Note: You do not need to log in to view Citywide Benefits information, City forms, Safety and Wellness information, and Announcements. You only need to log in to view your personal information.

1. Open your browser (e.g., Internet Explorer) and go to the website https://ess.springfield.il.us/, then click on "LOGIN ESS".

2. Type your User Name and Password. Your User Name will be either your network login name or your first initial and last name. Your Initial Password will be a combination of the letters “ess” and the last four digits of your SS#: for example, if the last four digits of your SS# are 1234, your password would be ess1234.

If you have previously changed your password and do not remember that password, follow the instructions in the Forgot Your ESS Password section.

3. Click on "LOGIN".

Note: This password re-set feature will work only if you have previously Set Your ESS Password Reset Questions and Answers. If you do not remember your ESS password and you have not previously set up your ESS password reset questions and answers, contact Human Resources at 217-789-2446.

1. Open your browser (e.g., Internet Explorer) and go to the website https://ess.springfield.il.us/, then click on "LOGIN ESS".

2. Click on "FORGOT YOUR PASSWORD".

3. Type your user name which is either your network login name or your first initial and last name and click on "SUBMIT".

An e-mail will be sent to your City e-mail address where you may re-enter ESS. You may access your City e-mail outside of work using this link: https://webmail.cwlp.com/owa/auth/logon.aspx?url=https://webmail.cwlp.com/owa/&reason=0#. After you have received a new password using this feature, you may wish to change your password to something more memorable. To change your password, see the Change Your ESS Password section.

1. Once you are logged in to Employee Self Service, click on "VIEW PROFILE".

2. A pop-up window will appear with your employee information.

Notice there are seven tabs of topics on this screen and that you are currently on the PROFILE topic.

You may click on any of these tabs to view your employee information under any topic.

3. The POSITION topic contains the positions that you have held with the City.

4. The CONTACT topic contains your contact information and emergency contact information.

The COMPENSATION, EDUCATION, and WORK HISTORY topics will likely not contain any information. The TRAINING topic may contain information on training sessions that you have participated in.

1. Once you are logged in to Employee Self Service, click on "UPDATE EMERGENCY CONTACT".

2. A pop-up window will appear with your emergency contact information. If there is more than one name listed here, you can click on each row that contains a name to view that contact’s information.

3. Be sure to use the scroll bar to scroll to the lower portion of the screen which contains phone numbers and e-mail addresses.

4. If all of your emergency contact information is correct, click on "CANCEL".

If changes need to be made to your emergency contact information, continue to next step. If you would like to add an emergency contact, skip to Step 8.

5. To correct information on an emergency contact, change the information in the applicable field.

6. Be sure to use the scroll bar to scroll to the lower portion of the screen.

7. Change any information in the applicable phone numbers and e-mail address fields; Be sure the check box is checked next to your emergency contact’s primary phone number; Once all of the information is correct, click on "SUBMIT".

8. To add an emergency contact, click on "ADD EMERGENCY CONTACT".

9. A blank emergency contact form will appear. Type your emergency contact information in the fields (those fields with an ' * ' next to them are required fields and must be completed). Note: Make sure to select US-United States as the country (do not select USA-United States).

10. Be sure to scroll all the way down.

11. Type phone numbers and e-mail addresses for your emergency contact, click on the "check box" to indicate which number is your emergency contact’s primary phone number, then click on "SUBMIT".

1. Once you are logged in to Employee Self Service, click on "PASSWORD MANAGEMENT".

2. Click on the "SET PASSWORD HINT TAB".

3. Use the drop down arrows to select the security questions you wish to use. Type your answers to those questions in each of the Answer fields. Click on "SUBMIT".

Your password reset questions and answers are now set.

If you forget your ESS password in the future, you will be able to use the Forgot Your ESS Password link at any time 24/7 to reset your password. You will be prompted to answer your security questions and if answered correctly, a new ESS password will be e-mailed to your work e-mail address. You may access your work e-mail outside of work using this link: https://webmail.cwlp.com/owa/auth/logon.aspx?url=https://webmail.cwlp.com/owa/&reason=0#.

1. Once you are logged in to Employee Self Service, click on "PASSWORD MANAGEMENT".

2. Type your current password in the Old Password field, then type your new password in both the New Password and Verify New Password fields. Click on "CHANGE PASSWORD".

3. Your password has been changed. You can "X" out of this pop up window.

1. Once you are logged in to Employee Self Service, click on "UPDATE ADDRESS".

2. A pop up window will appear. Click "NEXT".

Note: For the next few screens, you may:

• click on "NEXT" to go to the next screen
• click on "PREVIOUS" to go to the previous screen
• click on "SUBMIT" to submit your updated information
• click on"X" to close the window (without submitting any changes) and return to your ESS home page

3. This screen contains your home address. To correct information on this screen, change the information in the applicable field. Once all of the information on this screen is correct, click on "NEXT".

4. This screen contains your mailing address. To correct information on this screen, change the information in the applicable field. Once all of the information on this screen is correct, click on "NEXT".

5. This screen contains your phone number(s). To correct information on this screen, change the information in the applicable field. Be sure the check box is checked next to your primary phone number. Once all of the information on this screen is correct, click on "NEXT".

6. This screen contains your e-mail address(es). To correct information on this screen, change the information in the applicable field. Be sure the check box is checked next to your primary e-mail address. Once all of the information on this screen is correct, click on "SUBMIT".

Note: You may submit your name change information through ESS but it will not be processed until Human Resources receives supporting documentation of the change.

You must provide Human Resources with a copy of three documents:

1. Your state-issued driver’s license or identification card with your new name,
2. Your social security card with your new name, and
3. Legal documentation supporting your name change such as a marriage license, civil union certificate, divorce decree, or court order;

You may upload your documentation directly into ESS or you may bring it to Human Resources.

1. Once you are logged in to Employee Self Service, click on "PROCESS NAME CHANGE".

2. A pop-up window will appear. Use the drop down arrow to select the reason for your name change. Type your new first, middle, and last names in the fields.

3. (Optional) To upload supporting documentation directly into ESS, click on "BROWSE" to find and select the document on your computer that you would like to upload.

4. Click on "SUBMIT".

1. Once you are logged in to Employee Self Service, click on "TIME AND LEAVE".

2. Click on "VIEW LEAVE BALANCE".

3. A pop-up window appears with your current vacation, sick, personal, and bonus leave balances as of the last pay cycle (compensatory time balances do not show in ESS).

Be sure to use the scroll bar to scroll to view other leave types.

Note that time off entries for the current pay cycle will not be reflected in your balances until payroll processes.

4. To view your leave accruals and usage in the current calendar year listed by date, click on "LEAVE ACTIVITY BY DATE".

To view your leave accruals and usage in the current calendar year by month, click on "MONTHLY LEAVE ACCRUAL AND USAGE".

If you are done viewing your leave balances, "X" out close to this window.

5. If you clicked on "LEAVE ACTIVITY BY DATE", a pop-up window will appear.

The most recent leave events are shown, to view earlier leave events, use the scroll bar to scroll down to view all of your leave events in this calendar year. Note that time off entries for the current pay cycle will not be reflected in your balances until payroll processes.

Once you are done viewing your leave information, click on "X" to close this window.

6. If you clicked on "MONTHLY LEAVE ACCRUAL AND USAGE", a pop-up window will appear.

You can click on any row of leave types to view your monthly accrual and usage.

Note that time off entries for the current pay cycle will not be reflected in your balances until payroll processes. Use the scroll bar to scroll down to view all of your monthly leave accrual and usage in this calendar year.

Once you are done viewing your leave information, click on "X" to close this window.

1. Once you are logged in to Employee Self Service, click on "COMPENSATION".

2. A list of your pay advices for the current year is shown on the left side of the screen.

Click on the "VIEW BUTTON" on the row of the pay advice you would like to view.

If you would like to view a pay advice from a previous year, type the year in the Enter a Year field and then click on "SUBMIT".

3. If you clicked on a "VIEW BUTTON", a pop-up window will appear at the bottom of your screen. Click on "OPEN".

4. Another window opens with your pay advice showing.

To print your pay advice, click on the "PRINT BUTTON", then select your printer to print.

To close this window, click on the "X" in the upper right corner of your screen.

1. Once you are logged in to Employee Self Service, click on "COMPENSATION".

2. Click on "VIEW TAX WITHHOLDINGS/ALLOWANCES".

3. A pop-up window appears with your tax withholdings/allowances. Once you are done viewing your tax withholdings/allowances, click on "X" to close this window

1. Once you are logged in to Employee Self Service, click on "COMPENSATION".

2. Click on "CREATE A FEDERAL W-4".

3. A pop up window appears with the electronic Federal W-4 form.

Use the drop down arrow to select your Tax Marital Status.

Type the number of allowances you are claiming in the Allowances field.

Click on the check box at the lower left of the screen to electronically sign your W-4. Click on "SUBMIT".

Note: This is the Federal W-4 form only; if you wish to also change your State of Illinois W-4 form, contact the payroll department at 217-789-2191.

1. Once you are logged in to Employee Self Service, click on "COMPENSATION".

2. A list of your W-2 tax forms is shown on the right side of the screen. Click on the "VIEW BUTTON" on the row of the W-2 tax form that you wish to view.

3. A pop-up window appears at the bottom of your screen. Click on "OPEN".

4. Another window opens with your W-2 tax form showing.

To print your W-2 tax form, click on the "PRINT BUTTON", then select your printer to print.

To close this window, click on the "X" in the upper right corner of your screen.

Note: These instructions are only to enroll in or change your primary direct deposit account; any secondary account enrollment or change must be completed through the payroll department.

1. Once you are logged in to Employee Self Service, click on "COMPENSATION".

2. Click on "VIEW/SET UP DIRECT DEPOSIT" (you may need to use the scroll bar to scroll down to the lower portion of the screen to see the "VIEW/SET UP DIRECT DEPOSIT" button).

3. Complete the required information in the Primary Account section.

In the ACCOUNT TYPE FIELD, use the drop down arrow to indicate if your primary direct deposit account is a checking or savings account.

In the ABA ROUTING NUMBER FIELD, type your bank’s routing number. (It is recommended that you check with your bank to verify the routing number and account number for direct deposit).

In the ACCOUNT NUMBER FIELD, type your bank account number.

In the NICKNAME FIELD, type DEFAULT

Be sure that the Check/Pay stub Routing field is set to "DIRECT DEP TO PAY LOCATION".

VERY IMPORTANT - Be sure to double-check the numbers that you have entered in these fields to make sure that all of the information is correct.

Do Not enter any information in the SECONDARY ACCOUNT section. Click on "SUBMIT".

1. Once you are logged in to Employee Self Service, click on "BENEFITS".

2. Your current benefits enrollments and dependents are shown on this screen. Notice that there are three tabs in the Enrollments section of this page and that you are currently on the CURRENT tab.

You may click on the PAST tab to view your benefits enrollments from the previous year.

3. To view the information on your dependents, click on the "VIEW BUTTON" on the row of the dependent that you wish to view.

4. A pop-up window appears with that dependent’s information.

If any of this information is incorrect, contact the Office of Human Resources at 217-789-2446.

Once you are done viewing this dependent’s information, click on "X" to close this window.