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Time & Attendance Supervisor

***Basics* for *ADP Workforce Now***

Welcome to Time & Attendance Supervisor Basics

for ADP Workforce Now

 

Technical Assistance

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Copyright and Trademarks

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.

Introductions and Expectations

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.

Purpose

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 7 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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.

Course Agenda

Module

Module 1 Module 2

Topics

• 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 • Support after Class • Course Closing 9 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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.

The Time & Attendance Process Flow

Time & Attendance Stages and Descriptions

ROLES

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) 15 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

The Supervisor’s Role

The Supervisor:  Edits timecards  Assigns employee schedules (if applicable)  Approves employee timecards and time off requests (if applicable)  Generates reports 16 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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 17 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

Explore: Navigation Elements

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) 19 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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.

Time Entry Methods and Descriptions

Stage

Clocking Time-Based Hours-Based View Only

Description

• Employees clock in and clock out using the buttons in ADP Workforce Now or use a data-collection device. • Employees can view their timecards.

• 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.

• 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.

• Employees can use only a clock (or another data-collection device) to enter their time. • Employees can view their timecards only.

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: • • 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.

Poll

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.

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 26 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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.

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.

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. 29 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

Explore: The Individual Timecard Page

The Timecard Page

Time Card Page Elements and Descriptions

Element

Timecard tab Totals tab Schedule Tab 32 Supplemental Earnings tab Time Off Balances Preferences

Description

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 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.

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.

Shows the supplemental pay sources and their corresponding codes Shows the available balance for each time off policy defined Allows you to specify how the Individual Timecard is displayed W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

Time Card Page Elements and Descriptions

Element Description

Advanced Searching

In addition to a basic search, there are more advanced options for filtering and searching in ADP Workforce Now.

Time & Attendance Supervisor Search Fields

          Last Name Position ID Company Code File # Home Department Status Rate Type Job Title Pay Class - Time & Attendance Time & Attendance Supervisor 35 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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.

Demonstrations

Activities

Scheduling Employees

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.

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 41 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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 42 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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.

44 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.

Explore: The Schedule Editor

The Schedule Editor

Demonstrations

Activity

Preparing for Payroll Processing

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 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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. 51 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

Demonstrations

Activities

REPORTS

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 55 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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 56 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

Report Types and Descriptions

Type Description

My Team Actual vs. Scheduled Hours My Team Approaching Weekly Overtime My Team Daily Schedule My Team Department Detail My Team Department Summary 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.

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.

Provides detailed start and stop times by employee Provides employee hours by worked department Provides a summary of hours worked by department My Team Employee Daily Totals My Team Employee Rates 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.

Report Types and Descriptions

Type

My Team Employee Total Hours My Team Punch Source My Team Timecard My Team Timecard Detail with Signature My Team Timecard Exception My Team Timecard with Payroll

Description

Provides a complete breakdown of employee hours and estimated wages by department and earnings code Provides detailed timecard information grouped by the source of the in punch Provides a detailed timecard report for each employee Provides a timecard report with signature line for each employee Provides a list of timecard exceptions by employee 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.

Explore: Reports

Demonstration

Activities

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.

Knowledge Check

Question 1

Which of the following are types of exceptions? Select the best response.

Question 2

How can you tell when a timecard has an error? Select the best response.

The processing symbol indicates an error. The Red stop can stop your payroll from processing. It has to be addressed and resolved before the payroll can be moved forward.

The Yellow warning flag indicates that something must be corrected.

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.

Question 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.

Question 4

You would frequently run reports to check: a.

Module 1: Debrief

How comfortable do you feel about The Time & Attendance Process Flow?

What are some important points you remember about Timecards?

How would you summarize what we've just discussed?

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 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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 Step-by-Step procedures Online documentation regarding a variety of subjects o Learning Bytes on a variety of subjects W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

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.

Accessing and Navigating in the Client Service Centre Step

1 2 3 4

Action

Use your Internet browser to log into www.adp.ca.

Time & Attendance supervisors review and edit time information and generate reports.

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).

The Payroll Practitioner receives the pay and punch detail files and submits the payroll to ADP.

Activity: Accessing and Navigating in the Client Service Centre

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.

Activity: Accessing and Searching within the Workforce Now® Support Centre

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.

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. W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

Activity: Accessing and Registering for the Bridge

Course Closing

You are now able to:       Outlining the Time & Attendance Process Flow Entering Time Editing Time Cards Scheduling Employees Preparing for Payroll Processing Utilizing Reports 81 W011 _PPT_WFN80V01_0415 © 2015 – 2016 ADP, LLC ADP All Rights Reserved.

Survey

82 How satisfied are you that the training you completed prepared you to begin using your ADP solution?

Slide 1

Transcript Slide 1

Time & Attendance Supervisor

Basics for ADP Workforce Now

Welcome to Time & Attendance Supervisor Basics

for ADP Workforce Now

Copyright and Trademarks

Introductions and Expectations

Norms

Purpose

Course Objectives

Course Agenda

Course Agenda

Introducing ADP Workforce Now Time & Attendance

The Time & Attendance Overview

The Time & Attendance Process Flow

Time & Attendance Stages and Descriptions

ROLES

The Employee’s Role

The Supervisor’s Role

The Practitioner’s Role

Explore: Navigation Elements

Time Entry Overview

Time Entry Methods Overview

Time Entry Methods and Descriptions

Additional Information

Poll

Questions

Editing Timecards Overview

What are Timecard Exceptions?

Examples of Timecard Exceptions

Processing Symbols and Descriptions

Best Practice

Explore: The Individual Timecard Page

The Timecard Page

Time Card Page Elements and Descriptions

Time Card Page Elements and Descriptions

Advanced Searching

Time & Attendance Supervisor Search Fields

Adding Search Fields

Demonstrations

Activities

Scheduling Employees

Scheduling Employees Overview

Types of Schedules

Overview of the Schedule Editor

Overview of the Schedule Editor

Overview of the Schedule Editor

Explore: The Schedule Editor

The Schedule Editor

Demonstrations

Activity

Preparing for Payroll Processing

Preparing for Payroll Processing Overview

Fixing Exceptions

Demonstrations

Activities

REPORTS

Reports Overview

Frequently Run Reports

Report Types and Descriptions

Report Types and Descriptions

Explore: Reports

Demonstration

Activities

Additional Information

Knowledge Check

Knowledge Check

Question 1

Question 2

Question 3

Question 4

Course Closing

Activity: Accessing and Navigating in the Client Service Centre

Activity: Accessing and Searching within the Workforce Now® Support Centre

Activity: Accessing and Registering for the Bridge

Course Closing

Survey

Directory

***Basics* for *ADP Workforce Now***