Employee Self-Service
Frequently Asked Questions
The Basics
- What is Employee Self-Service?
- What can I do with Employee Self-Service?
- Does Employee Self-Service require training?
- Why should I use Employee Self-Service?
- Is my information on Employee Self-Service secure?
- Where is this information stored?
- Who is eligible to use Employee Self-Service?
- How can I access Employee Self-Service?
- What is a CNetID?
- What if I forget my CNet password?
- How can I reset my CNet password?
- What browser should I use to access Employee Self-Service?
- Can you use Employee Self-Service on a Mac?
- How can I make the text bigger?
Using ESS
- How do I get help on using Employee Self-Service?
- When is Employee Self-Service available?
- When I make changes in Employee Self-Service, when do they take effect?
- Can I change my name using Employee Self-Service?
- Will my emergency contact information also be used to notify me on cAlert?
- Why would I want to view my pay stub online?
- When are the pay stubs available?
- On my pay stub, what does the Deductions section show?
- Why can’t I claim more than 10 allowances on my W-4 form?
- How long will it take before my W-4 change takes effect?
- If my marital status changes, do I have to update both state and federal W-4 forms?
- Once I enter my direct deposit account information, how long until it takes effect?
- How do I find my bank routing number and checking account number?
- When I am entering an additional direct deposit account, what happens if the amount I enter is greater than my pay?
- Is the W-2 I see and print on ESS my official W-2 form for tax purposes?
What is Employee Self-Service?
It’s a web-based application that allows University employees to view and make changes to some of their personnel records such as address, phone, emergency contact, and payroll forms.
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What can I do with Employee Self-Service?
You can change information such as home address, phone, cell phone, email, emergency contact, W-4 withholding allowances, and payroll direct deposit accounts. You can also view information such as your pay stubs and your W-2 form.
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Does Employee Self-Service require training?
The program is intuitive and easy to use. If needed, training is available online. Select the training link within ESS and then choose a topic.
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Why should I use Employee Self-Service?
At least three reasons: first, as a convenience it allows you to see important information such as your pay stub and tax forms; second, it allows you to easily update vital personnel information such as your withholding allowances for taxes; and third, it saves a tremendous amount of paper work and time, thereby lessening stress, saving trees, and saving the University money.
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Is my information on Employee Self-Service secure?
Yes. It is protected by a secure socket connection, the same protection used for online financial transactions. Your information is safe whether accessed within the University’s environment or on another web connection.
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Where is this information stored?
In the University’s payroll and personnel systems.
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Who is eligible to use Employee Self-Service?
Any University employee including faculty, academic, and staff employees with a valid CNetID.
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How can I access Employee Self-Service?
Open your browser and go to http://ess.uchicago.edu. Use your CNetID and CNet password to login.
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What is a CNetID?
A CNetID is your official electronic id used for accessing email and other University systems. If you are an employee and do not have a CNetID, you may go to http://cnet.uchicago.edu to claim one.
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What if I forget my CNet password?
You need your CNetID and CNet password. If you forget your password, go to http://cnet.uchicago.edu for assistance.
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How can I reset my CNet password?
Go to http://cnet.uchicago.edu and click on the “Change your CNet password” link.
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What browser should I use to access Employee Self-Service?
ESS works in Mozilla Firefox, Internet Explorer and Apple Safari browsers.
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Can you use Employee Self-Service on a Mac?
Yes, ESS works with Safari and Firefox browsers.
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How can I make the text bigger?
On your browser menu bar (at the top of the browser window), select View, Text Size, and then increase the size.
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How do I get help on using Employee Self-Service?
All of the functions within the application offer text-based help. Just click the Help button at the bottom of the screen. Within the application, you can also find training and Frequently Asked Questions under the Help heading on the left-hand menu.
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When is Employee Self-Service available?
ESS is generally available 24 hours a day, 7 days a week. Periodic system maintenance may occur between 12am-6am which may cause the system to be unavailable for a short period of time.
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When I make changes in Employee Self-Service, when do they take effect?
During business hours your changes take effect immediately. Changes made outside of business hours will become effective the following morning.
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Can I change my name using Employee Self-Service?
No. For name changes, please contact your department’s human resources administrator.
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Will my emergency contact information also be used to notify me on cAlert?
There is no connection between your emergency contact information in ESS and the cAlert system. cAlert notifies all employees in cases of possible campus-wide emergencies. To sign up for cAlert go to http://calert.uchicago.edu.
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Why would I want to view my pay stub online?
Viewing your pay stub is offered as a convenience for letting you check your pay record. You can also print it and use it as proof of employment for loan applications and other financial verification.
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When are the pay stubs available?
Pay stubs are available in ESS the day after the payroll has been processed.
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On my pay stub, what does the Deductions section show?
In addition to your federal and state tax deductions, the Deductions section shows any pre-tax deductions such as your retirement contributions, medical, dental, qualified transportation costs, and/or deductions for health and dependent care spending accounts. The After-Tax section shows deductions for any of your elected life, personal accident, and/or long-term disability insurance plans.
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Why can’t I claim more than 10 allowances on my W-4 form?
W-4 allowances of 11 or more must be submitted to the Payroll Department on a paper W-4. This is based upon requirements of the Internal Revenue Service.
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How long will it take before my W-4 change takes effect?
W-4 changes take effect in your next payroll cycle.
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If my marital status changes, do I have to update both state and federal W-4 forms?
You do not have to update your state W-4 since it has no provision for marital status. You do have to updated your federal W-4.
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Once I enter my direct deposit account information, how long until it takes effect?
It will become effective in one to two payroll cycles. The process involves verifying that the transit number and account number entered are valid to ensure your net pay is deposited into the account at the financial institution you designated.
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How do I find my bank routing number and checking account number?
Your bank routing number is the first string of nine numbers at the bottom of your check. Your account number is the second string of numbers.
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When I am entering an additional direct deposit account, what happens if the amount I enter is greater than my pay?
For an additional account, if you put in a deduction amount that is greater than your pay, the system will deposit all of your pay in this additional account and no pay in your first direct deposit account. Be careful to double-check your entry for deduction amount.
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Is the W-2 I see and print on ESS my official W-2 form for tax purposes?
No, the University of Chicago will still issue an official paper W2 to you. The information in the ESS version is the same and can be used to file your tax return.
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