Help
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Epay (Electronic Pay Document Portal) Initial Set Up Guidance |
Non-Employee Self-service (ESS) Users
Schools, Academies, & Traded Services
Contents
- What is Epay?
- Getting started
- Step 1) Downloading the Microsoft Authenticator app
- Step 2) Log In Details
- Step 3) Account Set Up
- Step 3) How to Log In – Following initial set up
Epay is used by the departments of Hertfordshire County Council (HCC), Maintained Schools, Academies, and Traded Companies who use HCC to process their payroll, to enable their staff to view their payslips and pay related documents electronically at any time and on any device.
This guide is to help users set up and activate their Epay account, so they can access their payslips and other pay documents. Please refer to the Epay User Guide for support with navigating the Epay Portal.
Before you start you will need:
- 10 minutes of your time
- Your chosen device or devices (laptop, smartphone or tablet)
- A connection to the internet
- Your national insurance number
- Your Epay temporary password (Welcome Email)
- You will only need to follow this process once!
Helpful Hint: Make your two factor authentication set up experience better, by using 2 devices, a laptop and smartphone etc.
Two-Factor Authentication (2FA)
Each time you log on to the Epay website, you will need your Epay account password and a security token code. Using your password and a code together is called two-factor authentication (2FA). 2FA helps protect your information.
Step 1) Downloading the Microsoft Authenticator app
To create a security token code each time you log in to Epay, you will need an authenticator app on your device. This guide will show how to set up and use Microsoft Authenticator app. It is free to download.
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On an Apple Device
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Open the App Store; search for Microsoft Authenticator and click GET to download.
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On an Android Device
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Open Google Play: search for Microsoft Authenticator and click Install.
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For assistance with downloading and installing the Microsoft Authenticator app on your device; please refer to the online Microsoft support which can be found via the following link: |
Download and install the Microsoft Authenticator app.
If you are new to Epay, or are a new starter to HCC, a school, academy or traded company, you will receive a Welcome Email from [email protected] shortly before you are due to be paid for the first time.
This will include a link to the Epay portal and a temporary password to log in. It will have been sent to the e-mail address provided on your new starter form or via the survey.
If you need the email resending, please contact the Payroll Service Desk.
Email [email protected].
01992 555000 Council Departments and Traded Companies
01992 556500 Schools and Academies
Helpful Hint: Please check your spam/junk folder as well as your inbox.
Open your Welcome to Epay email and click on the Log in to Epay button.
You will then be presented with the HCC payslips web page.
Please ensure you click on the WHITE box.
WHITE Box
Employees without Employee Self-service (ESS)
(Schools, Academies, Herts at Home, Herts Living, Non ESS HCC Employees)
You will be presented with the Welcome to Epay - Sign In page below. The Username is your National Insurance number and the temporary password for your first log in is included in your Welcome email.
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How do I find my National Insurance Number?
Your NI Number can be located
• On your P60 document that is provided to you annually.
• On letters from HM Revenue and Customs, or the Department for Work & Pensions about your tax, pension or benefits. |
New User Setting, or Resetting Passwords
Once you click on the Sign in button, you will then be prompted to set the password to one you will remember.
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Password Criteria – must contain
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New User Security Questions and Answers
All details contained in Epay are related to you and your pay and it is important that these are kept secure. To maintain security the portal asks you to set 3 security questions and answers using the criteria listed below. These will be case sensitive and must be typed in the same way as you set them each time you log in.
Security Questions and Answers Criteria
- Questions must be at least three characters long.
- Questions must not be duplicated.
- Answers must be at least six characters long.
- Answers must not match the question.
- Answers must not be duplicated.
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Once you have set your security questions and answers you will receive confirmation that your security questions have been saved.
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You will then be presented with a QR Code, which also has a 16 digit code, EXAMPLE highlighted below.
- If you have 2 devices, you can easily scan the QR code displayed on your screen when requested to do so.
- If not, simply make a note of the 16 digit code displayed on your screen (under the QR code), which will be required at the next stage.
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This is a sample
Please use the code generated from your device
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Linking Authenticator and Epay
Open the Microsoft Authenticator app.
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When prompted that ‘Microsoft needs basic app data’ press Agree.
If you do not agree to this, the authenticator will not work on your device.
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If you do not already have a Microsoft account, press Skip in the top right corner of the screen.
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Press Add account or press the + symbol on the blue menu bar.
When asked what kind of account you are adding, choose Other (Google, Facebook etc).
If you are prompted to allow the Microsoft Authenticator app to use your camera, choose Don’t allow.
If the app automatically switches to a camera view, click Or enter code manually.
In the Account name field, enter Epay.
In the Secret key field, paste the code you copied or enter the code you noted from Epay and click Finish.
Microsoft Authenticator will now display a onetime generated token code, which refreshes every 30 seconds.
Helpful Hint: Wait until the code has refreshed before using it.
Copy or note the token code and return to your Epay browser session. Please note Epay will time out after 20 minutes.
On your Epay browser, paste or enter the token code and click Submit to complete the account set up process.
Congratulations – you’re ready!
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You will be presented with the Summary Box, swipe left on your mobile to also view…
Please refer to the Epay User Guide for further support with navigating the Epay Portal.
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Helpful Hint: As a final step we suggest you save https://www.hertfordshire.gov.uk/payslip as a shortcut on your device or favourite/ bookmark in your browser.
You can then quickly and easily access Epay when you need it, but we will send you an email every month with a link to Epay when your
next payslip is available.
Step 3) How to Log In – Following initial set up
Helpful Hint: You do not need to carry step 3 each time you log in.
Each time a pay document has been loaded to your account you will receive an email notification. Click on the link in your Epay notification or use https://www.hertfordshire.gov.uk/payslip
You will be presented with the HCC payslips web page. Please ensure you click on the WHITE box.
You will be presented with the Welcome to Epay - Sign In page below. The Username is your National Insurance number and the password you set up.
Helpful Hint: The system is case sensitive, so check the following if you are unbale to Log In:
- Check you entered the NI Number correctly, it is easy to transpose the digits.
- Make sure Caps Lock isn't on when entering your password.
- Look out for spelling errors.
- If you copy and pasted your password, check for spaces at the beginning or end.
- Use the Eye icon to view the password being entered.
If you have recently changed your password, your browser might remember your old information. Try manually entering your username and password.
You will be presented with this screen, go to your authenticator app which you linked to your Epay account, and enter the one-time token code in the white box.
Helpful Hint: The one-time generated token code will refresh every 30 seconds. Try waiting until the code has refreshed before using it.
Congratulations – you’re in!
