Manage Self Service user accounts

Use to unlock account option for an enabled employee whose latest failed login attempt has exceeded the threshold set by the payroll.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee with the locked Self Service account from the Employee List.

3. In the Self Service User section, select the Unlock Self Service Account checkbox.

4. Click Save.

Use to enable a disabled employee’s access to Self Service. Accounts are disabled after an employee incorrectly answers their personal verification questions three times, or when the account is manually disabled using the Disable Self Service Account option.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee to enable from the Employee List.

3. In the Self Service User section, select the Enable Self Service Account checkbox.

4. Click Save.

Use to disable an enabled employee’s access to Self Service. If the employee is actively logged into the Self Service application, the user is logged off of the Self Service application and Login page displays.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee to disable from the Employee List.

3. In the Self Service User section, select the DisableSelf Service Account checkbox.

4. Click Save.

Use to reset an employee’s Self Service account password. After resetting the password:

• The employee’s password is reset to a system generated password.
• A reset password email is sent to the employee with a link that expires in 24 hours.
• The account is unlocked and enabled if necessary.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee whose password to reset from the Employee List.

3. In the Self Service User section, select the Send new Password To User checkbox.

4. Click Save.

Tip: The employee can also use the Forgot your password? link on the Powerpay Self Service Login page in place of these steps to reset their password.

Use to force the employee to change their password upon their next logon to the Self Service.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee for whom to force a password change from the Employee List.

3. In the Self Service User section, select the Force Password Change On Next Logon checkbox.

4. Click Save.

Use to force all Self Service users to reset their Self Service passwords. This option should be used in the event of a security breach.

1. Open the Self Service Options page. From the Company menu, select Self Service > Self Service Options.

2. Click the Force All Users to Change Password button.

3. Click OK in the pop-up dialog that displays.

4. Click Save.

Use when the employee has never logged into Self Service, and their temporary link has expired. A welcome email is sent to the employee with a link to the Powerpay Self Service application.

Important: The Employee Number is required to complete the initial logon process. You must provide this number to your new employee for them to successfully complete the process. For a list of your employees set up with Self Service accounts, their usernames, and their employee numbers, go to the User Accounts page. From the Reports menu, select Self Service Reports > User Accounts. in Powerpay.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee to re-welcome from the Employee List.

3. In the Self Service User section, select the Re-Welcome checkbox.

4. Click Save.

If the employee has forgotten their password, the employee should use the "Forgot your password" option in Self Service to reset their password.

Both Self Service usernames and email addresses can be edited directly on the Profile tab.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee whose username or email address needs to be edited from the Employee List.

3. In the Contact Information section, enter the new email address.

4. In the Self Service User section, enter the new username.
5. Click Save.

Use to mimic an employee with a Self Service account, including viewing information for the simulated employee.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee to simulate from the Employee List.

3. In the Self Service User section, click Simulate.

Self Service opens automatically to the simulated employee’s account.

All information is view only.

Use the Security Event Log to view security event data from the past 30, 60 or 90 days for a selected employee.

1. Navigate to the Profile tab. From the People menu, select People List > Profile tab.

2. Select the employee whose event log to view from the Employee List.

3. In the Self Service User section, click View Security Event Log..

The log displays the events sorted by the most recent.

Use the Self Service User Account Report to view all employee accounts on the payroll and track usage of the Self Service module. The report includes a list of all employees with Self Service accounts in the payroll, both active and inactive.

1. Navigate to the User Accounts page. From the Reports menu, select Self Service Reports > User Accounts.

2. Click the PDF or Spreadsheet button to export the report.

To ensure that terminated employee's needs are being met, including over year-end, Powerpay includes employees with Self Service who were terminated in a previous year in the Employee List on the User Maintenance page. From the Company menu, select Self Service > User Maintenance.

Terminated employees with Self Service maintain access to Self Service for 18 months after the Processed Date of the Pay Period that they were terminated, so that they can view, print, and download their pay stubs and tax forms. After 18 months, the employee no longer has access to Self Service and the terminated employee’s information on User Maintenance page. From the Company menu, select Self Service > User Maintenance. becomes read-only (except for Simulation).

The employees terminated in the previous year display with an icon to the left of their name in the Employee List, and icon and message display, with the year the employee was terminated, in the Employee Information Bar.

The Employee List on the User Maintenance page. From the Company menu, select Self Service > User Maintenance. also includes the additional filter selection “Terminated in previous years”.