Time & Attendance Supervisor
Basics for ADP Workforce Now
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© 2015 – 2016 ADP, LLC ADP All Rights Reserved.
Welcome to Time & Attendance Supervisor Basics
for ADP Workforce Now
Technical Assistance
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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.
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Introductions and Expectations
 Your name
 Your location
 Your role
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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.
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Purpose
This course has been designed to provide you with the knowledge and
hands on experience required to be comfortable using the Time &
Attendance Supervisor Basics for ADP Workforce Now®
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Course Objectives
This course has been designed to provide you with the knowledge and
hands on experience required to be comfortable using the Time &
Attendance Supervisor Basics for ADP Workforce Now
 Outline the Time & Attendance Process Flow
 Enter Time
 Edit Time Cards
 Assign or modify employee schedules
 Prepare for Payroll Processing
 Utilize Reports
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Course Agenda
During this course, we will explore several topics. Each topic and module
within the ADP Workforce Now training is designed to build upon the
previous topic/ module. Upon completion of the training, you will have a
complete picture of how each individual module functions, and how they
work together to create a complete solution.
In addition, ADP provides three different online resource tools that are
designed to support your learning after class.
You will explore the following topics
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Course Agenda
Module
9
Topics
Module 1
•
•
•
•
•
•
•
•
•
Module 2
• Support after Class
• Course Closing
Introducing ADP Workforce Now Time & Attendance
The ADP Workforce Now User Interface
Time Entry
Editing Timecards
Scheduling Employees
Preparing for Payroll Processing
Reports
Knowledge Check
Brief
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Introducing ADP Workforce Now Time
& Attendance
The Time & Attendance Overview
ADP Workforce Now Time & Attendance simplifies the job of collecting
your employees’ time and attendance information, and moving it quickly
and accurately through the payroll process.
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The Time & Attendance Process Flow
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Time & Attendance Stages and Descriptions
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Stage
Description
1
After the new payroll cycle starts, employees enter their time data in Time & Attendance, and
the timecard punches are collected. The application applies rules, totals hours, calculates
overtime, and highlights missed punches and other exceptions as per client requirements.
2
Time & Attendance supervisors review and edit time information and generate reports.
3
Time Practitioner checks pending events, payroll & time pair related exceptions, checks
payroll export then locks pay period (so no further entries can be made to Time & Attendance
data).
4
The Payroll Practitioner receives the pay and punch detail files and submits the payroll to
ADP.
5
ADP processes the payroll file and the output – including checks, vouchers, and reports – to
the Payroll practitioner.
6
Payroll Practitioner verifies the information and then starts a new payroll cycle in Payroll.
7
Practitioner can now move to a new pay period in Time & Attendance.
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ROLES
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The Employee’s Role
The Employee:
 Enters own time (if applicable) or clocks in using ADP time clock
 Views own time sheet, schedule, and personal and attendance
information
 Enters own supplemental earnings (if applicable)
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The Supervisor’s Role
The Supervisor:
 Edits timecards
 Assigns employee schedules (if applicable)
 Approves employee timecards and time off requests (if
applicable)
 Generates reports
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The Practitioner’s Role
The Practitioner:
 Creates schedules (if applicable)
 Edits employee timecards
 Maintains employee information
 Generates reports
 Prepares Time & Attendance data for payroll processing
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Explore: Navigation Elements
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Time Entry Overview
ADP Workforce Now provides two basic tools for recording time
for employees logging in to the application:
 Clocking buttons that you click to create time-stamped records
that indicate when you started and stopped working
 An electronic time sheet on which you can record your worked
time and some types of non-worked time (such as vacation or
illness)
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Time Entry Methods Overview
ADP Workforce Now supports four methods in which employees
can record the hours they have worked. Your ADP representative
will work with you to determine the method best suited to your
company’s payroll requirements.
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Time Entry Methods and Descriptions
Stage
Description
Clocking
• Employees clock in and clock out using the buttons in ADP Workforce Now or use a
data-collection device.
• Employees can view their timecards.
Time-Based
• Employees enter their in and out times on their timecards (if applicable).
• Employees may use a clock (or another data-collection device) to enter their hours.
• Employees can edit their timecards.
Hours-Based
• Employees enter their hours on their timecards.
• Employees may use a clock (or another data-collection device) to enter their hours.
• Employees can edit their timecards.
View Only
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• Employees can use only a clock (or another data-collection device) to enter their time.
• Employees can view their timecards only.
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Additional Information
 Clock in and out times are based on ADP's system clock. This
means that even if an employee uses different computers to
clock in or out, both times are based on the same clock,
ensuring that total recorded working time is accurate.
 For ease of use, clocking buttons are located in several places.
Confirm with your practitioner which of the following locations
are available to your employees:
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•
Myself > My Time Entry
•
ADP Workforce Now Home page (optional)
•
The Web-Clocking (kiosk) page (optional)
•
Employees use a clock (or another data-collection device) to enter
their time, can only view their timecards.
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Poll
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Questions
HR. Payroll. Benefits
Editing Timecards Overview
One of your more important tasks is to edit your employees'
timecards to make corrections on a daily basis and to fix
exceptions.
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What are Timecard Exceptions?
A timecard exception is generated when you attempt to process a
time pair that does not meet certain expectations or requirements.
There are many exceptions that can be set up at the
implementation phase or while working in the service world.
These will depend on the setup decided.
Examples
• The timecard is missing supervisor approval
• The timecard is missing hours
• The timecard is missing an in or out punch
• The employee has clocked out early or late
• The number of hours in the schedule does not match the number of
hours worked
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Examples of Timecard Exceptions
• The timecard is missing supervisor approval.
• The timecard is missing hours.
• The timecard is missing an in or out punch.
• The employee has clocked out early or late.
• The number of hours in the schedule does not match the number of
hours worked.
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Processing Symbols and Descriptions
Timecard exceptions are identified by symbols. The severity of a
timecard exception is indicated by one of the following three
symbols:
Stage
Description
You must resolve exceptions marked with the Error icon before the payroll can be
processed.
Exceptions marked with the Warning icon do not have to be resolved.
Note: Supervisor approvals can be required. This means that supervisor approvals,
which are still indicated with a Warning icon, must be recorded before payroll can be
processed. Your ADP representative can change the severity off an error.
Exceptions marked with the Message icon do not require action before the payroll can
be processed
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Best Practice
You should clear exceptions on a daily basis. You’ll receive a
notification in the Message Center when an exception is
generated. You can also receive emails if you have chosen that
option from the preferences.
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Explore: The Individual Timecard Page
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The Timecard Page
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Time Card Page Elements and Descriptions
Element
Description
Timecard tab
Review, edit, and approve individual employee timecards and handle exceptions. The
Individual Timecard combines employees with exceptions and exceptions by type on a
single grid.
• Timecard information is totaled by week and pay period with the option to display
the hours in a daily or cumulative view.
• Tabs to access totals, time off balances, and schedules.
• Timecard and row menus to complete tasks
Totals tab
Schedule Tab
If schedules are enabled for your company, you can click the Schedule tab to view the
employee’s schedule displayed in blue below the employee’s In – Out times. This
allows you to compare the worked time to the scheduled time. The schedules display
in blue and are read-only.
You can edit timecard transactions from the Schedules page.
Supplemental
Earnings tab
Shows the supplemental pay sources and their corresponding codes
Time Off
Balances
Preferences
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Displays employee totals for the time period by pay code or by week.
The default view is Display Totals by Pay Code. You can point to a pay code to view
the pay code and pay code description. Rate masking (XXXXX) is applied to dollars.
Shows the available balance for each time off policy defined
Allows you to specify how the Individual Timecard is displayed
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Time Card Page Elements and Descriptions
Element
Description
Shows the visual indicators and their associated meanings:
Legend
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Advanced Searching
In addition to a basic search, there are more advanced options
for filtering and searching in ADP Workforce Now.
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Time & Attendance Supervisor Search Fields










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Last Name
Position ID
Company Code
File #
Home Department
Status
Rate Type
Job Title
Pay Class - Time & Attendance
Time & Attendance Supervisor
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Adding Search Fields
You can add other Time & Attendance fields to the employee
Search Options page by clicking Edit Search Fields and
selecting the fields you wish to add. All of the Time &
Attendance specific fields contain the words Time & Attendance
so you can easily identify them.
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Demonstrations
 Adding Missed Punches
 Inserting a New Row
 Deleting a Row
 Editing Hours
 Correcting Department Transfers
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Activities
 Adding Missed Punches
 Inserting a New Row
 Deleting a Row
 Editing Hours
 Correcting Department Transfers
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Scheduling Employees
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Scheduling Employees Overview
A schedule contains information about a typical workday for an
employee. A schedule could include details such as start and stop
times, the time allocated for lunch, and pay codes. Schedules can
include worked time.
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Types of Schedules
You can work with two types of schedules:
 Shift – Use to assign a schedule to one or more employees
only for specific days
 Schedule Template – Use to assign a repeatable schedule
to one or more employees for multiple days
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Overview of the Schedule Editor
The Schedule Editor consists of two tabs: the Shifts tab and
the Templates tab. You use the Shift tab to:
 Change information for individual or multiple shifts at the
same time
 Sort the employee list on various criteria
 Edit individual cells in the shift schedule
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Overview of the Schedule Editor
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Overview of the Schedule Editor
The default view of the scheduling grid includes start and end
times and total hours but can be changed to include labor
charges and other column totals.
The Templates tab allows you to create and manage
schedule templates, as well as edit your own schedule based
on user access permissions. Schedule templates can be
made public or private.
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Explore: The Schedule Editor
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The Schedule Editor
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Demonstrations
 Assigning a Schedule Template to
Multiple Employees
 Editing an Employee’s Schedule
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Activity
 Assigning a Schedule Template to
Multiple Employees
 Editing an Employee’s Schedule
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Preparing for Payroll Processing
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Preparing for Payroll Processing Overview
After a pay period has ended, your practitioner must complete a number
of tasks to prepare the data for payroll processing and close the pay
period. Then, your practitioner must move to the next pay period and
move the data in the current pay period into an archive, where it can no
longer be edited.
Your responsibilities at the end of the period include the following tasks:
 Checking employee timecards for errors, known as fixing
exceptions
 Making final edits
 Approving timecards
 Approving time off requests
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Fixing Exceptions
You can locate timecard exceptions in two ways: by employee and by
type of exception. On the Timecard Exceptions page, you can view, note,
and resolve exceptions that have been generated by the application.
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Demonstrations
 Fixing Exceptions by Employee
 Fixing Exceptions by Type
 Approving Total Hours Worked
 Approving Individual Timecards
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Activities
 Fixing Exceptions by Employee
 Fixing Exceptions by Type
 Approving Total Hours Worked
 Approving Individual Timecards
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REPORTS
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Reports Overview
In this topic, you will look at the standard reports that ADP has
provided, how the reports are organized, and how you can edit the
reports to meet your needs
 The standard reports that ADP has provided
 How the reports are organized
 How you can edit the reports to meet your needs
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Frequently Run Reports
Reasons to Run a Report
You would frequently run reports to check:
 Employee timecards
 Exceptions to schedules
 Employee accrual balances
 Daily schedules
 Department allocations
 Employee overtime
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Report Types and Descriptions
Type
Description
My Team Actual vs.
Scheduled Hours
Provides the details on the difference between the actual time employees worked
and the time they were scheduled to work. This report is available in three formats:
Employee Summary, Employee Detail, and Worked/Non-Worked Summary.
My Team
Approaching Weekly
Overtime
Provides a list of employees whose hours have reached a specified limit. The
report can also list employees who have not reached the specified limit.
My Team Daily
Schedule
Provides detailed start and stop times by employee
My Team Department
Detail
Provides employee hours by worked department
My Team Department
Summary
Provides a summary of hours worked by department
My Team Employee
Daily Totals
Provides a complete breakdown of employee hours and dollars by earnings code
on a daily basis. Use it to review subtotals for each employee for the chosen time
frame.
My Team Employee
Rates
Provides a list of employee rates
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Report Types and Descriptions
Type
Description
My Team Employee
Total Hours
Provides a complete breakdown of employee hours and estimated wages by
department and earnings code
My Team Punch
Source
Provides detailed timecard information grouped by the source of the in punch
My Team Timecard
Provides a detailed timecard report for each employee
My Team Timecard
Detail with Signature
Provides a timecard report with signature line for each employee
My Team Timecard
Exception
Provides a list of timecard exceptions by employee
My Team Timecard
with Payroll
Provides a complete record of each employee’s timecard, including the daily
payroll totals. It includes actual time pair totals, daily payroll totals, and the payroll
summary on a single report.
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Explore: Reports
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Demonstration
 Locating a Report
 Saving a Report
 Viewing Report Output
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Activities
 Locating a Report
 Saving a Report
 Viewing Report Output
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Additional Information
 My Reports are private; if you save a My Report, it will be
available only to you to run in the future.
 If you want to update the report criteria on a report you
have saved, access the My Reports tab and click the report
name.
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Knowledge Check
Knowledge Check
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Question 1
1. Which of the following are types of exceptions? Select the best
response.
a. Missing supervisor approval
b. Missing out punch
c. Clocked out early
d. All of the responses
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Question 2
2. How can you tell when a timecard has an error? Select the best
response.
a. The processing symbol indicates an error.
b. The Red stop can stop your payroll from processing. It has to be
addressed and resolved before the payroll can be moved forward.
c. The Yellow warning flag indicates that something must be
corrected.
d. If you require supervisor authorizations on all your Time, and you
are at the end of the pay period, as the administrative practitioner,
you take your Time & Attendance Data and you create your payroll
files and send it to payroll, at that point, the assumption is all the
punches that were in Time & Attendance, have been approved.
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Question 3
3. An example of a Schedule Template is:
Edward Bonner will work from 9:00 a.m. to 5:00 p.m. Monday through
Thursday. Edward's practitioner will create the 9:00 a.m. to 5:00 p.m.
template schedule, and his supervisor will assign the schedule to him.
a. True
b. False
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Question 4
4. You would frequently run reports to check:
a. Employee timecards
b. Exceptions to schedules
c. Department allocations
d. Employee overtime
e. All of the above responses are correct
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Module 1: Debrief
1. How comfortable do you feel about The Time & Attendance
Process Flow?
2. What are some important points you remember about
Timecards?
3. How would you summarize what we've just discussed?
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Module 1: Summary
In this module the following topics have been explored:






Outlining the Time & Attendance Process Flow
Entering Time
Editing Time Cards
Scheduling Employees
Preparing for Payroll Processing
Utilizing Reports
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Course Closing
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:
o
o
o
Step-by-Step procedures
Online documentation regarding a variety of subjects
Learning Bytes on a variety of subjects
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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.
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Accessing and Navigating in the Client Service Centre
Step
Action
1
Use your Internet browser to log into www.adp.ca.
2
Time & Attendance supervisors review and edit time information and generate reports.
3
Time Practitioner checks pending events, payroll & time pair related exceptions, checks
payroll export then locks pay period (so no further entries can be made to Time & Attendance
data).
4
The Payroll Practitioner receives the pay and punch detail files and submits the payroll to
ADP.
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Activity: Accessing and Navigating in the Client
Service Centre
Refer to your handout manual
to complete the Client Service
Centre activity.
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Workforce Now® Support 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.
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Activity: Accessing and Searching within the
Workforce Now® Support Centre
Refer to your handout manual
to complete the Workforce
Now Support Centre activity.
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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.
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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.
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Activity: Accessing and Registering for the Bridge
Refer to your handout manual
to complete The Bridge
Registration/Login activity.
W011 _PPT_WFN80V01_0415
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Course Closing
You are now able to:
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81
Outlining the Time & Attendance Process Flow
Entering Time
Editing Time Cards
Scheduling Employees
Preparing for Payroll Processing
Utilizing Reports
W011 _PPT_WFN80V01_0415
© 2015 – 2016 ADP, LLC ADP All Rights Reserved.
Survey
How satisfied are you that the
training you completed prepared
you to begin using your ADP
solution?
82
W011 _PPT_WFN80V01_0415
© 2015 – 2016 ADP, LLC ADP All Rights Reserved.