Frequently Asked Questions

Find answers to common issues using this page.

 

Accessing ESS

To verify your UTORid and password, please visit the UTORid verification page.
If you don’t know your personnel number, try these options:
Please visit the UTORid Account Management page for more information.
If you don’t have a UTORid:
If you don’t know or forgot your UTORid password, you have several options to reset it:
Campus Help Desk:
Visit your campus help desk at St. George, UTM, or UTSC.
UTORid Account Recovery Service:
Use the UTORid Account Recovery Service. You must have registered for this service in advance to use it to reset your UTORid password. Once your password has been reset, please make sure to change your Temporary UTORid Password and register for UTORid Password Reset & Account Management.
Your UTORid, password and security questions will remain the same.
Former U of T employees will be able to access ESS for a period of time after their end date. Please contact your business officer or HR Divisional Office for more information.

Question-based Authentication

Question-based authentication requires all users to answer one of the three security questions that were preselected by the user when they first logged into the ESS system. Employees will be required to answer one of their preselected questions every time they log in to ESS.
No, the answers are not case sensitive.
If you are temporarily locked out of ESS, please wait five to 10 minutes and then try again.
Please email the ESS Help Desk or phone 416.978.3772. Be prepared to provide your personnel number, your UTORid, a brief description of the issue, and your contact information.

Pay Statements & Tax Slips

To access ESS, you must be actively employed by the University of Toronto (includes approved paid or unpaid leaves of absence). Former U of T employees will be able to access ESS for a period of time after their end date. Please contact your business officer or HR Divisional Office for more information.
To view your pay statement, log in to ESS and:
  1. Choose Pay and Benefits Information
  2. Select either Pay Statement or Tax Slip
  3. Then select View Your Information
Please contact U of T Central Payroll Services at payroll.hr@utoronto.ca and include the following:
  • Your Name
  • Personnel Number
  • Date of Birth (yyyy-mm-dd)
  • Phone Number
  • Email Address
You can view your pay statements, T4s or T4A tax slips from as far back as 1998.
For help understanding your pay statement, please read the Your Pay Statement webpage. If you believe an error has been made on your pay statement, please contact payroll.hr@utoronto.ca.

Personal Information

Please contact your HR Divisional Office for assistance.
No, not at this this time. Please contact your business officer or HR Divisional Office to add additional dependents.
You can only have one email address in ESS.
Appointed employees may change their address as often as desired. However, only one current address and one future address may be active at a time.
Please contact your business officer or HR Divisional Office.

Pension & Benefits

Depending on your employee groups, you may be able to view your pension statements. To view these statements, please log in to ESS and:
  1. Choose Pay and Benefits Information
  2. Select Pension Statement
  3. Then select View your Information
If you would prefer to receive a printed copy of your statement, please contact: University of Toronto Pension Services Monday to Friday 8:30 a.m. to 5:00 p.m. Phone: 416.226.8278 Toll Free: 1.888.852.2559
If you are an appointed employee who participates in one of U of T’s benefit plans, you can view your benefits enrolment and deduction information by doing the following:
  1. Choose Pay and Benefits Information
  2. Select Benefits
  3. From here, choose Benefits Participation Overview
  4. Then select View Your Information
At this time, you cannot update your Green Shield information through ESS. Please contact your HR Divisional Office.

Vacation Information

To view your vacation balance, log into ESS and:
  1. Go to Vacation Information
  2. Choose Vacation Tracker
Please note: this option is only available for some employee groups.
You can project your vacation balance up to 12 months in advance in ESS.
  1. Log into ESS
  2. Go to Vacation Information
  3. Choose Vacation Projection
  4. Enter a future date
  5. Press ‘Display projection data’
Please note: this option is only available for some employee groups.

Technical Issues

If you are having issues logging in to ESS, try the following:
  1. Verify your UTORid
  2. Clear your browser’s cookies and history
  3. Ensure that you are using a supported browser (Chrome, Firefox, Internet Explorer, or Safari)
  4. Turn off your popup blocker
  5. Restart your computer
If problems persist, please contact the ESS Help Desk.  
If you receive the error message above, try logging in again after five to 10 minutes. Or, contact the ESS Support Help Desk at 416.978.3772. Please leave us a message with your personnel number and UTORid, a brief explanation of the issue, and your contact information so we can return your call.
  • To zoom in: Press the control key and the plus sign at the same time (Ctrl +)
  • To zoom out: Press the control key and the minus sign at the same time (Ctrl -)
Or, press and hold the control key while using the scroll wheel on your mouse to zoom in and out. To return to default settings, press the control key and the number 0 at the same time (Ctrl 0)
For security purposes, the administrative web services portal will automatically log you out when the time reaches 00:00:00.
For security purposes, your access to the ESS page is temporarily revoked if there is no activity on the page after some time. In order to regain access, you will be asked to answer one of your pre-selected security questions.
To log out of ESS, click the Log Off button in the top right corner of the ESS window. If you are having trouble finding it, try scrolling right using the scroll bar at the bottom of your web browser window or zoom out by pressing the control button and the minus sign at the same time (Ctrl -).
To access many options in ESS, your pop-up blocker must be disabled.

To enable pop-ups when using ESS:

In both Internet Explorer (IE) and Firefox, you will see a pop-up blocker message at the top of your screen if a pop-up has been blocked. In Chrome, the pop-up blocker icon appears with a red ‘X,’ immediately to the left of the bookmarks icon (yellow star). In Safari, there is no message when a pop-up is blocked.
  1. Choose the Options button (IE and Firefox) or blocker icon (Chrome) in the pop-up blocker message
  2. Select Always allow pop ups from this site

To disable pop-ups:

Internet Explorer:
  1. Select the gear icon (top right) and choose Internet Options
  2. Select Privacy
  3. Then uncheck Turn On Pop-up Blocker
Firefox:
  1. Choose the icon with three lines (top right) and select Options  (or Preferences for Apple users)
  2. Select Content
  3. then uncheck Block pop-up windows
Chrome (PC users):
  1. Select the icon with three lines (top right)
  2. Choose Settings
  3. Then select Show Advanced Settings
  4. Choose Network – Change Proxy settings
  5. Select Privacy
  6. Uncheck Turn On Pop-up Blocker
Chrome (Mac users):
  1. Select Privacy
  2. Choose Content Settings
  3. Then set your options under the Pop-ups heading
Safari
  1. Choose Preferences
  2. Select Security
  3. Uncheck Block Pop-up Windows (if it’s checked).

Accessing MSS

Any individual at the University who supervises another appointed employee (based on reporting relationships captured in HRIS) will be granted access to MSS. Beginning in January 2018, MSS will be rolled out to the University community in phases. All managers at the University will have access to MSS by the end of 2018.
The MSS Pilot launched in January 2018, and granted MSS access to a small group of managers at the University for testing and refinement before it is rolled out to the entire institution. If you are participating in the pilot as a manager and do not have access to MSS, please contact your Divisional HR Office.
MSS is being rolled out to managers in phases on a monthly basis. For more information on when your Division will get access to MSS, please contact your Divisional HR Office.
Please see the section of this page regarding ESS Access. If you still require assistance, please contact ess.hr@utoronto.ca.

What is available in MSS?

The following reports and information are available:
  • Team Calendar
  • Absence Summary Report
  • Vacation Projection Report
  • Vacation Liability Report
  • Supervisory Relationship Report
  • University Training Report
Watch the MSS Quick Navigation Guide for a comprehensive video introduction to the service.
In late 2018, we will be launching leave requests through ESS and leave approvals through MSS. More information on this will be provided to pilot users as we introduce this functionality.
The Team Calendar displays all of the leaves and / or absences for your team as recorded in HRIS. This report defaults to the current month.
The Absence Summary Report shows the absences for your direct reports that are recorded in HRIS; if there are any discrepancies, please contact your Divisional HR Office.
The Vacation Projection Report shows the projected number of vacation days for your direct reports. It defaults to report on three months in the future.
This report shows the estimated financial liability for your team based on the employee’s vacation balances, and current rate of pay.
The Supervisory Relationship report shows the name and position of everyone who reports into you. You can view either direct reporting relationships and / or indirect reporting relationships. If information about your team is appearing incorrectly (including missing or extra team members), please contact your Divisional HR Office and provide the correct information to have it updated in HRIS.
This report reflects required training that is conducted by the University of Toronto (such as the AODA training), as well as courses taken at the Organizational Development & Learning Centre. Please note that only training tracked in HRIS will be reported here.
If you think there are errors being displayed in your MSS reports or team calendar, please contact your Divisional HR Office. Please note that the Team Calendar and Absence Summary reports will only reflect information that has been entered in HRIS.

Reporting Relationships

If members of your team are not appearing in MSS, please contact your Divisional HR Office and ask them to update your reporting relationships in HRIS.
If individuals who do not report to you are appearing in MSS, please contact your Divisional HR Office ASAP. Please provide them with the full name of the individual as it is displayed in MSS and ask them to update your reporting relationships in HRIS.

Vacation Requests and Approvals

Leave requests will be launching for pilot users in mid-2018. Following the successful completion of the pilot, it will be rolled out in phases University-wide. More information about leave requests and approvals will be provided in advance of the pilot.