HRMS/STEP FAQs
Below are some of our most frequently asked questions, organized by topic. Simply click on the question to be taken further down the page to see the answer. Click on "Return to Top" at any time to return to the top of the page.
General
Login and Passwords
- What does it mean if I try to log in and get the message:
"Login failed. Please verify your login information or contact the system administrator"? - What if I forget my password or cannot log in?
- How do I get a new temporary password?
- What are the rules about choosing a password?
Time, Leave, and Pay
- In HRMS/STEP system, if an employee does not have an approved timesheet will he/she be paid?
- How can I view my timecard electronically? (Not applicable for HCPS employees)
- How is accrual of sick leave and annual leave handled in the STEP/HRMS system?
- Where can I find my leave balances in the HRMS/STEP system?
- How does the annual leave carryover impact any comp or administrative leave balance?
- When does the Family Sick Leave balance start again?
- What is the difference between hours earned (ex. Admin Leave Earned) and hours taken (ex. Admin Leave Taken)? (Not applicable for HCPS employees)
- How can I figure out what an error on my timecard means? (Not applicable for HCPS employees)
- How can I view my payslip electronically?
- Can I print my electronic payslip?
- Is there any thought about direct deposit for travel reimbursement checks and daily mileage reimbursement checks?
W-2s and Taxes
- Can I access my W-2 through the system?
- What if I have a question about my W-2 or a W-2 from another year?
- Can I download information directly from my W-2 into TurboTax or some other tax preparation program?
- Can I change the number of exemptions I claim for tax deductions?
- How can I view the impact of tax changes before I make them?
Personal Information
- How can I change incorrect, basic personal information—name, marital status, birthday, and/or social security number—in the system?
- How can I change emergency contact information?
- How can I change my address(es) or phone number(s)?
iRecruitment
- What is iRecruitment?
- How do I view or apply for General Government or HCPS job vacancies?
- What if my iRecruitment question is not answered here?
Training
Security
- Is online viewing of my information secure?
- When viewing data from a General Government or HCPS laptop, is personal data saved anywhere on the laptop without user knowledge?
- If data does end up on a General Government or HCPS laptop, how do they make sure laptops are wiped clean of this data before they are sent to surplus or disposed of per Administration’s decision?
Contact
TRAINING + TIMESHEET = PAYCHECK
General
What is the HRMS/STEP system?
Human Resource Management System/ Streamlining Technology, Empowering People (HRMS/STEP) is the online time reporting, payroll, and employee data management system for the County of Henrico General Government (GG) and Henrico County Public Schools (HCPS).- What systems integrate/interface with the HRMS/STEP system?
- The HRMS/STEP system integrates with Oracle Financials, Fire Roster, and SubFinder.
Login and Passwords
- What
does it mean if I try to log in and get the message:
"Login failed. Please verify your login information or contact the system administrator"? - This message means that you have either incorrectly entered your username or your password.
Remember:
1. Check that you are typing in the correct username and password.
2. Take your time when you type your username and password. - What
if I forget my password or cannot log in?
- If you forget
your password or attempt to log in to the system unsuccessfully three
times, your username will become “locked.” This is a safety measure. You
must obtain a new temporary password.
- How do I get a new temporary password?
- Employees can
obtain a new temporary password either through the “Forgot your password”
link on the login page or by contacting the appropriate help desk. Once
you have your temporary password and login, you will be asked to change
your password.
For more information on forgotten passwords, click here. - What are the rules about choosing a password?
- There are several rules about length and type of password you may use. Click
here to see the list of rules (available only
on the Intranet).
Time, Leave, and Pay
- In HRMS/STEP system, if an employee does not have an approved timesheet will he/she be paid?
- No. A timesheet
must be filled out, submitted, and approved for an employee to be paid
in the HRMS/STEP system.
General Government: Most employees create and submit their own timecard. However, some employees have timecards created for them through an interface between the HRMS/STEP system and a departmental system (ex. FireRoster). A limited number of employees’ time is entered through timekeepers or supervisors. Employees are paid for the time entered in the approved timecard.
HCPS: Most schools timecards are entered by a timekeeper. Some employees are required to punch a physical timecard.
If you are not sure how you need to create a timecard, please contact your supervisor. - How can I view my timecard electronically? (Not applicable for HCPS employees)
- General Government Employees can view time information under Employee Direct Access (EDA) > Time Entry.
- How
is accrual of sick leave and annual leave handled in the STEP/HRMS system?
- General Government: Sick leave and annual leave accrue as per the Personnel Rules
and Regulations.
HCPS: Sick leave and annual leave accrue as per Policies and Regulations. Sick leave is Policy P4-08-001; annual leave is Policy P4-08-008. - Where can I find my leave balances in the HRMS/STEP system?
- While leave balances can be found in multiple places, the best place to look is under the Show Accruals link, which can be found on your online timecard or in the online Leave of Absence link. Both timecards and leave of absence can be found in Employee Direct Access.
- How does the annual leave carryover impact any comp or administrative leave balance?
- It does not. You begin to lose administrative and comp leave 26 payperiods (i.e. one year) after it is earned.
- When does the Family Sick Leave balance start again?
- Family Sick Leave balances follow the same schedule as Annual Leave and Floating Holiday accrual and begin on the first day of the new fiscal year.
- What is the difference between hours earned (ex. Admin
Leave Earned) and hours taken (ex. Admin Leave Taken)? (Not applicable
for HCPS employees)
- “Hours earned” is time that goes into a “bucket” and can be used at a later time. “Hours taken” is when an employee actually uses the hours they have accumulated. For time entry, it is critical to know that “Hours Earned” do
not pay employees; “Hours Taken” do pay. In order to be paid correctly, employees who are completing their own timecards must carefully choose the correct hours type.
- How can I figure out what an error on my timecard means? (Not
applicable for HCPS employees)
- Employees can check out the Common
Errors document for
an explanation of the most common error messages.
- How can I view my payslip electronically?
- Employees can
log in to the system to see their pay and time information electronically.
Electronic payslips can be found under Employee Direct Access (EDA) > Salary
Related > Payslip. Payslips include information on hours worked and pay.
- Can I print my electronic payslip?
- Yes, employees can print their electronic payslip. Additionally, at least one year of payslips will be available for employees.
- Is there any thought about direct deposit for travel reimbursement checks and daily mileage reimbursement checks?
- We have not evaluated the functionality in Oracle accounts payable to determine whether we can direct deposit items such as travel reimbursements. Our systems administration area is looking at this; it will not be part of the initial HRMS/STEP system.
W-2s and Taxes
- Can I access my W-2 through the system?
- Yes. Your most
recent W-2s can be found in the system. Simply log in and select: Employee
Direct Access > Salary Related > Employee
W-2. Your W-2 will be displayed in a PDF file which is printable
and in the IRS-approved format.
- What if I have a question about my W-2 or a W-2 from another year?
- Please see the Contact
page.
- Can I download information directly from my W-2 into TurboTax or some other tax preparation program?
- For 2009 W-2s, the County has contracted with ADP to produce the W-2 forms. An added benefit to employees is that some of the tax preparation software programs which can be used to prepare your taxes at home may allow you to download your W-2 information directly into that software. To determine whether your software has this capability, you should follow the instructions included in the software. If your software has this capability, you will be taken to the ADP secured Web site
- Can I change the number of exemptions I claim for tax deductions?
- Yes. Once you
have determined the change you wish to make, you can make the change online.
Simply log in and select: Employee Direct Access > Salary Related > Federal
& State Tax Forms.
- How can I view the impact of tax changes before I make them?
- The HRMS/STEP system offers a tax calculation program to help you determine
the impact of these types of changes on your net pay. Simply log in and
select: Employee Direct Access (EDA) > Salary Related > Tax Calculation.
Personal Information
- How can I change incorrect, basic personal information—name, marital status, birthday, and/or social security number—in the system?
- General Government employees will need to complete a P-4 form (found under "Employee Forms" on the Forms
Web page) and fax it to Human Resources: (804) 501-5287.
HCPS employees will need to complete the Employee Data Change form, available in the Human Resources office or in the main office of their school.
***Please be sure to send legal documentation showing the change or correction. - How can I change emergency contact information?
- General Government employees will need to complete a P-4
form (found under "Employee Forms" on the Forms
Web page) and fax it to Human Resources: (804) 501-5287.
HCPS employees will need to complete the Employee Data Change form, available in the Human Resources office or in the main office of their school. - How can I change my address(es) or phone number(s)?
- Employees can
make changes themselves to their address(es) and phone number(s). Simply
log in to the HRMS/STEP system and navigate to Employee Direct Access
(EDA) > Personal Information Review and Update > Personal Information.
From this page, employees can update or add address and phone information.
iRecruitment
- What is iRecruitment?
- iRecruitment is the online application program that is part of the HRMS/STEP system. Through iRecruitment, employees and external candidates can view and apply for General Government and HCPS job vacancies.
- How do I view or apply for General Government or HCPS job vacancies?
- Simply log in to the system using your username and password, select
your iRecruitment Employee Candidate responsibility (on the left side
of the screen), then search for jobs.
- What
if my iRecruitment question is not answered here?
- If you have further questions about iRecruitment, check out the questions and answers on the Employment & Staffing Web page.
Training
- Does the General Government provide basic computer training for their employees with limited or no computer skills?
- Training classes
on basic keyboarding and computer skills are offered through Human Resources'
Employee Development & Training (ED&T) division for
General Government employees. Please see the catalog on the ED&T
Web site for upcoming classes.
Security
- Is online viewing of my information secure?
- Yes. Information Technology worked hand-in-hand with both the project team and consultant group to ensure the security of the system.
- When viewing data from a General Government or HCPS laptop, is personal data saved anywhere on the laptop without user knowledge?
- No.
- If data does end up on a General Government or HCPS laptop, how do they make sure laptops are wiped clean of this data before they are sent to surplus or disposed of per Administration’s decision?
- When a computer goes to surplus or is disposed of, there is no hard drive in it or the hard drive has been wiped clean (not just formatted) using special software.
Contact
- Who
do I contact if I have questions that are not answered here?
- If you have additional questions, check out our Contact
page for more
information.