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Human Resources Information for...

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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

Time, Leave, and Pay

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W-2s and Taxes

Personal Information

iRecruitment

Learning Management System (LMS)

Security

Contact

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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 and I have NOT attempted to login more than 3 times?
If you forget your password and have not tried to login more than 3 times, just click on the "Forgot Your Password?" link located on the STEP login screen, and follow instructions on each screen. You'll receive an e-mail verifying your reset request. Continue by following the instructions in the e-mail and you'll be in the system in no time!
What if I forget my password and I have attempted to login more than 3 times?
If you forget your password and have attempted to login more than 3 times, the “Forget Your Password?” link process will not work. Your account is locked. Please call 501-4628 for General Government employees/applicants and 652-3664 for Schools employees/applicants to reset your password.

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How do I get a new temporary password?
Employees can obtain a new temporary password by clicking on the “Forgot Your Password?” link on the login page. Once you are sent an e-mail with your temporary password, you can log in with the temporary password, but will be asked to change your password to something else you will be able to remember.

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.

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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.

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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.

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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.

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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 Job Application Process FAQs.

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Learning Management System (LMS)

How can I enroll in a class?
Login to the HRMS/STEP system. Select Employee Direct Access > Learning > Learner Home. Use the Browse Catalog links (on the right side of the page) to view classes offered by the different training divisions. You can also use the Search feature at the top of the Learner Home page to look up specific classes.

Once you have found your class, simply click on the Enroll icon and you have enrolled successfully.
Where do I go for instructions on how to register for a class?
Instructions are available in the Announcement section on the Learner Home Web page in Employee Direct Access. Additional copies of these instructions are located on the Employee Development & Training, Fitness/Wellness, and HRMS/STEP (no classes currently available) Web pages.
How will I know the status of my registration?
Registration status is immediately updated and available on the Learner Home page in Employee Direct Access. Outlook e-mail notifications will be sent to alert you of your current status or any changes in the system.
How do I cancel my registration?
Cancelling a registration is simple and easy! Log in to Employee Direct Access and click on Learner Home. Look through your list of current enrollments to find the class you need to drop. Simply, click the Unenroll icon, and you have cancelled successfully. Your registration status is immediately updated on the Learner Home page and an Outlook e-mail notification will be sent to update you and the training coordinator of your change in status in the system.
Who approves my class registration?
Registration for Leadership/Professional Development, Customer Service, Management, and Technology classes will require online supervisor approval. This is a change from the paper process that was used. This does not mean that you will have any extra steps to register for a class, when you click the enroll icon for the class you want, it will immediately be forwarded to your supervisor for approval. From there, all approvals move directly in the system to the appropriate training division of the Department of Human Resources for the regular selection process.
NOTE: Supervisor approval is NOT required to register for any Fitness/Wellness classes. Your registration moves directly from you to the training coordinator.
Who is able to view and register for Leadership/Professional Development, customer service, and technology classes?
All Permanent General Government employees will be able to view these training classes and register after consideration of target audience and prerequisites.

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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.

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