone number, click on the Add a Phone Number button. This will create a blank phone number row as shown below.

Using the drop down, select the appropriate Phone Type and enter your telephone number. When you enter phone numbers, enter all 10 digits without spaces or punctuation. The system will format the data for you. Click Save and then OK to confirm and return to the Phone Numbers page.

VCHRP Employee Self Service User Guide July 17, 2012

25

To change your phone number, simply highlight the phone number you want to change as shown below.

Enter your new telephone number. When you enter phone numbers, enter all 10 digits without spaces or punctuation. The system will format the data for you. Click Save and then OK to confirm and return to the Phone Numbers page. To delete your phone number, click the Delete button next to the phone number you wish to delete. Click Yes – Delete on the delete confirmation page and return to the Phone Numbers page.