Welcome to Maintaining Employee Information for ADP Workforce Now® Technical Assistance If you encounter problems during this Live Meeting, call Microsoft® Office Live Meeting support at 1-866-493-2825. If you are unable to join the audio conference, call Level 3 Communications Ready-Access® audio conferencing at 1-800-788-6092. To minimize background noise, use your phone’s mute function or on your phone’s keypad, press: – *6 to mute the line – *7 to unmute the line State your name before speaking. Do not place your phone on hold. For audio, call 1-800-377-0237. Access code: W001_PPT_WFN80V02_0515 © 2015 ADP, LLC 1 PLEASE BE ADVISED THAT THIS MEETING WILL BE RECORDED. Welcome to... Maintaining Employee Information for ADP Workforce Now® W001_PPT_WFN80V02_0515 Copyright and Trademarks Copyright © 2015 ADP, LLC. All rights reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. The ADP logo, ADP , and IN THE BUSINESS OF YOUR SUCCESS are registered trademarks of ADP, LLC. All other trademarks and service marks are the property of their respective owners. © 2015 ADP, LLC 3 Introductions and Expectations Your name Your location Your role © 2015 ADP, LLC 4 Norms Be responsible for your own learning. Return promptly from breaks. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. © 2015 ADP, LLC 5 Norms Minimize distractions. Return promptly from breaks. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. Put your phone on mute during the presentation. – Press *6 to mute. – Press *7 to unmute. Do not place your phone on hold. © 2015 ADP, LLC 6 Course Agenda Hiring, Accessing and Deleting an Employee Changing Employee Status Identifying Positions and ID’s Managing Employee Changes Running Standard Reports to Verify Changes Getting Support after Class © 2015 ADP, LLC 7 Hire, Access and Delete New Hires Hiring an Employee Objectives: In this module, we will take a look at the following objectives: Discuss the overview of hiring an employee Describe the new hire data entry flow Review the quick hire data entry flow Explore new hire or status change templates Examine the quick hire templates List additional new hire tasks Explore deleting a new hire © 2015 ADP, LLC 9 Hiring an Employee Overview To hire an employee, use the New Hire wizard or Quick Hire The wizard takes you through the process of entering the new employee’s personal, employment, payroll, tax, and time and attendance information. Quick Hire is an abbreviated version of the New Hire wizard © 2015 ADP, LLC 10 New Hire Data Entry Flow © 2015 ADP, LLC 11 Description © 2015 ADP, LLC 12 Important Information © 2015 ADP, LLC 13 New Hire or Status Change Templates The template consists of information such as: Required and optional fields A list of users who will participate The approval process © 2015 ADP, LLC 14 System and Custom Templates Practitioners have the option to use a System or Create a Custom template. System (contain the predefined data elements that populate the wizard) Custom (created and maintained by practitioners for specific business needs Note: During implementation, your ADP representative will help you set up any custom templates that you need to get started. © 2015 ADP, LLC 15 Why Use a Custom Template? Here are the four common reasons for using a custom template: 1. There are multiple employee’s that require different data captured upon hire/re-hire/term/leave. 2. Business needs are different then the criteria within the standard template 3. Specific fields are mandatory 4. Specific data fields are not required in the system template (Limiting the profile) © 2015 ADP, LLC 16 Example © 2015 ADP, LLC 17 Demonstration: Entering a New Hire © 2015 ADP, LLC 18 Activity: Entering a New Hire © 2015 ADP, LLC 19 Quick Hire There are two Quick Hire templates: Quick Hire – Includes 3 sections: – Personal Information – Employment, Payroll and Tax Information – Employee Activity Quick Hire + Time – Includes same sections as Quick Hire and: – Time and Attendance © 2015 ADP, LLC 20 Demonstration: Entering a New Hire using Quick Hire © 2015 ADP, LLC 21 Activity: Entering a New Hire using Quick Hire © 2015 ADP, LLC 22 Demonstration: Entering a New Hire using Quick Hire + Time © 2015 ADP, LLC 23 Activity: Entering a New Hire using Quick Hire + Time © 2015 ADP, LLC 24 Activity: Exploring Employee Information from the People Menu © 2015 ADP, LLC 25 Additional New Hire Tasks Your new hires may need to log on ADP Workforce Now to perform certain tasks such as: – Enter license or certification information – Acknowledge company policies – Verify personal data These tasks are configured to meet the needs of your organization. © 2015 ADP, LLC 26 Example © 2015 ADP, LLC 27 Deleting a New Hire If you have to delete an employee in the database, contact your ADP representative. © 2015 ADP, LLC 28 Changing Employee Status Changing Employee Status Objectives: In this module, we will take a look at the following objectives: Discuss the overview of changing employee status Explain the employee status change process Explain placing an employee on leave Explore transferring an Employee Explore terminating an Employee Explain rehiring an Employee Describe archiving an Employee © 2015 ADP, LLC 30 Changing Employee Status Overview You may need to change employee data for reasons such as: Status changes due to retirement, leave of absence, termination, or rehire Job changes such as promotions or transfers Salary changes Copyright © 2014 ADP, Inc. 31 Status Change Impacts What other aspects of employee records can be affected by an employee’s status change? © 2015 ADP, LLC 32 Employee Status Change Process Stage Description 1 Determine the effective date, new status, and the reason for the status change. 2 Determine any impact to other areas and make updates as needed. Affected areas may include: Pay (an adjustment for mid-cycle or cancel Automatic Pay) Time off accruals Employee Self Service or Manager Self Service accounts Practitioner accounts © 2015 ADP, LLC 33 Leave of Absence Leave of absence is a period of time that an employee is to be away from the employee’s primary job, while maintaining the status of employee. An employee may take a temporary leave of absence from work for exceptional circumstances such as: family, education, medical, disability, military or personal. © 2015 ADP, LLC 34 Demonstration: Placing an Employee on Leave © 2015 ADP, LLC 35 Activity: Placing an Employee on Leave © 2015 ADP, LLC 36 Transferring an Employee Overview There are many reasons for transfers, and there are many important factors to keep in mind when processing a transfer: – Only paid positions can be transferred. The following field can only be edited on the Transfer Employee page: – File Number – Pay Division – Province of Employment – Business Number – Company code © 2015 ADP, LLC 37 Transferring an Employee The following factors are important to keep in mind when you are transferring an employee: – Only paid positions can be transferred – Transfers are not effective dated. All transfers will be processed in the current open pay period. – Based upon CRA and MRQ Legislative Requirements, you may require multiple T4’s when you transfer an employee. Please refer to the appropriate agency for their requirements. – If a New Hire is transferred and processed in the same pay cycle as they are hired, the system will combine all the entries into one as the current information. – Transfers occurring after your final year-end payroll has been processed may require some additional intervention to ensure earnings appear on the correct T4. Please refer to the Year End Job Aids on the ADP.ca Client Service Centre © 2015 ADP, LLC 38 Transfer Types The transfer feature provides practitioners with the ability to complete the following transfer types for paid positions: A change of Company Code A change of CRA PA/RQ ID number A change of Province of Employment A change of Employee’s Pay Division A change of Employee’s File Number – Note: These entries may or may not require separate tax forms © 2015 ADP, LLC 39 Navigating the Transfer Employee Tab Navigating the Transfer Employee Tab Pathway: Process > HR > Transfers 1 2 4 3 5 6 7 8 © 2015 ADP, LLC 40 Transfer Employee Elements Element 1. Selected Employee Description The magnifying glass provides practitioners with the ability to search and select an employee or access the Manage My Lists link. This date identifies the date the transfer takes place as of. 2. Transfer Date Date must be within Open Pay Period dates. Result: Once this date is populated the remaining fields will pre-populated based upon the employee selected. 3. Company Company is pre-populated and grayed out, based upon the employee selected. 4. CRA PA/RQ ID This dropdown provides all CRA business numbers available for this company. 5. Province of Employment This dropdown provides all provincial selections. 6. Pay Divisions This dropdown provides all pay division available in the company. 7. File Number This is an editable field that can remain the same or be changed as required. 8. How should this transfer be handled? Reporting Structure Select the option required based on Legislative Requirements, and indicate how to manage the direct reports. © 2015 ADP, LLC 41 Transfer History Image 1 2 © 2015 ADP, LLC 3 4 42 Transfer Instructions Window © 2015 ADP, LLC 43 Transfer History Image with Action Options 5 © 2015 ADP, LLC 44 Transfer History Elements Element Description 1. Transfer Instruction link This link opens a separate window that provides the transfer summary information. 2. Transfer Date Displays the transfer date that was keyed into the Transfer Employee tab. 3. Position ID Information Display the source and transferred position ID. 4. Practitioner Information The audit trail displays the author of the transfer. 5. Other Actions icon Options The three options: Maintain Employee Options, Salary/Job/Employment information and Personal Information provide access to make changes to the fields on these pages as required. © 2015 ADP, LLC 45 Demonstration: Pay Division Transfers © 2015 ADP, LLC 46 Activity: Pay Division Transfers © 2015 ADP, LLC 47 Impacts of Effective Dating on Transfers When the employee has effective dated entries and a pay division transfer occurs, the following messages appear at the bottom of the Transfers page: © 2015 ADP, LLC 48 Demonstration: Transfers of Province of Employment © 2015 ADP, LLC 49 Activity: Transfers of Province of Employment © 2015 ADP, LLC 50 Impacts of Effective Dating on Province of Employment Transfers When the employee has effective dated entries and a province of employment transfer occurs, the entries will react as follows: – All future dated records have been transferred from the old file number to the new file number – If this transfer resulted in a change in the business number or province of employment, the new values will be applied to all future dated records. – All historical records remain on the old file number as a result of this transfer to the new file number © 2015 ADP, LLC 51 Cancelling a Transfer The Transfer History tab contains a list of all transfers completed in the current pay cycle. Transfers can only be cancelled within the cycle they were created. © 2015 ADP, LLC 52 Cancelling a Transfer Steps To cancel transfers complete the following: Step Action 1 Select the employee by selecting the box to the left of the employee name. 2 Select the minus icon, and select Yes to the question: Are you sure you want to delete the selected records? 3 A message will display confirming the cancellation. © 2015 ADP, LLC 53 Cancelling a Transfer Important: All information entered as part of the transfer task will be discarded when a transfer is cancelled. When you cancel an employee transfer for which a separate tax form was requested, all cyclical payments and adjustments and position changes made after the transfer task was completed will be discarded. After the transfer has been successfully canceled, all applicable payments and changes that were discarded will need to be rekeyed in the existing position. © 2015 ADP, LLC 54 Terminating an Employee Overview Use the Termination wizard to take you through the process of terminating an employee. During this process, you will use an ADP-supplied termination template or a custom template that you create. You will be able to archive employees. © 2015 ADP, LLC 55 The Termination Process © 2015 ADP, LLC 56 Termination Templates To begin the termination process, you select a template. The template consists of information such as: Required and optional fields used by your company A list of users who will participate in entering termination information The approval process Use an ADP supplied system template or a custom template you create. Note: Your ADP representative will create a custom template with you during implementation. © 2015 ADP, LLC 57 The Termination Process (Continued) Stage Description 1 Enter the termination date, reason, and other general information, and stop the employee's pay. 2 Change additional information such as stopping direct deposit, recording that the employee returned company property, reassigning direct reports, and entering final payment information. 3 Confirm and approve the termination. Important Information The termination effective date you enter is the employee’s last day of work. © 2015 ADP, LLC 58 Demonstration: Terminating an Employee © 2015 ADP, LLC 59 Activity: Terminating an Employee © 2015 ADP, LLC 60 What Is Rehiring an Employee? You can select Employment Profiles under Employment in the People menu to rehire employees who were previously terminated. Rehiring an employee occurs when an employee who was previously terminated returns to work as an active employee. © 2015 ADP, LLC 61 Method for Rehire The practitioner changes the position’s status from Terminated or Leave back to Active in the change Status page. © 2015 ADP, LLC 62 Demonstration: Rehiring an Employee © 2015 ADP, LLC 63 Activity: Rehiring an Employee © 2015 ADP, LLC 64 Archive Employees Overview The archive feature allows the user to stop billing for one or multiple employees for a desired period of time This feature is commonly used for clients with seasonal operations The employee can continue to view pay statements and tax forms via ESS as per normal Archived employees can be included in reports Note: Employees are prevented from making changes to their profile, including delivery options © 2015 ADP, LLC 65 Archive Employees Once an employee is archived, the following is true: The employee will not appear in any employee selectors or search results. Imports will not be permitted for the archived employees. © 2015 ADP, LLC 66 Archive Employees The employee must fulfill the following criteria in order to be archived: The position must have a status of terminated. There cannot be any pending payroll transactions on any of employee’s positions, this applies to pending new hires or added position. There cannot be any pending: • Workflows • Future dated records • Timecard entries • Progress client-configurable events (CCE’s) • No direct reports related to the employee © 2015 ADP, LLC 67 Archive Employees Pathway: Process > HR > Archive Employee Users will have the option to archive either single or multiple employee(s) at the same time. To archive an employee, complete the following: Step Action Process > HR > Archive Employee 1 Result: This will take you the Archive Employee page. Click Ready for Archive tab and then Select Termination Date range from then Click Search 2 Result: This will display all the employees terminated within the date range you specified. Select employee(s) from the list by clicking checkbox and Click Archive. Say Yes when asked to confirm. 3 Result: The employee(s) will show up in the Archived Tab section. © 2015 ADP, LLC 68 Archive Employees Complete the following in order to un-archive and employee: Step Action Process > HR > Archive Employee 1 Result: This will take you to the Archive Employee page. 2 Click Archive tab and then Select employee(s) from the list of archived employees by clicking checkbox, then Click Un Archive. Result: The selected employee(s) will be un-archived. © 2015 ADP, LLC 69 Positions and ID’s Positions and Id’s Objectives: In this module, we will take a look at the following objectives: Discuss the overview of multiple positions Examine paid and nonpaid positions Explain position ID Explain associate ID © 2015 ADP, LLC 71 Adding Another Position for an Employee Multiple Positions Multiple Positions is a feature in ADP Workforce Now that enables you to add a position for an existing employee so that you can track the employee in two or more active positions, paid or nonpaid, at the same time. © 2015 ADP, LLC 72 When Should Multiple Positions Be Used? IF: THEN use this feature: The employee serves in more than one position (paid or not paid) Multiple Positions The employee serves in more than one position and multiple T-4 forms are required because payments are issued under separate federal tax identification numbers Multiple Positions The employee serves in multiple positions and reports to two or more different managers Multiple Positions The employee changes state or local jurisdiction as a result of a transfer to a different location Transfer Employee The employee’s job requires that a percentage or number of hours worked are allocated to different departments Automatic Labor Allocation © 2015 ADP, LLC 73 What Are Paid and Nonpaid Positions? Description If Then the position is: Examples Paid through Payroll Paid Nicole works as an account developer and is paid through ADP Workforce Now Not paid through Payroll Nonpaid Juliette is a contractor assigned to Geneva Entertainment. She is paid through an outside agency, not through ADP Workforce Now. © 2015 ADP, LLC 74 What is a Position ID? Overview A Position ID is automatically generated when you enter a new hire or when you add another position. It holds data relevant to the job and payroll. It is generated one of three ways: by the New hire wizard, addition of another position (stand alone or wizard) and through the Import process. The Position ID is made up of 13 character string (4 character company code, a file number (maximum 9 digits) and when nonpaid without assigning a company code, the file number is 13 characters with last character as N. © 2015 ADP, LLC 75 Position Types and Position ID Components Employees will have one associate ID along with a different position ID for each position they hold. The Position ID affects Employee records in several ways. A position ID: Uniquely identifies each of an employee’s multiple positions and whether or not the position is paid through ADP Workforce Now. Enables you to assign different Employee positions to different managers, if necessary, so that managers see the positions that report to them © 2015 ADP, LLC 76 Position Types and Position ID Components IF the position is: THEN the position ID consists of: Example Paid through ADP Workforce Now Payroll Company Code + Maximum 9 digit file number 3737902468056 Not paid through ADP Workforce Now Payroll but assigned a company code Company Code + Maximum 8 character alphanumeric file number + N 3737935D9452N Not paid through ADP Workforce Now Payroll and not assigned a company code Maximum of 12 character (Alpha/numeric) file # + N **If the file number is shorter then 12 character the number is proceeded by zeros 00002101D579N © 2015 ADP, LLC 77 What is an Associate ID? Overview An Associate ID is used to identify individual associates. Associate ID is printed on employee's pay statement. Employees will require their Associate ID to register for self service. It is generated by the New Hire wizard or through the Import process. The Associate ID consists of 9 alpha/numeric characters (R0DDHL9I8) Note: No special characters are allowed (&, #, @) © 2015 ADP, LLC 78 Associate ID Can it be changed? To generate the associate ID use the Setup > System Options (if the option is configured for editing in the setup). Note: It can only be changed at the time of hiring. **Best Practice: Leave the associate ID unchanged. © 2015 ADP, LLC 79 Demonstration: Adding another Position © 2015 ADP, LLC 80 Activity: Adding another Position © 2015 ADP, LLC 81 Running Standard Reports Running Standard Reports Objectives: In this module, we will take a look at the following objectives: Discuss overview of reports Explore standard reports © 2015 ADP, LLC 83 Running Standard Reports to Verify Changes Overview Use the Audit Trail report to verify employee changes that are entered during the current pay period. There are different types of reports such as Audit Trail, Performance, Time & Attendance etc. © 2015 ADP, LLC 84 Explore: Standard Reports © 2015 ADP, LLC 85 Running Standard Reports Objectives: In this module, we will take a look at the following objectives: Discuss overview of reports Explore standard reports © 2015 ADP, LLC 86 Audit Trail Report Elements and Descriptions Element Description Output Access all report output (standard, My Report, custom) from the Output tab. Standard View the library of predefined standard reports. When you create a standard report, you can select your own runtime and sort parameters, filter employees, and select an output type (PDF, Excel. Word or Crystal Report. My Reports A My Report is a copy of a standard or team report with your saved parameters that you can rerun when needed. Sample This tab displays a list of sample reports. Custom View / Create custom reports. Schedule View the run schedule for a selected report. Filter You can filter the report output by options such as report type and category. © 2015 ADP, LLC 87 Audit Trail Report You access the Reports menu to run the Audit Trail report. © 2015 ADP, LLC 88 Demonstration: Running the Audit Trail Report © 2015 ADP, LLC 89 Activity: Running the Audit Trail Report © 2015 ADP, LLC 90 Demonstration: Entering and Verifying Employee Changes © 2015 ADP, LLC 91 Activity: Entering and Verifying Employee Changes © 2015 ADP, LLC 92 Knowledge Check 93 © 2015 © 2014 ADP,ADP, LLC Inc. 93 Support after Class Overview Various options are available for training the users of ADP Workforce Now for your organization. – Web-based tutorials – Quick reference cards – User guides © 2015 ADP, LLC 94 Support After Class – Additional Online Resources ADP has multiple locations to access online resources: The ADP Client Service Centre: This is an online repository where clients can locate various types of information. The Bridge: This is an ADP sponsored online community for ADP clients to share knowledge, skills and have questions answered by client/ADP within the community. Workforce Now Support Centre: This is an online tool built directly into Workforce Now. The tool is designed to provide users with: Step-by-Step procedures Online documentation regarding a variety of subjects Learning Bytes on a variety of subjects © 2015 ADP, LLC 95 ADP Client Service Centre The ADP Client Service Centre is an online resource available to all ADP clients. Users can access a multitude of resources using this tool: The Year End service centre, including reference materials and forms Welcome Packages, training manuals, Learning Bytes and online registration Health Tracking Program for clients who have purchased ADP Benefits Online support and service options. © 2015 ADP, LLC 96 Activity: Client Service Centre Refer to your handout manual © 2015 ADP, LLC 97 Accessing and Navigating in the Client Service Centre Users have access to this tool 24/7. This tool provides a variety of online tools: Step by Step instructional information. Learning Bytes (short 2-3 min instructional videos) on a variety of topics. Documentation providing the user with specific details about the topic searched. © 2015 ADP, LLC 98 Activity: Workforce Now Support Centre Refer to your handout manual © 2015 ADP, LLC 99 The Bridge The Bridge is sponsored by ADP, and is an exclusive online community for ADP clients. This community connects HR and payroll practitioners from across Canada and provides an environment where users can ask questions, find answers, and network with peers. The community is free, always available, and is an excellent resource for support on a variety of subjects. © 2015 ADP, LLC 10 Benefits to Registering for The Bridge Allows payroll practitioners and HR professionals like you to connect, engage and share information in an easy-to-use, fully accessible online forum. Acts as an additional resource for support, frequently asked questions and information for ADP clients of all sizes using all products. Always on, for 24/7/365 access anywhere in Canada. Easy to use. © 2015 ADP, LLC 10 Course Closing You are now able to: Hire, Access and Delete Employees. Change Employee Status. Identify Positions and ID’s. Run Standard Reports to Verify Changes Access Support after Class © 2015 ADP, LLC 10 Survey How satisfied are you that the training you completed prepared you to begin using your ADP solution? © 2015 ADP, LLC W8001_PPT_WFN8V02 10