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Agenda for My Employee Tab Demo

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Email Address benefits@ku.edu
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The MyEmployee Info Tab on the Kyou Portal

Employee Information Demonstrations, November 2004

From the movie Kate and Leopold, “What’s a Portal?An opening that lasts just a moment.”

From the web site Ask Jeeves “Portal: A site that the owner positions as an entrance to other sites on the internet.”

This project was a combination of efforts by Human Resources & Equal Opportunity, Comptroller’s Payroll Office and Information Services and Information Technology.

Presenters:

  • Karen Banning, Director of Payroll and Assistant Comptroller, Comptroller’s Office kbanning@ku.edu
  • Pam Burkhead, HR/Pay Systems Administrator, Human Resources & Equal Opportunity, pburkhead@ku.edu

What and Why

  • We are now displaying current and some historical paycheck data and current system leave balances under the Kyou portal for all current employees. This information is under the MyEmployeeInfo tab accessible at https://staff.ku.edu or a link to the Kyou portal is provided at http://www.ku.edu/. We will display paychecks for the current calendar year and the past calendar year.
  • The State of Kansas will discontinue printing paycheck advices as of January 2005. Advices are for those using electronic deposit. We strongly encourage employees to have their paychecks electronically deposited. At this time the State of Kansas is still printing “paper” paychecks and distribution will remain the same.

Access and Security

  • To gain access you will need a KU Online ID. This is currently the same ID used to access the University of Kansas Exchange/Outlook email and calendar system.
  • You may only access your paycheck and leave data – you will not be able to see anyone else’s data. No one else can see your data through the Kyou portal. The KU Online ID authenticates you to your Human Resources and Payroll data behind the scenes by your employee ID number.
  • It is very important that you not give out your KU Online ID to anyone. If anyone knows your password you should change it immediately. This is your personal key to managing the security of your paycheck and leave data.
  • One of the most common breaches of security is sharing a sign-on. Sign-ons are often shared to check another’s email while a person is away or an employee may have a job duty of monitoring his/her supervisor’s email. The appropriate way to do this is by assigning/delegating rights for the person through Exchange. This allows the individual to review calendar, email or task etc. under his or her own sign-on. The person delegating the access may decide the level and the type of items and who can access. This does not require knowing the individual’s sign-on. The navigation for delegating access is from the Exchange Tool bar – select Tools, Options, Delegates. Select the individuals name then assign the rights. Exchange information may be found athttp://www.ku.edu/exchange/
  • Please logout using the Logout icon and close out your web browser when you are done to prevent another from accessing your personal data. This is especially important if you are using a shared or public computer.
  • For security purposes, timeout features will close the information on the MyEmployeeInfo after 5 minutes of no activity. You will receive a pop-up notice when your time is about to expire. To prevent the timeout, you will need to keep the page active by clicking on an option to start the clock again. You still need to log out of the browser when you are done.
  • Security to view menu options is controlled by what data the employee has available. Currently there are 2 options of data available – View My Paychecks and View My Leave Balances. An employee will not see the options until he/she has data. A student employee will never see View My Leave Balances, as a student employee does not earn leave. A new employee may not see the MyEmployeeInfo tab until he/she has his/her first paycheck or leave balances.
  • You may use one of the computers available at any Network Express STations (NEST) – a complete updated listing of available NEST is maintained at http://www.ku.edu/~nest/location.shtml. Currently (10/04) machines are available at Watson Library 1 st and 2 nd floor commons (9), Computer Center main floor lobby (1), Burge Union main floor lobby (2), Spencer Museum Art & Architecture Library (2), Wescoe Terrace cafeteria (3), Anschutz Science Library main floor by restrooms (5), and Watkins Hospital lobby (3). Computers are also available at the Lawrence Public Library but access requires a library card.

Availability

  • General Paycheck Data will be available approximately 4 days before payday. If payday is Friday – the data will be available for viewing by the Monday before the Friday payday. This does not mean the money is in the bank if you use electronic funds deposit -- banking institutions generally have funds available to employees at the start of the business on payday which is displayed in the check date field. For those employees who have a paycheck adjustment, the off cycle paycheck will post when available, please watch the check date for when the money will be available at your banking institution(s) if using electronic deposit.
  • Leave Balances are posted as of the end of a payroll period and as leave adjustments are made. You will see new payroll period beginning balances the Friday after the payroll period ends (the Friday after the pay day Friday “the alternate Friday”). Any leave adjustments are updated to the portal nightly.
  • Portal Availability – The Kyou portal is generally available 7 days a week, 24 hours a day. The MyEmployeeInfo tab and data may not be available while it is being updated. Regular updates occur weekly between the hours of Friday midnight to Saturday 6:00 a.m. Leave data are updated nightly.
  • If you are not able to access the information outside of the timeframes listed above or have been timed out, please sign back into the Kyou portal. If not successful, please check out http://www.ku.edu/~helpdesk/ for service advisories and if none contact the Help Desk helpdesk@ku.edu or 4-0200 (leave a message if after hours).

Miscellaneous

  • Please review the help sheets links for each option available.
  • Future Items – We are currently working on displaying leave balance history. As we upgrade our HR/Payroll system we will be able to roll out more items involving self-service and displaying of other personnel and payroll data.