View & Manage Your Pay Information

Pay information such as pay slips, direct deposit instructions, tax information like W2s and W4s, and wage attachments can be viewed or managed from the Pay QuickLink. This section describes how to access each page in Pay and the details you will find there.

View Pay Slips

The View Pay Slips page provides a year-to-date summary of gross pay, deductions, and net pay. It also provides a listing of all issued checks and advices (pay slips). A detailed view of the payment is available including details regarding how the pay was calculated, the deductions that have been taken, and fringe (or employer) contributions made. The information in this section is informational only and cannot be updated.

Access the View Pay Slips Page and View Your Information

On the ESS Home Page, click the Pay QuickLink. The Pay landing page opens to the View Pay Slips page.

This is a screenshot of the home screen with a red box around the Pay Quicklink.

2. Review the information on the page. The data is organized into four key areas:

This is a screenshot of the carousel with a red box around the "View Pay Summary" icon.

Search: Use the search section to filter your issued checks, advices, and compensation records by a specific year. Simply select the desired year from the dropdown menu and click the Search button to update the information displayed on the page.

This is a screenshot of the search section with a red box around the year pick list and the search button.

Pay Summary: This section allows you to review summary information by pay category, such as regular pay or meal allowances. To view a quarterly breakdown of pay for each specific category, click the expand/collapse icon (🞂) next to the line.

This is a screenshot of the Pay Summary screen with the grid view expanded. There is a red box around the expand/collapse icon showing the pay summary information.

Fringe Pay Summary: The Fringe Pay Summary section provides a view of your summary fringe pay details organized by category. This includes employer-paid contributions such as medical insurance, PERA, Medicare, and FAMLI.

This is a screenshot of the Fringe Pay Summary Section.

Deduction Summary: Review summary information by deduction category, including Federal Tax, State Tax, 401K, and PERA. To view a quarterly breakdown of deductions by category, click the expand/collapse icon (🞂) next to the desired line.

Note: Net Pay is shown here with deductions for balancing purposes; your Net Pay plus Deductions equals your total Gross Pay.

This is a screen shot of the deduction Summary Section with a red box around the expand/collapse icon which has the deduction category information open to view.

View Pay History

The Pay History page is where you will find historical information about the changes to your pay. Pay change history will be available from the date on which Employee Self-Service is deployed. If changes to this data are needed, or to gain access to historical data, contact your Payroll or Human Resources professional.

Access the View Pay History Page & View Your Information

On the ESS Home Page, click the Pay QuickLink. The Pay landing page opens to the View Pay Slips page.

2. Click View Pay History on the carousel (the scrolling menu at the top of the page).

This is a screenshot of the carousel with a red box around the "View Pay History" icon.

3. The Pay Change History section contains a record of your pay changes over time.

Click the Expand (>) arrow for a pay change to view additional details.
Use the forward and back arrows at the top of the screen to navigate between years.

A screenshot of the Pay Change History section of the Pay History page in Employee Self-Service. The following fields are highlighted: Pay Change History has been expanded; the Expand arrow at the pay change line level; the forward and back arrows that allow you to navigate between years.

4. Click any other tile on the carousel to view/manage additional pay-related information.

5. Click Back to return to the ESS Home Page.

Manage Direct Deposit

The Direct Deposit page is where you can make updates to your direct deposit instructions in Employee Self-Service. You can specify multiple direct deposit instructions. Changes to direct deposit instructions will be routed via workflow to your Payroll professional for review and, once approved, will take effect in the next pay cycle.

Access the Manage Direct Deposit Page & View Your Information

On the ESS Home Page, click the Pay QuickLink. The Pay landing page opens to the View Pay Slips page.

2. Click Manage Direct Deposit on the carousel (the scrolling menu at the top of the page).

This is a screenshot of the carousel with a red box around the "Manage Direct Deposit" icon.

3. Review the information on the page. To view additional details about a row, click the row-level expand/collapse (🞂) icon. Use the links to view Accounting and Account Distribution information.

This is a screenshot of the Pay section with the "Manage Direct Deposit" tab selected and opened. There is a red box around the expand/collapse icon in the grid section and the red box around the Accounting Information.

Update your Direct Deposit Information

4. To update your direct deposit information, click the Modify button.

If no changes are needed, click the Back button at the top right corner of the page to return to the Home Page. No further action is needed.

The Net Pay Distribution (NPD) page opens.

This is a screenshot of the Pay section with the "Manage Direct Deposit" tab selected and opened. There is a red box around the Modify button.

5. To create a new direct deposit, click the insert (+) icon within the table & complete the fields (listed below) in the new row. Be sure to click the expand/collapse (🞂) icon to view & complete all fields.
To modify an existing direct deposit, locate the row for the direct deposit you want to modify, and update the fields (listed below), as needed. Be sure to click the expand/collapse (🞂) icon to view & complete all fields.
To copy, delete, or remove a direct deposit row, locate the row you want to modify, click the 3-dot menu, and select the appropriate action (copy, delete, or remove).

- Row-level fields:
  - ABA Routing Number: Enter the employee’s bank’s routing number.
    Note: If you receive an error message related to your ABA number, contact the ESS Helpdesk (ess.help@state.co.us).
  - Account Number: Enter the employee’s account number.
  - Distribution Percent: If splitting pay across multiple accounts, enter the percentage for the account listed in this row.
    Note: You can set up a direct deposit as either a percentage of your net pay or as a flat amount. You cannot choose both. Use this field only if the Distribution Amount is left blank.
  - Distribution Amount: If splitting pay across multiple accounts, enter the specific dollar amount for the account listed in this row.
    Note: You can set up a direct deposit as either a percentage of your net pay or as a flat amount. You cannot choose both. Use this field only if the Distribution Percent is left blank. When entering a distribution percentage, enter the amount as a decimal (e.g., .05 for 5%).
  - From: Enter the date the net pay distribution should begin in MM/DD/YYYY format or use the calendar picker to select the date.
  - To: If there is an end date for the Net Pay Distribution, enter the date in MM/DD/YYYY format or use the calendar picker to select the date. If there is not an end date, leave this field blank.
  - Attachments: Attach signed banking form from the employee to the transaction using the attachment function.
- Accounting Information fields (accessible by clicking the row-level expand/collapse (🞂) icon):
  - Nickname: Enter a nickname for the direct deposit account (e.g., vacation fund).
  - Account Type: Select the appropriate option from the dropdown.
  - Paystub Routing: Select Direct Dep to Home from the dropdown.
- Account Distribution fields (accessible by clicking the row-level expand/collapse (🞂) icon and selecting the “Accoutn Distribution” sub tab):
  - Primary Account: Select the appropriate option from the dropdown:
    - Yes: This account is your primary direct deposit.
      Note: You must have one and only one direct deposit set to “Yes.”
    - No: This account is your secondary direct deposit.
  - Priority Order: Enter a number to determine the sequence of fund distribution. Use 0 for the primary account and numbers 1 through 9 for all secondary accounts.
  - Deduction Frequency: Enter the code or use the picklist to select how often you want this deduction to be taken.
    - 12 (i.e., monthly)
    - 24 (i.e., biweekly)

This is a screenshot of the Net Pay Distribution (NPD) section. There is a red box around the expand/collapse icon in the grid view to expand the direct deposit information. There is a red box around the accounting information area in the expanded row and the row level three dot menu.

6. Click the Update & Close button to save your changes.

This is a screenshot of the Net Pay Distribution (NPD) section. There is a red box around the "Update and Close" button.

Manage Tax Information (Federal and State)

The Tax Information page is where you can view your current federal and state tax withholding details. You can also use this page to create a new Federal Form W-4 or Colorado State Tax Withholding Certificate if your personal or financial situation changes.

Access the Manage Tax Information Page & View Your Information

On the ESS Home Page, click the Pay QuickLink. The Pay landing page opens to the View Pay Slips page.

2. Click Manage Tax Information on the carousel (the scrolling menu at the top of the page).

This is a screenshot of the carousel with a red box around the "Manage Tax Information" icon.

3. Review the information on the page. The data is organized into two key areas:

Federal Tax Information: This section displays your current federal withholding status. Click the expand/collapse icon (🞂) on any row to view additional withholding details. Use the search filters above the table to view different records. Select a timeline (Current, Complete, or Custom) and click Search to update the results. To search for a specific date range, select Custom.

This is a screenshot of the Federal Tax Information section with a red box around the timeline dropdown menu and the search button. In the grid area at the bottom of the screenshot, there is a red box around the expand/collapse button to show the end user tax information.

State Tax Information: This section shows your Colorado state tax withholding details. Like the federal section, you can click the expand/collapse icon (🞂) to view more information for each tax line. Use the search filters above the table to view different records. Select a timeline (Current, Complete, or Custom) and click Search to update the results. To search for a specific date range, select Custom.

This is a screenshot of the State Tax Information section with a red box around the timeline dropdown menu and the search button. In the grid area at the bottom of the screenshot, there is a red box around the expand/collapse button to show the end user tax information.

Create a W-4

4. In the Federal Tax Information section, click the Create W-4 button. The Employee Tax Withholding Certificate (MYW4C) page opens in Draft status.

This is a screenshot of the Pay section with the "Manage Tax Information" tab selected. There is a red box around the "Create W-4" button.

Important Information

Complete your federal W-4 form by filling out and verifying the information below. Go to https://www.irs.gov/pub/irs-pdf/fw4.pdf for instructions and the latest information. Your withholding is subject to review by the IRS.

5. Review and complete each section of the form. The form is organized into five steps:

Step 1: Personal Information (Note: Does your name match the name on your social security card? If not, to ensure you get credit for your earnings, contact the SSA at 800-772-1213 or go to https://www.ssa.gov.)
- Under Withholding Tax Information, your Last W-4 File Date is displayed for reference.
- In the Federal Tax Marital Status field (required), click the picklist icon and select the appropriate option.

This is a screenshot of the Employee Tax Withholding Certificate (MYW4C) screen showing the personal information screen.

Important Information

Complete Steps 2-4 ONLY if they apply to you; otherwise, skip to Step 5. See page 2 of the instructions at https://www.irs.gov/pub/irs-pdf/fw4.pdf for more information on each step, who can claim exemption from withholding, and when to use the estimator at www.irs.gov/W4App.

Step 2: Multiple Jobs or Spouse Works
- Complete this step if you (1) hold more than one job at a time, or (2) are married filing jointly and your spouse also works. Do only one of the following:
- (a) Use the estimator at www.irs.gov/W4App for the most accurate withholding for this step and Steps 3-4. If you or your spouse have self-employment income, use this option; or
- (b) Use the Multiple Jobs Worksheet on page 3 of the instructions at https://www.irs.gov/pub/irs-pdf/fw4.pdf and enter the result in Step 4(b) below; or
- (c) If there are only two jobs total, you may check this box. Do the same on Form W-4 for the other job. This option is generally more accurate than (b) if pay at the lower paying job is more than half of the pay at the higher paying job. Otherwise, (b) is more accurate.

This is a screenshot of the Employee Tax Withholding Certificate (MYW4C) screen showing the second step of the W4 about multiple jobs and/or spousal work.

Step 3: Claim Dependent and Other Credits
- If your income will be $200,000 or less ($400,000 or less if married filing jointly), enter the total of your dependent and other credits in the field provided. Refer to the on-screen instructions to calculate the amounts for qualifying children under age 17 and other dependents, then enter the combined total in the field provided.

This is a screenshot of the Employee Tax Withholding Certificate (MYW4C) screen showing the third step in the process.

Step 4: Other Adjustments (optional)
- Complete any of the following fields that apply to you:
- (a) Other income (not from jobs): Enter the amount of other income you expect this year that will not have withholding. This may include interest, dividends, and retirement income.
- (b) Deductions: If you expect to claim deductions other than the standard deduction and want to reduce your withholding, use the Deductions Worksheet on page 3 of the instructions at https://www.irs.gov/pub/irs-pdf/fw4.pdf and enter the result here.
- (c) Extra withholding: Enter any additional tax you want withheld each pay period.
- If you meet both conditions listed in the Exemption section of the form, select Exempt from the dropdown.

This is a screenshot of the Employee Tax Withholding Certificate (MYW4C) screen showing the fourth step in the process.

Step 5: Electronic Signature
- Select the checkbox next to the following declaration to electronically sign the form: "Under penalties of perjury, I declare that this certificate, to the best of my knowledge and belief, is true, correct, and complete."

This is a screenshot of the Employee Tax Withholding Certificate (MYW4C) screen showing the fifth step for the electronic signature.

Important Information

The form is not valid unless you electronically sign it by selecting the checkbox.

6. Click the Update & Close button to save your W-4.

This is a screenshot of the Employee Tax Withholding Certificate (MYW4C) screen with a red box around the update and close button.

Create a State Tax Withholding Certificate

If you do not need to create a State Tax Withholding Certificate, skip to step 12.

7. To create a State Tax Withholding Certificate, scroll down to the “State Tax Information” area, and click the Create Employee State Tax Withholding Certificate button. The Employee State Tax Withholding Certificate (ETAXS) page opens.

This is a screenshot of the State Tax Information screen with a red box around the "Create Employee State Tax Withholding Certificate" button.

8. Click the State Tax Enrollments tab.

9. Click Insert (plus sign) to create a new state tax enrollment.

- Enter or select State ID. (required)
- Enter or select State Tax Marital Status. (required)
- Enter the number of State Tax Allowances you want.
  Note: Enter a whole number that is greater than or equal to 0.
- Complete Primary Tax Location: Yes, No. (required)
- Click the Expand (>) arrow to view additional fields.
- Complete Non-Resident field: Yes, No. (required)
- Complete Tax Exempt field: Yes, No. (required)

10. Click the Additional State Withholdings tab. (optional)

Screenshot of the Employee State Tax Withholder Certificate (ETAXS) screen. The Additional State Withholdings tab is highlighted. The Insert icon, Expand arrow, and Update & Close button are also highlighted.

11. Click Insert (plus sign) to create a new additional state withholding. Enter or select:

- 1. State ID. (required)
  2. Deduction Amount. (required)
  3. From (required): The date on which the additional state withholding should take effect.
    Note: The additional withholding will take effect on the effective date entered; it will be processed in the next pay cycle.
  4. End (optional): The date on which the additional state withholding should expire.

Note: If you do not specify an end date, it will default to 12/31/9999. The additional withholding will remain in effect until you remove it.

12. Click Update & Close to save changes to tax information.

Manage W-2 Information

The Manage W-2 Information page is where you can view your W-2s and elect to receive W-2s electronically.

Access the Manage W-2 Information Page & View Your Information

On the ESS Home Page, click the Pay QuickLink. The Pay landing page opens to the View Pay Slips page.

2. Click Manage W-2 Information on the carousel (the scrolling menu at the top of the page). If this option isn’t visible, click the right arrow (>).

This is a screenshot of the carousel with a red box around the "Manage W-2 Information" icon.

3. Review the information on the page. The data is organized into two key areas:

1. W-2 Information
  This section contains your tax form records and the search tools needed to locate them. Use the filters to search for a W-2 by a specific year. Note that W-2s will only be available in ESS starting with the first completed tax year following the system's go-live date. To access an electronic copy of a particular W-2, click the Attachments (paperclip) icon in the grid.
2. Electronic W-2s
  This section is used to manage your delivery preferences. To receive your tax forms faster and stop receiving paper copies by mail, select Yes in the “Would you like to receive your W-2 Tax Form electronically?” field. Click the Save Preferences button to confirm your choice.

This is a screenshot of the Pay section with a red box around the year dropdown menu and the search button. In the Electronic W-2 Section, there is a red box around the "Would you like to receive your W-2 Tax form electronically?" drop down menu and the save preference button.

View Wage Attachments

The Wage Attachments page is where you can view information about involuntary deductions attached to your pay slip. These include tax levies, garnishments, and family court or bank liens.

Access the View Wage Attachments Page & View Your Information

On the ESS Home Page, click the Pay QuickLink. The Pay landing page opens to the View Pay Slips page.

2. Click Manage W-2 Information on the carousel (the scrolling menu at the top of the page). If this option isn’t visible, click the right arrow (>).

This is a screenshot of the carousel with a red box around the "Wage Attachments" icon.

3. Review the information on the page. The data is organized into four key areas:

Search: Use the search filters, such as deduction type or deduction plan, to limit the data shown in other sections of the page. To search for records within a specific date range, select Custom in the Timeline field and click Search.

This is a screenshot of the search area with a red box around all of the searchable fields and a red box around the search button.

Tax Levy: This section allows you to review any current or historical tax levy information attached to your earnings. To view additional details, click the expand/collapse icon (🞂). To view documentation, click the Attachments (paperclip) icon.

This is a screenshot of the Tax Levy section. There is a red box around the expand/collapse icon in the row in the grid. There is also a red box around the attachment icon.

Garnishments: Review specific garnishment details, including the description, goal amount, number of installments, and your progress toward the total goal. To view more details, click the expand/collapse icon (🞂) to see subtabs for Garnishment Details and Recipient Information (such as creditor name and case numbers). To view documentation, click the Attachments (paperclip) icon to view supporting documents like court orders.

Screenshot of the Garnishments section of the Involuntary Deductions page in Employee Self-Service. The following elements are highlighted: the Garnishments section is expanded; the Expand arrow, the Garnishment Details and Recipient Information subtabs; and, the Attachments (paperclip) icon.

Family Court and Bankruptcies: This area shows information regarding family court or bankruptcy attachments. To view details, click the expand/collapse icon (🞂) and select 🞂 Show More to see all details. Use the General Information, Recipient Information, and EFT Information subtabs to see goal amounts, recipient names, and banking details for electronic transfers. To view documentation, click the Attachments (paperclip) icon to view related court orders or supporting documents.

This is a screen shot of the Family Court and Bankruptcies section. There is a red box around the expand/collapse icon in the grid. The information is expanded for the user to view the information. There is also a red box around the attachments icon.

Page updated

Report abuse