salon associate salon leader self service user guide · 8 version date: 6/22/2015 version 2.0 pto...

1391

Salon Associate

&

Salon Leader

Self Service User Guide

2

Version Date: 6/22/2015

Version 2.0

Table of Contents

Table of Contents .................................................................................................................................. 2

Introduction .............................................................................................................................................. 3

Accessing Self Service ........................................................................................................................ 4

Salon Associate Self Service ...................................................................................................................... 6

Address Change ........................................................................................... 6

PTO Balances .............................................................................................. 8

Tax Withholding Change .................................................................................. 9

Direct Deposit ............................................................................................ 11

Direct Deposit Setup .................................................................................... 12

Benefits ................................................................................................... 15

Employment & Personal Information .................................................................... 16

Stylist License Information ......................................................................................................................................... 17

Benefit Life Event ........................................................................................ 22

New Hire .................................................................................................. 30

Ratner Learning Academy ............................................................................... 34

Salon Incident ............................................................................................ 35

Salon Leader Self Service ............................................................................................................... 36

Direct Reports ............................................................................................ 36

Validating Stylist License Information .................................................................. 37

Associate Dates .......................................................................................... 38

Pay Rate History ......................................................................................... 39

Position Request .................................................................................................................................... 40

Important Note: At times you will be temporarily locked out of Address, Direct

Deposit and W4 Changes, while payroll is running. The lockout may last for a couple of

hours but once payroll is complete you will be allowed to access those screens again.

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Introduction

What is Self Service?

Self Service provides Salon Associates with online access to view personal information such as

benefits, pay check history and PTO balances.

How do I access Self Service?

Self Service can be accessed from your office or home computer.

In Office or Home – https://myratner.com

User Name & Password - Use your Employee Number and the password will be the last four

digits of your Social Security number.

If you encounter problems, please contact HRIS @ [email protected].

How do I logout of Self Service?

You must use the “Logout” button when exiting Self Service. Please do not select the “X” on your

browser to exit because this does not close your Self Service session. The “Logout” button is located

in the top right-hand corner of the screen.

Can I change my password?

It is strongly recommended that you change your password the first time you access Self

Service. When you first access Self Service, the “Password Reset” button will appear on the

Navigation Panel. Select the “Password Reset” button, which will open a smaller window that is used

to change your password.

Who do I contact if I need help or have problems logging in to Self Service?

If you encounter problems, please contact the Help Desk at 1-877-275-7570.

Click on your user

name and then

select “Sign Out”.

Please DO NOT

USE the

Important Note: PASSWORD MUST BE 6-8

CHARACTERS AND INCLUDE AT LEAST ONE NUMBER.

Select the “Bookmarks” drop down and then

select the “Password Reset” button, which

will display a “Password Reset” button.

https://myratner.com/

mailto:[email protected]

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Accessing Self Service

The following provides an overview of the Self Service Portal window and navigation instructions.

Access Self Service: In Internet Explorer go to https://www.myratner.com

Clicking on the Bookmarks

drop down will display all the

features you have access to

update and view. Access to

these features varies based

on your role.

Associate Self-Service

Leader Self-Service

Instructor

Password Reset

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Salon Associate Self Service

Address Change

It is quick and easy to change your address directly online following the simple instructions below. To

change your address, select the Home Address button on the Navigation Panel

Step 1: Enter

Effective Date for

Address Change.

Step 2: Enter

Address on Home

Tab then select

Supplemental Tab and

enter address once

more.

Step 3: When you

are finished entering

your address, select

Update.

Important Notes:

Date cannot be in the

future.

County is a required field.

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Address Change Continued

After selecting the

Update button, you will

receive an Update

Complete Message.

Important Note:

Address Changes take

effect immediately

Additional links will

appear allowing you to

make other changes that

may apply due to a change

of address.

Important Note:

Instructions for each link

are covered in detail in

this User Guide. Please

refer to Table of

Contents.

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PTO Balances

To view your current PTO balances, select Associate Self-Service menu, then select the PTO Balances.

Your Available and Reserved Time will display.

To view your PTO transactions click on the drop down arrow next to Available Time.

Select the PTO Balances

button on the Navigation

Panel to open window.

Click here to view

your PTO accrual

and usage

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Tax Withholding Change

You can make the following Tax Withholding changes through Self Service: add or change Additional

Withholding, change Federal and/or State Filing Status and Allowances. The steps below will help

you through the process.

Select Tax Withholding

Step 1: Click on drill down icon next

to the description to select the Tax

that you wish to update.

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Tax Withholding Change Continued

For example, if you select the Federal Tax Withholding, the window below will open.

After you select Continue the following window will appear. You must select Update to complete the

change.

Optional Step 2:

Change your Filing

Status by

selecting one of

these options.

Step 5: Click

Update authorizing

tax changes. Important Note:

Tax Withholding

Changes take effect

immediately.

Optional Step 3:

Change Allowances

and/or Add or

Change Additional

Withholding in

these fields.

Step 4: When you are done,

please select Continue at

the bottom of the page.

Need Help – Select

the W-4 Instructions

button for assistance

completing the form.

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Tax Withholding Change Continued

Important Note: Please read the message that appears above the Update button: Under

penalties of perjury, I declare that I have examined this certificate and to the best of my knowledge

and belief, it is true, correct, and complete. By selecting Update, you are authorizing Ratner to apply

Tax Withholding changes.

Direct Deposit

PLEASE carefully read the following before adding or stopping your Direct Deposit:

New Hires and Rehires – Ratner offers two methods by which to receive pay, Direct Deposit or

Pay Card. To avoid being paid via Pay Card, please set up your direct deposit information as soon

as possible.

If you have been receiving pay via Pay Card and decide to change to direct deposit, you will

receive 2 to 3 live checks before your pay begins to be deposited into your bank account.

Your Pay Card can only be stopped after setting up direct deposit. If you elect in Self Service

to stop your Pay Card without setting up direct deposit, your action will not be processed and

your Pay Card will continue to be funded.

Before you get started, below are a few helpful hints:

What is Effective Date?

The Effective Date is the date on which you are making a change. Enter today’s date in the

Effective Date Field. Changes made on this screen may or may not be reflected on your next

paycheck, depending on your payroll cutoff. Please remember to allow time for the prenote

process with your bank. This process usually takes about 2 – 3 payroll cycles to complete.

What is the Prenote Process?

Once your bank account information has been entered, there is a prenote process to verify the

account with the receiving bank before money is funded to that account.

check. It is also referred to as an ABA number or Transit Routing number. The account number

is printed next to the routing number on the bottom of your check.

After selecting the

Update button, you

will be returned to

the original window.

Your changes will be

displayed on the

form. Follow the same

steps to change

State Tax

Withholding.

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Version 2.0

Important Note: Sometimes the numbers on checks and deposit slips differ, so it is

important that you determine the routing and account numbers by looking at one of your

personal checks (rather than a deposit slip). If you are opening an account with a credit union or

a savings account, we suggest you confirm the routing and account numbers with that bank.

In the Bank field, please select a bank from the dropdown. You may search for your bank by

name or routing number. The routing number is a unique number that is assigned only to your

bank. Once you select your bank, the name and routing number will automatically default into

the form. Important Note: If you cannot find your bank routing number from the dropdown,

please fax your change to the Payroll department (703) 269-5389 or (703) 269-5407.

What is Type of Account?

Please enter “Checking” or “Savings” in this field. Typically, if you can write checks against an

account, it is a “Checking” account. With a “Savings” account, you do not write checks against it

and, generally, use deposit or withdrawal slips only.

What is Deposit Amount/Percent?

Deposit Amount is used to specify a flat dollar amount whereas Percent is to specify a percent

of net pay to deposit. Important Note: If you are setting up a default account, you must

specify 100% of net.

If you want to deposit a percent of your net pay into an account, select Percent and type

the number indicating the percent to be deposited. You do not need to type the percent

sign.

If you want to deposit a flat amount into an account, select Amount and type the amount

that should be deposited into the account. You do not need to type the amount sign. If the

deposit amount is a whole number, you do not need to type the decimal point.

What is a Default Account?

If you want your net pay to be distributed into one or more accounts, you will need to have

at least one default account designated at 100% for anything leftover after all other

distributions have been made. A default account is like a safety net and it ensures that all

of your pay is designated to a bank account

What is the limit on number of Direct Deposits?

You may add up to 10 accounts.

Direct Deposit Setup

Follow the below steps to setup, stop or change your Direct Deposit.

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Version 2.0

Step 1: Select

Add when you

are ready to

setup Direct

Deposit.

Important Note:

To setup a Direct

Deposit, you will need

your bank routing and

account number.

You may add up

to 10 accounts.

Step 2: After you

select Add button,

select if you want

your entire check

deposited or just a

partial amount.

Step 3: After you select Add

the Authorization window will

open. If you agree to the terms,

please select “I agree with

above statement to continue”.

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Version 2.0

Direct Deposit Setup Continued

Routing number will

display here after

selecting the bank

in the Bank field.

Step 6: In the

Description

field, type

Checking or

Savings.

Step 8: Select

Checking or

Savings.

Step 7: Enter your

account number in

this field.

Step 9: Once your

bank information

is entered, please

select Update to

complete setup.

Important Note: Your change may take several payrolls to take effect.

Step 5: Select the to open dropdown containing list of banks.

Search for your bank by name or routing number then select. The bank will

default into field and display routing number in left corner of form.

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Version 2.0

Direct Deposit Setup Continued

In the example above, the entire check will be deposited at 100%. If you are depositing an amount,

there will be an additional field to enter the amount or percent of net.

Benefits

Select Benefits

to open a

smaller

Navigation

panel with

several benefit

options.

There are several options available

under the Benefits button. You can

view Handbooks, Plan Descriptions, your

Dependents, add Beneficiaries or list of

your Current Benefits. You can also add

Beneficiaries and/or Dependents.

In addition, there is a link to assist New

Hires with their Benefit Enrollment and

a link to Prudential or 401k enrollment.

Please see New Hire section for further

details.

Important Note:

New Benefit Enrollment

is outlined in a separate

section.

After selecting

Update, you will be

returned to this

screen. Your direct

deposit will be

displayed in window.

If you need to

close your

account, select

“Close Account”.

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Version 2.0

Employment & Personal Information

To view Employment or Personal Information, follow the instructions below.

Select

Employment on

the Navigation

Panel to view Job

Profile and Email

Address, if

available.

Add your Beneficiaries.

Only applicable if you

are enrolled in CHC,

401k or Life Plans

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Version 2.0

Stylist License Information

There are several options under

Personal Information.

Select Personal Information on the

Navigation Panel to open a window to

view:

Stylist License information

Dependents

Emergency Contacts

Ethnicity

Preferred Name

Personal Profile

Veteran Status

Step 2: Click

Certification

dropdown to select

state

Select

Stylist License

Under the Personal

Information to

update stylist license

information

Step 1: Click Add

button to enter

Stylist License

Information

Step 3: Select

state from listing

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Version 2.0

You should now see your Stylist License Information.

Step 4: Enter License Number

Step 5: Enter Date Acquired

Step 6: Enter Renewal Date

Step 7: Hit the

Update Button

Important Note:

Once you’ve entered your

Stylist License

information, make sure to

give your Leader a copy of

your license so they can

confirm the license

information you entered.

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Version 2.0

Pay Information

To view pay information, select Pay Information to open smaller Navigation Panel. Under Pay

Information, you can view your Pay Checks, Pay Rate History and Year to Date Wages.

To view pay check information, select Pay Checks on the Navigation Panel to open window. You will have

access to view and print your pay checks for last 12 months. Follow the steps below to access your Pay

Check information.

Select Pay

Information

to open a smaller

Navigation panel.

The following options

are available under

Pay Information:

Average Hourly Rate

View & Print Pay Stub

View Pay Rate

History

View & Print Year to

Date

Wages/Deductions

W2’s

Select

Average Hourly Rate

to view your current

Average Hourly Rate.

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Version 2.0

Important Note: If you see a check with a negative “ - “ sign this means that the check was voided.

An example is in the above screen shot.

Select Pay Rate History to access your Pay Rate History.

Select

Pay Checks

to view your

payments for

the last 12 months

Your paychecks will appear

in the window, with the

latest check appearing

first. The Pay Check Date

will appear in “blue”.

Select the Pay Check

Date to view pay check

detail, which will open in a

new window.

Select Payment

Date to display

details.

Select Printable

Pay Stub to

print selected

payment.

Select a through

date and hit the

continue button

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Version 2.0

ued

To view year to date wage and deduction totals, select Year To Date. Follow the steps below to access

your Year To Date Wage and Deduction Totals.

Pay rate history

will display with

effective date,

rate, annual salary

and percentage

change.

You will be able to

select the year of

wages you wish to

see from the drop

down.

Select Payment

Details to view

payments that are

included in Year to

Date Totals

Year To Date

Wages and

Deductions for the

year that you

selected will be

displayed

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Version 2.0

W2s instructions can be found under Self Service User Guide.

Benefit Life Event

You may make benefit changes through Self Service in the event of a qualifying Life Event Change,

which would be an Adoption, Birth, Marriage, Divorce, or Spouse Employment. The steps below will

walk you through the process.

Before we begin, there are some important things to consider:

You must report Life Event Changes within 30 days

Mail or fax a photocopy of applicable document (i.e. adoption document, divorce

decree) to:

Attention: Benefits Department

Ratner Companies

1577 Springhill Rd

Suite 500

Vienna, VA 22182

Fax (703) 269-5389 or (703) 269-5407

Your benefit change will not take effect immediately pending approval from the Benefit

Department. The effective date of the change may be modified or delayed if you do not

provide the required documentation.

Questions? Call the Help Desk at 1-877-275-7570.

Click W2 User Guide

for information on how

to access your W2

information

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Version 2.0

Benefit Life Event Change

Below is an example of Adoption Life Event Change. Follow these steps or similar steps for all Life

Event Changes:

Important Note: Each Life Event is setup to automatically move you through the screens

based on the event.

Select

Life Event to

change benefits due

to Life Event

change.

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Version 2.0

Benefit Life Event Change Continued

Important

Notes: Placement Date: The

time at which the child

comes to live with the

adopting parents.

Adoption Date: The

date that the Adoption

was finalized

Step 1: For an Adoption

Life Event Change,

Enter the Dependent

information: Name, Birth

Date, Adopted Date,

Placement Date, Social

Security Number, Type

of Dependent,

Relationship, Address &

Gender.

Step 2: Click

on the

dropdown to

select value

for fields.

Indicates

Required Fields

Step 3: Click

Update when

you are done

entering

information.

Step 4: After hitting the

Update button, your dependent

will be displayed in the window.

Step 5: Select Close to

continue through the Life

Event Change.

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Version 2.0


After you select Close,

this window will open.

Based on the event there

will be a list of links on

this form. You may

change any or all

information contained on

the links based on your

event. Once you

complete the changes for

each link, you will be

returned to this window

allowing you to select the

next option, if applicable.

Step 1: Select

Benefits to

change benefits

based on your

adoption.

Important Note: Please carefully read the

Life Event Message

before selecting

Continue.

If you have exceeded the

time limit for making Life

Event Change you will

receive a message: “EOI

exceed 60 day limit in

making Life Event

Change.”

Step 2: Carefully read the

message for the Life Event

Change, which includes

important instructions. Once

you have read the message,

select Continue to continue

through the enrollment process.

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Version 2.0


After you select

Continue, this window

will open. Displayed to

the far right are your

current benefit

elections that you may

change based on the

Life Event.

Step 4: Select

Continue to change

benefits due to Life

Event Change.

Step 3: Select

Continue to change

benefits due to

Life Event Change.

Before you are given

the option to change

your benefits, you will

first review your

current benefits.

When you are ready,

select Continue to

move to the next

screen.

Important

Note: You will repeat

this step with each

type of benefit:

Health, Dental, Life,

Spouse Life,

Dependent Life, etc.

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Version 2.0


After you select Continue, the window below will open.

Step 5: Select your

new option based on

the Life Event Change.

In this case, you would

add a Dependent due

to an Adoption.

Step 6: When

you have made

your selection,

select

Continue.

Step 7: If the

information is

correct, select

Continue.

You will receive a

similar screen for

each benefit that

you are currently

enrolled in. Select

your option on each

screen to continue

through the

enrollment process.

Important

Note: After you have

completed all changes,

you will be provided a

Summary Page of your

elections. Please review

Your Current

Benefit will be

displayed here.

Did you make a

mistake or miss

something? If so,

select Make Changes

to change enrollment.

To exit and stop benefit

changes that you have entered,

select Exit. You may make

elections later

Did you make a mistake or

miss something? If so,

select Make Changes to

change enrollment.

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Version 2.0


Choose “OK” to keep

these benefits.

If you are not sure of

the elections that you

have made, select

Cancel and then choose

Exit and make elections

later.

Important Note:

If you need to make

changes after selecting

OK, please contact the

Benefits Department.

Step 8: Select OK

to keep your new

benefit elections.

Optional Step 9: Would

you like to print a copy of

your changes? If so, select

Yes to print or to email

your elections.

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Version 2.0


Important Note: Do not forget to mail or fax a photocopy of the applicable document (i.e.

adoption document) to the Benefit Department. The document must be received before benefits

are updated and take effect.

Step 10: Select

Continue to return to

Life Event Link screen.

Life Event Benefit

Enrollment is

complete. Continue

with other changes by

clicking on the links, if

applicable. It is not

required that you

change all that is

listed.

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Version 2.0

New Hire

Welcome to Ratner!

If you are a new Associate, you will find all the options that you need in one convenient place under New

Hire. You will have the option to change your Tax Withholding, setup Direct Deposit, add Dependents,

Emergency contacts, enroll in Benefits, view Employment and Personal information. The following steps

will walk through the New Hire options in Self Service.

Very Important Note: Before you begin your benefit enrollment, please first enter spouse and

dependents, if applicable. Setup your dependents under Personal Information on the Navigation Panel.

For help in setting up dependent and/or spouse, please follow the setup instructions that begin on page

22 (the Life Event Adoption example).

Select Work Information and

Personal Data on the Navigation

Panel to view information.

Select Payment Setup on

the Navigation Panel to

change your Tax

Withholding or setup

Direct Deposit. Please

see instructions for Tax

Withholding on page 7 and

Direct Deposit on page 10.

Select

Benefits to

view options.

See next page

for details.

Important Note:

Before beginning your

benefit enrollment, you

will need to setup your

dependents and/or

spouse, if applicable.

Dependent setup is

under Personal Data

on the Navigation

Panel.

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Version 2.0

New Hire Continued

Once eligible for benefit enrollment, follow the steps below:

Select Benefit

Handbook

or Benefit Plan

Descriptions to

review.

Step 1: Select New

Hire Enrollment on

the Navigation Panel to

enroll in benefits. The

below screen will open.

Listed on this

screen are the

benefits in

which you will

have the option

to enroll or

waive.

Step 2: Select

Continue to start

the enrollment

process.

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Version 2.0

New Hire Continued

Important

Note: You will

repeat this step

with each type of

benefits: Health,

Dental, Life,

Spouse Life,

Dependent Life,

etc.

Step 3:

Select your

Health Plan.

Step 4: Select

Continue

Step 6: Select

Continue

Step 5: Select

Option: EE for

Employee, Family,

EE & Spouse or

EE & Children

You will receive a

similar screen for

each benefit that you

are eligible to enroll in.

Select the benefit

election then select

option to continue

through the

enrollment process.

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Version 2.0

New Hire Continued

Important Note:

After you have completed

your changes, you will be

provided a Summary Page

of your elections. Please

carefully review.

Step 7: If the

information is

correct, select

Continue.

Did you make a mistake or

miss something? If so,

select Make Changes to

change enrollment.

To exit and stop

benefit

enrollment,

select Exit.

Choose “OK” to keep

these benefits.

If you are not sure of

the elections that you

have made, select

Cancel and then choose

Exit and make elections

later.

Important Note:

If you need to make

changes after selecting

OK, please contact the

Benefits Department.

Step 8: Select OK

to keep your new

benefit elections.

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Version 2.0

Ratner Learning Academy

For more information on the Ratner Learning Academy please click on Ratner Learning Academy and

then go to the Training User Guide.

Optional Step 9: Would

you like to print a copy of

your changes? If so, select

Yes to print or to email

your elections.

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Version 2.0

Salon Incident

To report any work incident, client incident or auto accident please , click on Salon Incident and select

the appropriate report. Complete all necessary fields with a red asterisk (*) then hit submit.

Select

Training User

Guide to review

User Guide.

Select Salon Incident

Report for any work or

client incidents

Select Auto Incident

Report for auto incidents

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Version 2.0

Salon Leader Self Service

What is Leader Self Service?

Self Service will provide Leaders with online access to personnel information for their

Direct Reports, such as Pay Rate History, Emergency Contacts, and PTO Balances. If the

Leader has Direct Reports with Direct Reports, the Leader can view information for

those associates as well.

How do I access Leader Self Service?

If you are a Leader with Direct Reports (Salon Associates), you will have access to both

Associate and Leader Self Service in the Navigation Panel when you sign in. Please see

screen below.

Direct Reports

Leaders can view information about their Associates. The system will list Associates hired within the

last 90 days as New Hires.

This is Leader Self

Service with your

Direct Report’s

(Salon Associates)

personnel

information.

Select to view

information on

your Indirect

Reports.

Select link to

see

Emergency

Contacts for

Direct Report.

Step 1: Select

Drill Down button

to view detailed

data.

Select Direct

Report name to

display

employment

profile.

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Version 2.0

Validating Stylist License Information

Step 1: Select the

Drill Around button

The screen below will

open.

Step 2: Select link

to open a smaller

window to view

information. For

example, you will have

access to your Direct

Report’s Salary

History, PTO

balances, Personnel

Action History,

Position History,

Earnings, Employee

Dates, and Address.

Step 3:

Select Back

button to

return to main

page.

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Version 2.0

Associate Dates

Your direct reports and related dates are displayed. The length of service calculation is the

elapsed time between today's date and the employee's adjusted hire date.

Step 2: Select

Certifications link.

The window on the

next page will open.

Step 3: Compare the Stylist

information that appears on

the screen to the copy of the

Stylist License that was

provided to you. If the

information is incorrect, have

the Stylist go in EMSS and

update their information.

View Birthday,

Hire Date,

Adjusted Hire

Date and

Length of

Service for

your Direct

Reports.

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Version 2.0

Pay Rate History

Your Direct Report Pay History is displayed.

Step 2: Using dropdown

select Through Date.

Pay Rate History will

display up to through

this date (not past this

date).

Step 1: Select

Direct Report

from the

dropdown.

Step 3: Select

Continue

to view history.

View Pay Rate

History by

effective date.

The screen will

display rate of pay

and annual salary

for the Direct

Report that you

selected.

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Version 2.0

Position Request Please fill out all the required (*) fields below and hit submit.

Leader Self Service is complete

Enjoy using Self Service!

If you encounter

problems, please

contact the

Help Desk

1-877-275-7570

If the Salon/Department or Job Title is not found, please contact the Recruiting

Department ([email protected])

salon associate salon leader self service user guide · 8 version date: 6/22/2015 version 2.0 pto...

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