Employee Self Service Overview

Human Capital Management (HCM)
Employee User Guide
Employee Self Service Overview
Last Updated: 9/27/11
Entering the HCM System
Overview of the Human Capital Management System
 The HCM system is web based software, which allows for the management of employee data and employee related
transactions by designated University employees and Human Resources Professionals. It contains special access for
Employee Self Service and Manager Self Service.
Employee Self Service Functions
 Allows employees to make certain changes to their employee files: users can access the following information in their
own employee file and request changes if needed:
1. Personal Information: contact information, emergency contacts, home address, etc.
2. Payroll and Compensation Information: direct deposit, pay advices (current and old pay checks), W-4, W-2,
deductions, taxes, tax withholdings, etc.
3. Benefits Information: view current benefits selections, plans, etc.
*** Certain changes will need to be approved by HR and require official documentation (example: name change
and marital status).
What is a NetID
 All faculty, staff, and students are assigned a Rutgers unique identifier known as a NetID, comprised of initials and a
unique number (e.g. jqs23). In order to access many of the electronic services available to you at Rutgers, you need to
activate your Rutgers NetID. Your assigned NetID will appear on the activation screen.
Getting a NetID
 When an employee record is created and approved in the HCM System, after a 24hr period, a NetID is created and sent
to the employee’s RCI e-mail account and/or the personal e-mail address that was provided during this process.
Your NetID
 Your NetID is the username, which you use when logging to websites like the HCM System’s Employee Self Service. To
look up with NetID visit the NetID Query Website at: https://identityservices.rutgers.edu/netidquery/query.html. You
will need to enter your employee ID number and date of birth.
Accessing Employee Self Service
 When an employee gets a NetID, they automatically have access to their own information in the HCM system.
1. Go to the RIAS website: http://rias.rutgers.edu
2. Log in using your Net ID and password
3. Click on the “Click Here to Access Self Service” link in the middle of the page
4. A new screen will appear with an “Oracle” logo in the top left
5. Click “Main Menu” causing a drop down menu to open and click on “Self Service”
6. Select the area you want to review or edit
Instructions for Employee Self Service
 Online Instruction (Video Clips)

How to Login (30 seconds)
http://rias.rutgers.edu/TrainingLinks/Online/login_demo/login_demo.htm

Personal Information Summary (2 minutes)
http://rias.rutgers.edu/TrainingLinks/Online/personal_demo/personal_demo.htm

Direct Deposit (4 minutes)
http://rias.rutgers.edu/TrainingLinks/Online/direct_demo/direct_demo.htm

View Your Pay Check (1.5 minutes)
(Note: A paycheck can only be printed in the Portrait page orientation)
http://rias.rutgers.edu/TrainingLinks/Online/viewpay_demo/viewpay_demo.htm


W-4 Information (1 minute)
http://rias.rutgers.edu/TrainingLinks/Online/w4_demo/w4_demo.htm
Quick Guides (On-Screen/PDF Documents)

Changing Your Home/Mailing Addresses
http://rias.rutgers.edu/homeaddress.htm

Adding/Changing/Deleting Your Phone Numbers
http://rias.rutgers.edu/phonenumbers.htm

Adding/Changing Your Emergency Contacts
http://rias.rutgers.edu/emergency.htm

Direct Deposit
http://rias.rutgers.edu/directdeposit.htm

Disable Pop Up Blockers to View Your Paycheck
http://rias.rutgers.edu/TrainingLinks/HRPayroll/Popups.pdf

Step by Step Guide to View Pay Check
http://rias.rutgers.edu/TrainingLinks/HRPayroll/guidetoviewpaycheck.pdf

Step by Step Guide to View Pay Check (Spanish version)
http://rias.rutgers.edu/TrainingLinks/HRPayroll/RIASPaycheckSpanish.pdf

View Your Pay Check (A paycheck can only be printed in Portrait format)
http://rias.rutgers.edu/viewpaycheck.htm

W-4 Information
http://rias.rutgers.edu/w4.htm
Login/NetID Problems
 Some reasons for being unable to login into Self Service on the “Rutgers Central Authentication Service” screen include:
1. Your employee file has not been created yet, which means you do not have an employee ID (which is required for
the creation of a NetID).
2. Your information is still being processed. You will get an e-mail with your information to your new RCI e-mail
account or your personal e-mail if it was provided.
3. Your information has not been entered correctly in the HCM system
4. Your system access has been compromised due to a recent change to your job or personal data
***Ask your department HCM Preparer/Hiring Manager to review your personal information and job data for accuracy
(First Name, Middle Name, Last Name, Date of Birth, National ID Number [Social Security Number], etc.). If an error is
found, the HCM Preparer should contact the Human Capital Management Unit [e-mail: hcm_action_status@hr.rutgers.edu
or Hotline 848-932-3888] to resolve the issue.
Viewing your Employee Information
Viewing Previous and Future Paychecks
 Click “View Paycheck” in Employee Self Service in the HCM system. Make sure your pop-up blocker is “off” to allow the
PDF of your paycheck to open.

View Your Pay Check (A paycheck can only be printed in Portrait format)
http://rias.rutgers.edu/viewpaycheck.htm

Disable Pop Up Blockers to View Your Paycheck
http://rias.rutgers.edu/TrainingLinks/HRPayroll/Popups.pdf
Change/Setup Direct Deposit Information
 Click “Direct Deposit” in Employee Self Service in the HCM System.
***You can only make a change once per day (but you can do this as often as you would like). The current progress of
the payroll cycle will effect when your changes will be reflected in your paycheck. This process does not require
approval and it is not reviewed for accuracy, therefore please review your information before submitting.

Adding/Editing Direct Deposit
http://rias.rutgers.edu/directdeposit.htm
Submitting Employee Work Hours
 Tracking of time worked varies by department. Please ask your supervisor.
View and/or Track Sick and Vacation Days
 Use the following resources:
1. Review your paycheck advice (stub), found in Employee Self Service in the HCM system, to see your Vacation Day
accrual (Year to Date). (The information may be a few weeks old)
***Information regarding sick days is not provided on a paycheck advice (stub)
2. Log into the Absence Reporting System (https://payrolluhr.rutgers.edu/ars/) to view detailed vacation and sick day
information. Please note that the Absences Reporting System is a separate system from the HCM System.
***Contact your Supervisor if there are any inaccuracies as soon as possible.
Determining Retirement Account Balance
 Please contact a Benefits Specialist at 848-932-3990 to direct you to the appropriate resources to obtain this
information.
Determining Number of Years as Rutgers Employee
 Contact the Human Capital Management Unit to find out the years of Rutgers service you have earned as displayed
under the Employee Data tab in the HCM system.
***Your “pension-credited service” is different. It is based on active participation in a pension plan administered by
the NJ Division of Pension and Benefits. You may request a Pension-Service Audit directly from the NJ Division of
Pensions and Benefits by calling 609-292-7524 or by visiting their website.
Determining Amount Paid in Medical Costs for the Year
 Your current medical deductions can be found in your Paycheck Advice (stub), which can be accessed through
Employee Self Service in the HCM System. For additional information, contact a Benefits Specialist at 848-932-3990.
Determining Your Current Salary
 Please contact your Supervisor, Department HCM Preparer, or Department HCM Approver for more information.
Employee Benefits Questions
 Please utilize the following resources:
1. To view general benefits information, visit the websites:
i. (Staff) http://uhr.rutgers.edu/ben/YourBenefitsStaff.htm
ii. (Faculty) http://uhr.rutgers.edu/ben/YourBenFac.htm
2. To view your own benefits selections and/or deductions, please log into Employee Self Service in the HCM System.
***For further assistant, contact a Benefits Specialist at 848-932-3990.
Employee Name Change
 The current process requires an employee to present his or her Supervisor or Department HR Preparer with a new
social security card and drivers license (which reflects their new name). Then their Supervisor or Department HR
Preparer will send a copy of their documents via fax or in person to the Human Capital Management Unit.
 Please visit the “Life Event: Name and Address Change” website for more information and links containing forms to
change your information with your Benefits Providers as well.
Website: http://uhr.rutgers.edu/ben/NameorAddressChange.htm
 This change cannot be completed in Employee Self Service. The HR department will require generally one week to
process your name change and update the system.
General Employee Questions
Obtaining a RUconnection Card (Rutgers Employee ID Card)
 For more information. Visit the website: “http://uhr.rutgers.edu/misc/gettingstartedatru.htm#RUconnection”
Additional Help
Human Resources (& HR Operations)
Main Phone Number: 848-932-3020
(See website for staff e-mail addresses)
http://uhr.rutgers.edu/
Human Capital Management Unit
848-932-3888 [Urgent Issues Only]
hcm_action_status@hr.rutgers.edu
http://uhr.rutgers.edu/
Payroll Unit
732-445-3007
(See website for staff e-mail addresses)
http://payroll.rutgers.edu/
Benefits Unit
848-932-3990
(See website for staff e-mail addresses)
http://uhr.rutgers.edu/ben/YourBenefitsStaff.htm
Benefits Enrollment Unit
848-932-3990
(See website for staff e-mail addresses)
http://uhr.rutgers.edu/misc/ContactUsBenefitsOp.htm
Information Technology
New Brunswick: 732-445-HELP
Newark: 973-353-5083
Camden: 856-225-6274
New Brunswick: helpdesk@nbcs.rutgers.edu
Newark: help@newark.rutgers.edu
Camden: help@camden.rutgers.edu
New Brunswick: http://oit.rutgers.edu/
Newark: http://www.ncs.rutgers.edu/
Camden: http://computing.camden.rutgers.edu/