Manage field access for employee data entry in Self Service

Use Field Level Control to specify the type of access employees have within Self Service. This feature allows you to enforce corporate policy, and define:

• which fields to display,
• which fields are view only,
• which fields are editable,
• notifications to be sent to Powerpay users based on specific events

Note: The Emergency Contact option only displays when Self Service and the HR features are enabled for your company in Powerpay.

Field Selection Options

There are four Field Selection options available. Select the option based on your company preference and policy, for example you can allow only the email and phone number to be edited, or address and emergency contacts. The options are:

• Hide – no information for this section or field displays.

  If all of the fields are set to Hide, the page in Self Service will be blank. Employees will be unable to view or edit any Profile information.

  However, even if all selections are sent to Hide, if the option to Activate Self Service Pay Statements & Tax Forms is selected on the Self Service Self Service Options page. From the Company menu, select Self Service > Self Service Options. the Earnings Statement & Year End Form Delivery section still displays in Self Service.

• View – (default) information is view only in Powerpay Self Service and cannot be modified.

• Edit – the item can be modified and in some cases deleted in Powerpay Self Service. The edits made in Powerpay Self Service flow back to Powerpay to be used when the payroll is processed. This allows employees to modify their own personal information, such as address and emergency contacts as it changes.

  Note: The edit option is not available to employees in Self Service if you use Dayforce as your import provider. You must enter the change in Powerpay.

• Notify – notifications of any changes/edits by a Self Service user are sent to the Powerpay inbox of the Powerpay user set to receive notifications. For information on defining the Powerpay users to receive notifications see, Users to Receive Self Service Notifications.

  For more information on receiving notifications, see Messages, alerts and notifications.

Note: Regardless of the Field Level setting, information is view only in Self Service for terminated employees. Any changes made to personal information, such as an address change, are not saved.

Field selections available for the Self Service Profile page sections

The following fields in Self Service can be set on the Fields Selection page:

In the Contact Information section: Address Information, Phone (with Area Code), Email, and Emergency Contact.

In the Personal Information section: Social Insurance Number, Earnings Statement & Year End Form Language, Birth Date, Gender.

In the Work Information section: Direct Deposit, Earnings Statement Delivery, and Year End Form Delivery.

Note: Direct Deposit information can only be set to Hide or View. It cannot be edited by employees. Hide is not available for the Earnings Statement Deliver and Year End Form Deliver fields.

Use the Set all to field to set all fields to the same value.

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