Employee Self-Service (ESS)

The State System of Higher Education has an Employee Self Service portal that allows employees and student employees to view and manage personnel information. Student employees use ESS to submit their hours for a pay period.

Among the things you can view/update:

  • Pay statements (from January 9, 2004, to the present),
  • Payroll and benefits information
  • Leave usage and leave balances
  • Emergency contact information

There are two ways to sign in to ESS:

Using your MyIUP credentials: This option allows you to use your MyIUP credentials (also used to access MyIUP, D2L, IUP email, etc.) to sign in using the standard IUP Web Single Sign On system. 

Using your IUP Username and ESS Password: The PASSHE/ESS portal is a separate system with its own login information. The username has the format of 40xxxxxxxx@passhe.lcl. The xxxxxxxx is replaced with your IUP username. The password for the system, while not your MyIUP password, can be reset using the password reset option on the Personal Info page of MyIUP.

Suggested browsers for using the ESS Portal

The SAP Enterprise portal (i.e., ESS/MSS/eTime) is designed for support usage across all current internet browsers, including Microsoft Edge, Firefox, and Google Chrome. There should be no notable differences in the appearance of the "Tabs" at the top of the portal.

Microsoft Edge or Google Chrome are the recommended browsers for the most reliable experience with the ESS and MSS application. 

You may experience issues when trying to access pay stubs or W2 forms when using Chrome. To access these forms, try another browser, such as Microsoft Edge or Mozilla Firefox. 

Accessing Employee Self Service (ESS) Account

To access your ESS (Employee Self Service) account, you log in via the ESS Portal

Log in Using IUP Single Sign On: 

If you are already signed in to another Single Sign On service such as MyIUP, D2L, or IUP email, you will be automatically signed in to ESS after choosing Indiana University of PA. 

Navigate to the ESS Portal page and click on Employee Self-Service (ESS) Portal. Next, select Indiana University of PA - MFA from the dropdown box, then click Continue. The IUP Single Sign On page will appear. Enter your MyIUP credentials.

Log in Using an ESS password set via MyIUP: 

For first-time use, you will need to set your ESS password via MyIUP. See the entry for changing your password via MyIUP.

Navigate to the ESS Portal page and click on Employee Self-Service (ESS) Portal. Next, select All Other PASSHE Users on the first screen. Continue on the next screen by entering your ESS user credentials (40xxx@passhe.lcl where xxx is replaced with your IUP username).

The ESS password expires every 90 days. Password management is available via MyIUP and through the PASSHE/ESS self-service account management tools.

See Best Password Practices.

How to change your ESS password using MyIUP

Log in to MyIUP with your network username and password. At any point, if you have forgotten your password or if your PASSHE/ESS password is expired, you can use MyIUP to reset the password.

Note, you will need to use MyIUP to initially set your PASSHE/ESS password.

  1. After logging in to MyIUP, select Personal Info.
  2. Select Change Password.
  3. Select the PASSHE check box in the Click to Change column.
  4. Click Set Selected Passwords.
  5. Click Proceed.
  6. Review the Password Change Requirements very carefully. Enter the password you wish to use in the Enter your NEW Password box. Re-enter the password you wish to use in the Confirm your NEW Password box.
  7. Click Set Selected Passwords.
  8. If the password change was successful, you will see a message indicating that your password was successfully changed.

If there was a problem, review the error message carefully, and try again to reset the password. If you continue to have problems, please contact the IT Support Center.

Enrolling PASSHE/ESS Self Service Portal

You will need to know your PASSHE/ESS password, as you will need it to log in to the Account Self-Service portal. For the first time, use MyIUP to set up your initial password.

Setting ESS Security Questions for Password Resets:

  1. Navigate to the ESS Portal page and select Employee Self-Service (ESS) Portal.
  2. Choose the Password Reset button at the top of the page. On the next page, select Indiana University
  3. Enter your username in this format 40xxx@passhe.lcl (where xxx is replaced with your IUP username) and your ESS password, then press Login
  4. Enter a PIN that is at least four characters. 
  5. For the first security question, choose a security question and enter an answer. For the second security question, enter your own question and an answer. 
  6. Click Update to save your changes. 

You will now be able to use the PASSHE/ESS Account Reset Tool if you have forgotten your password.

Change your password using the PASSHE/ESS Self Service Portal

If you would like to reset your ESS password using the ESS portal because you have forgotten it or it has expired, you will need to have registered for self-service password resets by setting three security questions. 

To use your security questions to reset your forgotten password: 

  1. Navigate to the ESS Portal page
  2. Choose the Password Reset button at the top of the page. On the next page, select Indiana University
  3. Choose Reset Password on the next page. 
  4. Enter your username in this format 40xxx@passhe.lcl (where xxx is replaced with your IUP username) and press Continue
  5. Answer your security questions. (if you have not set security questions, you will see a message stating that you are not enrolled.) Enter the characters shown in the image. 
  6. Enter a new password that follows the requirements shown and press Reset Password.
  7. You will see a message that your password was successfully reset. Go back to the ESS Portal login page to use your username and new password. 

To use your security questions to reset your expired ESS password: 

  1. Navigate to the ESS Portal page
  2. Choose the Password Reset button at the top of the page. On the next page, select Indiana University
  3. Enter your username in this format 40xxx@passhe.lcl (where xxx is replaced with your IUP username) and ESS password. Then, press Continue
  4. Click Change Password at the top left of the page. 
  5. Enter your old ESS password and a new password that matches the requirements. 
  6. Click Change Password. You will see a message that the password has successfully been changed. Go back to the ESS Portal login page to use your username and new password. 

"User authentication failed." error message after resetting ESS password

This can happen if you are saving passwords used on websites. This is not a recommended practice for security reasons. You will need to delete your saved passwords in your browser. Below are the steps to do this in most web browsers: 

In Firefox, select the menu icon in the top right (three lines) and then Passwords. In the top right corner, click on the three-dots icon (Note: this is not the three-line icon you clicked earlier). From the menu that appears, click on Remove All Logins

In Google Chrome, select the menu icon in the top right corner (three vertical dots) and then Settings. On the left-hand side, select Autofill and then Passwords. There is no option to remove all saved passwords, so you will need to manually delete each password listed. To delete a password, click the three vertical dots on the right-hand side of the row for the website and click Remove. 

In Microsoft Edge, select the menu icon in the top right (three horizontal dots) and click on Settings. On the left-hand side, click on Privacy, search, and services. Find the Clear Browsing Data section and click on Choose what to clear. In the box that appears, deselect any items you want to keep and make sure that the Passwords option is checked. Click Clear Now to finish. 

After clearing the saved passwords, reset your ESS password via MyIUP and try again. If you are still unable to log in, it would be best to contact the IT Support Center at 724-357-4000.

Will I still be able to access ESS after I leave employment at IUP?

When your employment at IUP ends, you will no longer be able to access ESS. Your final pay statement will be mailed to you through the US Mail to your home address.

Please contact the Office of Human Resources at 724-357-2431 for questions about W2 forms, etc.

Updating information shown in ESS

For errors with information, please contact the Office of Human Resources at 724-357-2431.

You may update emergency contact information, primary phone number, withholding (W-4) information, and race/ethnicity codes in the ESS portal. Additional update features will be added in the future.

Who to contact with issues or questions

For issues with logging in to ESS, you can log a ticket via ihelp or call the IT Support Center at 724-357-4000.

For other issues pertaining to personnel data, please contact the Office of Human Resources at 724-357-2431.