Navigating NYC Employee Self Service: Your Comprehensive Guide to ESS

Nyc Employee Self Service (ESS), accessible at nyc.gov/ess, is an essential online tool designed for New York City employees. This platform empowers you to manage vital aspects of your employment, all in one convenient digital space. Whether you need to update your health benefits, modify personal information, or retrieve important tax documents like W-2 and 1095C forms, NYC Employee Self Service provides secure access from both your workplace and home. Furthermore, the NYC Department of Education (DOE) utilizes ESS to ensure seamless communication, particularly in emergencies, by leveraging employee cell phone numbers directly from the system. For DOE Central and Administrative staff, ESS also offers the capability to enrich their Professional Skills Profile with updated education credentials.

Accessing Your NYC Employee Self Service Account

To begin using the system, navigate to the NYC Employee Self Service login page at http://nyc.gov/ess.

It’s important to note that your NYC Employee Self Service credentials differ from your DOE email login. Here’s how to ensure a smooth login:

1. User ID: Your unique User ID is your 7-digit EMPL ID number. This number is your employee reference number, typically found on your pay stub. Please be aware that this is distinct from your file number.

2. Password for Returning Users: If you’ve previously logged into NYC Employee Self Service, use your established password.

3. Initial Password for First-Time Users: For your very first login, your default initial password is structured as follows: the last two digits of your Social Security Number, followed by an underscore (“_”), then the first three letters of your birth month in UPPER CASE, your two-digit birth day (with a leading zero if necessary), and finally, your birth year.

   Upon successfully logging in with the initial password, you will be required to create a personalized password. This new password must meet specific security criteria: it should be a minimum of eight characters and include at least one number, one letter, and one special character from the following set: ! @ # $ % ^ & * ( ) – = + | [ ] { } ; : / ? . >

   Once your new password is set, you will be prompted to establish security questions. You need to select and answer at least 5 out of the 10 provided questions. These security questions are crucial for self-service password recovery should you forget your password in the future.

Resetting Your NYC Employee Self Service Password

If you are a current employee who has previously set up security questions but encounter an error message stating “Your User ID and/or Password are invalid”, you’ll need to reset your password. Follow these steps to regain access to your NYC Employee Self Service account:

1. Go to the NYC Employee Self Service login page: nyc.gov/ess.

2. Click on the “Forgot Your Password” link located on the page.

3. When prompted, enter your Employee ID in the designated field, and then click the “Continue” button.

4. You will be directed to answer your security questions. Provide the answers accurately to proceed.

5. After successfully answering your security questions, you will be prompted to create a new password. Remember, NYCAPS passwords must be at least eight characters long and include a combination of numbers, letters, and special characters: ! @ # $ % ^ & * ( ) – = + | [ ] { } ; : / ? . >

   Ensure your new password is not one of the last four passwords you’ve previously used.

If you prefer to reset your password or have forgotten it, you can use the NYCAPS ESS “Forgot My Password” page. If you are unable to reset your password through the self-service option and require further assistance, please contact the NYC DOE NYCAPS password reset line at (718) 935-4001.

Once your password change is confirmed, it’s recommended to log out, close your browser window completely, and then sign back into NYC Employee Self Service using your 7-digit User ID (Employee ID) and your newly created password.

Updating Your Mailing Address and Cell Phone Number in NYC Employee Self Service

Keeping your contact information current in NYC Employee Self Service is vital. It is highly recommended to verify your mailing address and contact details in NYCAPS and update them as necessary. This ensures you receive all official documents from the DOE, including your W-2 statements and, for some employees, physical paychecks. Moving forward, all important documents will only be sent to the address you have on file within the NYCAPS system.

It’s also an opportune time to confirm that your emergency contact information is accurately listed in NYCAPS, ensuring it’s up-to-date.

The DOE Messaging application relies on the cell phone numbers listed in ESS to contact employees during emergencies. Therefore, reviewing and updating your cell phone number is crucial for ensuring you can be reached if needed.

To check or modify your mailing address within NYC Employee Self Service, follow these steps:

1. Log into ESS using your 7-digit Employee ID Number (your “Reference Number” on your paystub) and your ESS password. Refer to the login instructions above if needed.

2. Click on the “Personal Details” section. Your current addresses will be displayed at the top of this page.

3. Select “Home Address” to view and edit your residential address.

4. Make any necessary changes within the provided fields.

5. When updating your address, use the Lookup magnifying glass icon to correctly select your two-digit state and one-digit county code.

   • For the “Address 1” field, ensure you do not exceed 35 characters.
   • For the “Address 2” field, limit your entry to a maximum of 4 characters. Avoid using abbreviations like ‘APT’ or spelling out ‘Apartment’; only enter your apartment number.

6. Click the “Save” button located on the page. Your address changes will be saved immediately in the system.

To enter or update your emergency contact information, navigate to “Emergency Contacts” under the “Personal Details” section.

If you require additional assistance with verifying or changing your address in NYCAPS, please reach out to HR Connect at (718) 935-4000 for support.

Managing Your Emergency Contact Information in NYC Employee Self Service

NYC Employee Self Service now offers a streamlined process to manage your emergency contact information. Updating this information ensures that the DOE can effectively reach your designated contacts in case of an emergency. It’s highly recommended to input or verify this information, even if you have previously provided emergency contacts to your supervisor or the DOE through other means.

Important Notes Based on Hire Date:

• Employees Hired Before September 1, 2019: If you were hired before this date, there is likely no emergency contact information currently on file for you in ESS. Please log into NYC Employee Self Service and enter your contact details.
• Employees Hired On or After September 1, 2019: If you were hired on or after this date, it’s still important to log into ESS to verify the existing information and make any necessary updates or corrections.

To enter, verify, or update your emergency contact information through NYC Employee Self Service, follow these steps:

1. Log into ESS using your 7-digit Employee ID Number (your “Reference Number” on your paystub) and ESS password. Refer to the login instructions provided earlier in this guide.

2. Click on “Personal Details” in the main menu.

3. Select “Emergency Contacts” from the Personal Details options.

4. To Add a New Contact:

   • If no emergency contact is currently listed, click on “Add Emergency Contact”. If you wish to add an additional contact and already have one listed, click on the “+” button.
   • Enter all the required information for your emergency contact.
   • Click “Save” located in the upper right corner of the window to save the new contact.

5. To Edit an Existing Contact:

   • Select the name of the contact you wish to modify.
   • Click on the specific contact type you need to edit (e.g., address or phone number).
   • Update the necessary fields with the correct information.

It is advisable to list more than one emergency contact if possible, ensuring multiple points of contact in case of an emergency.

Designating Beneficiaries Through NYC Employee Self Service

If you have not yet designated your beneficiaries using NYC Employee Self Service, it is strongly recommended to do so as soon as possible. For those who have previously set up beneficiaries in ESS, taking a moment to review and update your designations is also advised.

Keep in mind that beneficiary designations made in NYC Employee Self Service do not automatically update other benefits such as retirement, tax-deferred annuity, or welfare fund benefits. These may need to be updated separately through their respective systems.

Why Designate Beneficiaries in NYC Employee Self Service?

Designating beneficiaries ensures that in the unfortunate event of your death, your chosen family members or individuals may receive cash benefits. These benefits can include payments for unused annual leave, compensatory time, and, for managerial and Q-Bank (pedagogical) employees, accrued sick leave. Additionally, a death benefit may be payable if your death results from a work-related injury through no fault of your own.

Without a beneficiary designation, any such payments will be directed to your “estate.” This means the funds will be distributed according to your will, if one exists, or through court order under the laws of your state of residence if you do not have a will.

What About Paper Designation Forms?

All New York City employees are encouraged to designate beneficiaries online via NYC Employee Self Service, even if a paper form was previously completed. Online designation ensures your information is current and reduces potential delays or complications in benefit distribution after your passing.

How to Designate Beneficiaries in ESS: A Step-by-Step Guide

First, log into ESS using your 7-digit Employee ID Number (your “Reference Number” on your paystub) and ESS password. If you need help with login, refer to the earlier section of this guide.

Once Logged In:

1. Click on “Pay and Tax Information” from the main menu.
2. Select “Designation of Beneficiary” to proceed.

Creating Records for Each Beneficiary

Each person you wish to designate as a beneficiary must have a record within the NYC Employee Self Service system. Records for current health benefits dependents are typically created automatically. For any other individuals you wish to designate, you’ll need to create a record. To do this, click “Add New Beneficiary” at the bottom of the page. After creating records for all new beneficiaries, click “Return” to go back to the Designation of Beneficiary page.

Completing Beneficiary Designations:

1. In the “Benefit Information” section, use the magnifying glass look-up icon to display available beneficiaries.
2. Click on the “Dependent/Beneficiary ID” of the beneficiary you wish to designate.
3. Enter the “Percent of Benefit” you wish to allocate to this beneficiary.
4. Click the (+) icon to add another beneficiary if needed. Repeat steps 1 through 3 until the total percentage allocated equals 100%. (Note: To modify a beneficiary record, click the Edit button next to the record. To remove a beneficiary, click the (–) icon. If you encounter issues editing, remove the beneficiary and re-add with updated details. You must allocate 100% of benefits to save changes.)
5. At the bottom of the page, enter the last 4 digits of your Social Security Number as your electronic signature.
6. Click “Save”. Confirm that you have reviewed the beneficiary address and telephone information when prompted to continue.
7. The “Final Check Confirm” page will appear. Click “Certify/Confirm” to finalize your designations.
8. Click “Print” to generate a copy of your beneficiary designations for your records.

For any questions regarding beneficiary designations or the process, contact HR Connect at (718) 935-4000 for assistance.

Retrieving Your W-2 Statement Through NYC Employee Self Service

NYC Employee Self Service provides a straightforward way to access and retrieve your W-2 statements online. Here’s how to get your tax documents:

1. Log into ESS using your 7-digit Employee ID Number (your “Reference Number” on your paystub) and ESS password. Refer to the login section of this guide for detailed instructions.
2. Click on “Pay and Tax Information” from the main menu once you are logged in.
3. On the subsequent screen, locate the “Pay and Tax Information” drop-down menu and select “Tax Summary (W-2, 1127 & 1095C)” from the options.
4. Click on your job title, and then select the year for which you need a duplicate W-2 form, such as 2020 or any other relevant year.
5. On the verification page, enter the last four digits of your Social Security Number. Then, select the specific form you wish to print.

For more detailed information about tax forms and related queries, visit the HR Connect Employee Portal. You will need to log in using your DOE User ID and Password to access the portal.

Once logged into HR Connect, you can search for “W-2” or explore the available articles for guidance.

For additional support or if you encounter any issues, contact HR Connect directly at (718) 935-4000.

Adding or Updating Education Credentials in NYC Employee Self Service

For DOE Central and Administrative employees, NYC Employee Self Service now includes the functionality to add and update education credentials within your Professional Skills Profile. This feature helps maintain an accurate and up-to-date record of your qualifications within the DOE system.

Important Note: While you can update your education credentials in ESS, employees are still required to submit all official qualifying documents to the Department of Human Resources (DHR) when appointed to a new civil service title. ESS updates do not replace this formal documentation process.

Taking a few minutes to update your profile in NYC Employee Self Service today can ensure your professional information is current.

To add or update your education credentials, follow these steps:

1. Log into ESS using your 7-digit Employee ID Number (your “Reference Number” on your paystub) and ESS password. Refer to the login instructions provided at the beginning of this guide if needed.

2. Click on “Professional Skills Profile” in the navigation menu.

3. Select “Education”. This action will open the “Degrees” page.

4. Click the “Add” button to enter new education information.

5. Enter or review the following details in the provided fields:

   • Effective Date (required): Defaults to the current date; you can enter a different date or use the calendar icon to select one.
   • Degree: Enter your degree or use the look-up icon to select from a list.
   • Country (required): Enter the country where you obtained the degree or use the look-up icon.
   • State: If applicable, enter the state or use the look-up icon to select.
   • School Name (required): Type in the name of the educational institution.
   • Graduated: Indicate if you graduated by sliding the button to the appropriate status.
   • Issue Date (required): Enter the date your degree was issued or use the calendar icon.
   • Major (required): Specify your major field of study.
   • Minor: If applicable, enter your minor field of study.

6. Click “Save”. The “Degrees” page will reload, displaying your updated education information.

Additional Notes:

• To add another degree, click the “+” icon.
• To edit an existing education record, simply click on the Degree listed.
• To exit without saving any changes, click “Cancel”.