Salon Associate & Salon Leader Self Service User Guide
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Salon Associate
&
Salon Leader
Self Service User Guide
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Version Date: 6/22/2015
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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.
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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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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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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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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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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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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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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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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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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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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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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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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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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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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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Benefit Life Event Change Continued
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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Benefit Life Event Change Continued
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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Benefit Life Event Change Continued
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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Benefit Life Event Change Continued
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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Benefit Life Event Change Continued
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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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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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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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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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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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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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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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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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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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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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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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])