ESS Frequently Asked Questions

What is Employee Self Service

Employee Self Service (ESS) is a web-based service that provides employees with payroll and personnel data related to their employment with the Pennsylvania State System of Higher Education (PASSHE). The information covers:

  • Personal Information (personal data, address, emergency contacts and bank information)
  • Benefits (medical/vision/dental, life insurance, disability, AD&D and Retirement)
  • Leave & Time (balances and absences)
  • Payroll (pay statement, savings bonds and W-4)

Why use Employee Self Service (ESS)?

Employee Self Service provides up-to-date information. ESS gives you the ability to view and verify your own payroll and benefit related data, i.e. dates of hire, dependent coverage, insurance and retirement plans. Current and pay statements since January 2004 can be viewed. ESS allows you to view your leave balances and absences. In some instances, ESS gives you the ability to update current payroll and personnel data.

How do I access ESS?

You can login to the PASSHE ESS system with your Millersville Outlook email account and password in the format of You will need to change your Outlook email password on or after 12/8/2010 to have it synchronized to your PASSHE ESS password for the first time.

You will be able to log in to your ESS information by clicking on the Login image at: where you will then be prompted for your user ID and password.

On 12/8/2010 and after you can login with your Millersville Outlook email account and password to PASSHE ESS.

How do I get a username and password?

New employees will be automatically assigned an Outlook email account that can be used to login to ESS. Please contact the Help Desk, 717-871-7777, if you have any questions regarding your Millersville Outlook email account or password for access to ESS.

How do I change my Password?

Link to the configurations page by clicking on Change Your MU Outlook Password that can be found at:

What is the Millersville myAccount@MU Outlook Password portal?

The myAccount@MU Outlook Password portal is where you will go whenever you can’t remember your password or need to change an expired password. This allows you to "reset" your Outlook email and ESS password on your own. To access this portal go to and click on "Reset your account".

When can I access ESS?

ESS is available 24 hours from any computer that has an active connection to the Internet.

Are there computers on campus that I may use if I do not have one at my worksite?

You can use any of the computers designated for use by your department. Check with your immediate supervisor for the location of these computers.

Do I have to be at work to log on?

No, ESS is a web-based portal that you can access through the internet at any location. You can log on at any computer that has internet access.

If I have trouble accessing ESS, who do I contact?

If you have questions after business hours, please send an email to the Help Desk Please provide your name, phone number, and your questions or concerns.

How do I access the different screens of information?

Use the Tab and Navigation buttons at the top of the ESS Screen to navigate through ESS. Do NOT use the Back button on your browser to return to previous screens; instead use the Back button in the upper right-hand corner to the ESS screen.

Can I update my data on-line?

Employees can change their W-4 information and their Primary Contact Number using ESS. Employees need to contact Human Resources to update or correct any other personal and payroll data.

If my information is incorrect, who do I contact?

At this time, to minimize the risk of identity theft, we ask that employees desiring to change any personal information bring identification and any required form(s) with required signatures to the Office of Human Resources, extension 4950. Below is a list of positions that will handle specific changes.

  • Addresses and other personal data - HR Assistant
  • Banking Information - Payroll Coordinator
  • Benefit plans, coverage, dependents and contributions - Benefits Assistant
  • Leave Balances - Payroll Coordinator
  • Payroll statements - Payroll Coordinator
  • TSA and other saving plans contributions - Benefits Assistant

My leave balances in ESS are not the same as on my pay statement. Why is that?

Since ESS data is real time information, your leave balances in ESS may reflect leave that has been accrued for the next pay cycle. However, please make sure that you are accurately tracking your leave. Major discrepancies should be directed to the Payroll office at ext. 3018.

What is the benefit of viewing my pay statements on-line?

Your pay statements will be available to view as early as Tuesday of the pay week. The funds will not be available at your banking institution until the actual pay date.

You can also print the statements for proof of employment, for loans, and any other financial verification. Since ESS is web-based, you may be able to expedite loan processing at the lending site.

How do I log off ESS?

You can log off by exiting the portal using the "log off" link in the top right-hand corner of the screen.

Why does the ESS system log off after 5 minutes of inactivity?

The ESS system logs off after 5 minutes for your privacy and protection. Once it times out, you will be prompted to enter your User ID and password again to log back in.

Is the information shown in the ESS secure?

Yes, the information is protected at the highest level. This security also is effective for transmitting data to locations outside the office. Only you should know your MU password. To maintain the security of your information, do not share your password information with anyone.

Where is the information for ESS stored?

The data is stored within the PASSHE Human Resource/Payroll System. ESS provides a web browser to access the same information that is accessed and used by authorized staff.

What is the suggested browser for using ESS?

Internet Explorer versions 7 and below.

How do I enlarge the font on my browser so I can read the information?

On the Internet Explorer toolbar, click on the View tab. Move your mouse over the Text Size option, and then select the desired option.

How do I remove my password if it keeps coming up automatically when I navigate to ESS?

On the Internet Explorer toolbar, click on Tools and move your mouse over Internet Options. Click on the Content tab and then click on the Clear Passwords button.

I get a pop-blocker message when I try to logoff from ESS. What do I do?

You can "temporarily" allow pop-ups, then click Log Off again, then click Yes to confirm.

Where can I get more details on ESS?

Further details on how to use ESS and all its features can be found in the User's Guide. Also, the Help Documents listed on one of the tabs within ESS includes detailed instructions.