Employee Self-Service
FAQs and How To Guides:
Embedded Files
How Do I Clock In and Out of work?
How Do I Clock In and Out of work?
Login: Open the Access HCS environment and select single sign-on
Navigate to “Me tab” – top left corner of page and select tile- “Web Clock”
Select “Clock In”
Unless you are clocking in for an additional job assignment, select “Submit”, leaving the “Extra Job Duties” blank
If clocking in for an additional job, select the assignment from the drop down (for example, if you are working after school)
To Clock out for the day, you will select “Clock Out”
How can I see my clock-in/out time for the day?
Scroll to the bottom of the page to “Daily Time Events”
I forgot to clock in this morning, how do I correct my time?
You can request a time change. Select the tile, “Time and Absences” → “Request Time Changes” → "Add" → Enter the correct time for clocking in and out
Then, select “Ok” → “Submit”
Please note: You will have to enter the time for arriving and leaving, to submit a time request change. Therefore, please wait until the end of the day, to request a time change, so that work times will be accurate.
For a more detailed step-by-step tutorial, select one of the links below.
I Forgot to Clock In, How Do I Submit a Time Change?
I Forgot to Clock In, How Do I Submit a Time Change?
Go ahead and clock in, as you normally would. There are two ways to correct your clock in time...
Select "Actions" → "Request Change" → IF there is a pencil icon, select the pencil → Enter the correct time for clocking in → Select "Ok" → Select "Submit" This change will be routed to your supervisor for approval.
However, the pencil icon is not always available. If this is not available, please use the steps below to submit a time change.
Select the tile, “Time and Absences” → “Request Time Changes” → "Add" → Enter the correct time for clocking in and out → Select “Ok” → “Submit” If the time type auto populates to "Regular Hours" leave this. If it requires you to select from the dropdown, select "Breaks". This change will be routed to your supervisor for approval.
Please note: You will have to enter the time for arriving and leaving, to submit a time request change. Therefore, please wait until the end of the day, to request a time change, so that work times will be accurate.
For a more detailed step-by-step tutorial, select one of the links below.
How Do I Review My Time Cards?
How Do I Review My Time Cards?
Login: Open the AccessHCS environment and select "Company Single Sign-On"
Navigate to the "Me" tab-- top left corner of the page
Select the tile, "Time and Absences"
Select "Existing Time Cards"
(If your time cards are not appearing, loading continuously, or are blank; Please, clear your history, cache, and/or cookies before trying again)
**The system will apply dates automatically. To see all time cards, x out of the applied time period. Select the week that you need to review/verify. If you notice any time card errors or inaccuracies, please see your Timekeeper and ask them to adjust accordingly.
**If time is not properly recorded on the AccessHCS timecard for extra job duties, it will impact the employee’s pay.
For a more detailed step-by-step tutorial, select the link below.
How Do I Add/Update an Emergency Contact?
How Do I Add/Update an Emergency Contact?
Login: Open the Access HCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Family and Emergency Contact”
Select the “+ ” button and select “Create a New Contact”
Enter all details as required
Last Name, First Name
Relationship (They will require start date of relationship, but todays date will suffice. This will not drive any important information)
Select if the person is an emergency contact
Enter Phone details
Please note, Enter the 3-digit area code in the first box, then the 7-digit phone number in the second box.
Example: Area Code: 404 | Phone Number: 555-1234
Select “Submit” at the top right corner
Please note: An employee can “Select a Coworker as a Contact” (once you click on this, you can search by the person’s name and add them as a contact). The co-worker that was submitted as an emergency contact will receive a bell notification for approval.
For a more detailed step-by-step tutorial, select the link below.
How Do I Request a Name Change?
How Do I Request a Name Change?
Login: Open the AccessHCS environment and select "Company Single Sign-On"
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Personal Details”
Select the pencil icon under "Name"
Enter all details as required
Start date of the name change
Last Name, First Name
Upload a copy of your Social Security Card that reflects the name change, in the drag and drop box. (This is required for HR to process the name change)
Select “Save"
This will be routed to HR for approval.
For a more detailed step-by-step tutorial, select the link below.
How Do I Add or Change My Phone Number?
Login: Open the Access HCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Contact Info”
Select the pencil icon under “Phone Details”, to edit the phone number
After the details are complete, select “Save”
For a more detailed step-by-step tutorial, select the link below.
How Do I Change My Address?
How Do I Change My Address?
Login: Open the Access HCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Contact Info”
“Address” section, click on the pencil, to edit the address details
Country and Home Address (Should be auto-populated)
“When does this address change start?” : Enter the effective date of the new address
Enter the new address
“Zip Code” : enter the zip code and select the zip code displayed, along with the city, county, and state in the list of values
Click “Save”
For a more detailed step-by-step tutorial, select the link below.
How Do I Change My Personal Email Address?
How Do I Change My Personal Email Address?
Login: Open the Access HCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Contact Info”
On the “Contact Info” page, under “Email Details”, click on the “+” icon to edit existing email address
Note: Employees cannot change the work email address
Add “Type” from the list of values
“Email” : type the email address you are adding
Check the “Primary” box, if this is to be your primary email address
Click “Save”
For a more detailed step-by-step tutorial, select the link below.
How Do I View My Employment Details?
How Do I View My Employment Details?
Login: Open the AccessHCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Show More”
Under Employment, select “Employment Info” to view employment information
At the top right, select "Additional Assignment"
**If you have an additional job assignment and do not see it here, please report this to your supervisor (for the extra job assignment). An example of an additional assignment: A paraprofessional that also works BASE.
For a more detailed step-by-step tutorial, select the link below.
Where Do I Review My Personal Details?
Where Do I Review My Personal Details?
Login: Open the AccessHCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Personal Details”
Review the following information:
*National Identifiers (SSN)
*Date of Birth
Please note: This information does not drive salary or anything else, but please feel free to complete the section. For the start date of change in marital status, it will not allow dates far in the past. Please choose today's date, as this information does not drive anything.
For a more detailed step-by-step tutorial, select the link below.
How Do I Change/View My Direct Deposit Accounts?
How Do I Change/View My Direct Deposit Accounts?
Login: Open the AccessHCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page and select tile- “Pay”
Select “Payment Methods”
Select the “Add”.
This function will allow employees to add a new account or view the details of an existing account.
Enter the information for the new direct deposit account.
Select “Create”
Note: Direct deposit changes will be effective on the next check, if updated 5 business days prior to payday.
**If your direct deposit account has been compromised-contact Payroll immediately and let them know.
For a more detailed step-by-step tutorial, select the link below.
Where will I find an electronic copy of my 2024 W-2?
Where will I find an electronic copy of my 2024 W-2?
W-2s for 2024 will be available via Etrieve. This is the last W-2 that will be available in Etrieve.
Moving forward, these documents will be available via AccessHCS. To access these documents in AccessHCS, see the instructions below.
Login: Open the AccessHCS environment and select single sign-on
Navigate to “Me tab” – top left corner of page and select tile- “Pay”
Select the card, "Year-End Documents"
For a more detailed step-by-step tutorial, select one of the links below.
How Do I View/Change My Tax Withholdings?
How Do I View/Change My Tax Withholdings?
Login: Open the AccessHCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page and select tile- “Pay”
Select “Tax Withholding”
Select the Federal Tab to display W-4 information or the Regional tab for G-4 information.
Select the hyperlink for Federal or Regional forms.
This will open a new window displaying the current tax withholdings.
The pencil icon will allow employees to make changes to their W-4 and G-4 forms.
Select “Submit” once all relevant sections have been updated.
Note: Tax withholding updates will be effective on the next check, if updated 5 business days prior to payday.
For a more detailed step-by-step tutorial, select the link below.
How Do I View My Current Compensation?
How Do I View My Current Compensation?
Login: Open the Access HCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Show More”
Select “My Compensation” to view current salary and additional compensation
For a more detailed step-by-step tutorial, select the link below.
How to Submit a Resignation/Retirement?
How to Submit a Resignation/Retirement?
Login: Open the Access HCS environment and use single sign-on
Navigate to “Me tab” – top left corner of page
Under Quick Actions, select “Show More”
Scroll down and select "Resignation" under the Employment section
Enter the required information in the When and Why section
Upload a copy of your resignation letter
Select "Submit" at the top right hand corner. This resignation will be routed to your supervisor.
For a more detailed step-by-step tutorial, select the link below.
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