Employee Self Service (ESS) Step-By-Step Directions

Employee Self-Service (ESS) is a web-based service providing Shippensburg University employees access to information related to their employment, and may be accessed 24/7.At this point, employees may change their primary phone number, emergency contact information, W-4 information, and ethnicity information.If discrepancies are noticed in any other data, please contact the Human Resource Office at 717-477-1124.

  1. On any personal computer (work, home, library, etc.) log onto the Shippensburg University website www.ship.edu.
  2. Click on the "MY INFO"” tab around the top of the page.
  3. Select "Self-Service Portal (PASSHE)".
  4. Enter your User ID and Password.The User ID is your Shippensburg University email address.The password is the same password that you use when you initially log on to your computer at work.Select "Enter Portal".”
  5. You may get a message about pop-up blockers.Click "OK".”
  6. Select the second tab "Employee Self-Service".”
    1. You may now access the following information: Personal Information such as name, address, date of hire, title, bank information, and emergency contact.
    2. Benefits enrollment information.
    3. Leave & Time - displays your leave balances and lists your absences.
    4. Payroll - displays your pay statements.
  7. Once you have finished reviewing your information, click on the Log Off tab in the top right corner and close any open windows.

Employee Self Service Portal (ESS) for Supervisor (Approving Authority)

  • An approving authority will receive an email informing that a leave request has been submitted. The supervisor clicks on the ESS link, logs in, and is taken automatically to the Business Workplace Inbox. Choose the leave request you want to approve/disapprove by clicking the blue box to the left of the name. Click on "Display In box Item." Approve or disapprove the leave request.
  • The Inbox will automatically refresh in about 10 seconds.

  • The employee automatically receives an email confirmation.

  • The leave request remains in the supervisor’s inbox for 7 days. If not approved or disapproved within 7 days, it is returned to the employee. Supervisors: If you will be out of the office for a week or more, contact HR to arrange for a backup to approve leave for your staff in your absence.

  • Supervisors: You should receive paperless leave requests only from your staff. If you inadvertently receive a leave request from an employee who doesn’t report to you, please contact HR ext. 1124.

  • PowerPoint Presentation


  • You may have to turn off any pop-up blockers to view some information and to Log Off.
  • Be sure to use the buttons on the ESS screen to navigate to screens instead of the back button on your browser.
  • If at any time you need help in navigating on the Employee Self-Service website, click on the Help Documents tab.This on-line help center will give you access to the complete training manual where you can review additional detailed information on each section.
  • If you have problems logging on to ESS, contact Mary Jane Diffenbaucher, X3109, email mjdiffenbaucher@ship.edu.
  • Actual instructions to change emergency contact information, ethnicity information, and W-4 information are included on the next page.


  • In the Personal Information area of ESS, select "Emergency Contact Information".”
  • Left Click on "Add Contact" at the bottom of the screen (if you do not currently have emergency contact information stored), or "Update Stored Contact Information" at the bottom of the screen (if you are changing your information).
  • Make appropriate changes.
  • Left click on "Save Changes" at the bottom of the screen.
  • You will receive a message, "Your emergency contact information has been successfully updated".”
  • Left click on "Log Off" in the upper right corner of the screen, and Click "Yes".”


  • In the Personal Information area of ESS, select "Ethnicity/Race Information".”
  • The first time you go on, you will see a message that the status of your record is not confirmed by the employee.You'll note this is now a two-part process, both of which need to be entered.Part 1 asks for the ethnicity (Hispanic/Latino or Non Hispanic/Latino).Select the appropriate option.Part 2 asks for the race (American Indian or Alaskan Native; Asian; Black or African American; Native Hawaiian or Pacific Islander; or White/Caucasian).Select the appropriate option.
  • Left Click on "Confirm Information " at the bottom of the screen the first time you change your information, and Update Informationafter this.You will get a "Thank you",” click “OK.”
  • Left click on "Log Off" in the upper right corner of the screen, andclick "Yes".”


  • In the Payroll area of ESS, select "W-4 Information".”
  • Left Click on "Update W-4 Information" at the bottom of the screen.
  • Make appropriate changes.
  • Left click on "Save Changes" at the bottom of the screen.
  • You will receive a message, "Your W4 information has been successfully updated. Your changes will not take effect in the payroll system or show until ........W-4 changes do not show up right away.The effective date is the beginning of the next pay period.Left click on "Log Off" in the upper right side of the screen, andclick "Yes".”