Transcript ADP Portal for ESS - Discover Dalton State

ADP Portal
for
Employee Self Service
April – June 2009
Badges Employees
Dalton State College
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Before We Get Started
• This a one hour class– no planned breaks
• Other Housekeeping Issues:
– Restrooms and vending machines
– Cell Phone, PDAs, Pagers: Please have courtesy
to turn off or adjust to vibrate
• A lot of information to cover in short
course time, Questions reserved for last 10
minutes of class
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Class Objectives
• To provide an overview to the ADP Self Service
portal and some specific hands-on information
for employees’ accessibility beginning
August 2009.
– Enter and Update addresses, phone number,
dependent information, setup direct deposits,
enter emergency contacts, change tax
withholdings, view iPay (pay statements) and
access company news and job openings.
– Address exception payroll for vacation, sick
days, etc.
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Agenda – Bi-Weekly Badges
Description of Item
Estimated
Time
Discuss ADP HRIS portal navigation
5 minutes
Check Off
ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) 5 minutes
Review and Updating personal information, direct deposit, tax 5 minutes
withholding, deductions, pay statements, etc.,
Time Off versus Leave Time (Requests & Approvals)
10 minutes
Recording Time Entries (Time clocks and Badges)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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ADP Portal Navigation
• Open Windows Internet Explorer browser, by
using desktop icon or go to Start button
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ADP Portal Navigation
Web Address
www.portal.adp.com
is entered here
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ADP Portal Navigation
• Enter web Address: www.portal.adp.com
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Registration Steps
Registration Pass Code in the
Announcements/News link via the
Human Resource Departmental
website.
Standard Registration:
• Before you begin, make sure you have your Registration
Pass code (USG-6775) available. This code was provided to
you by your administrator.
• On the login page, click First Time Users Register Here. The
Welcome page is displayed with an overview of the
registration process.
• Click Register Now to begin the Register for ADP Services
wizard.
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Registration Steps
Click on Register Now to
begin
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Registration Steps
Alternative Screen
Click on Register Now to
begin
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Registration Steps
• Enter the following information, clicking Next at the end of
each page for each step prior to creating your User ID and
password:
– Registration Pass Code
– Identity information
– Contact information
– Security information
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Creating Login for the
ADP Portal
Enter the following
Registration Pass Code
USG-6775 and then
Click Next
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Creating Login for the
ADP Portal
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Creating Login for the
ADP Portal
If you get this page, it
means you’ve entered
some portion of your
Identity incorrectly.
Select Cancel and
Request assistance
from HR/Payroll
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Creating Login for the
ADP Portal
Remember to enter your
name and information
exactly as it appears on
the HR/Payroll system
records
When
complete,
Select Next
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Creating Login for the
ADP Portal
When
complete,
Select Next
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Creating Login for the
ADP Portal
When
complete,
Select Next
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Registration Steps
• On Step 5, View Your ADP Services User ID, create a password
and click Submit. You use this user ID and password to log into
your ADP Services.
• On the Confirmation page, do one of the following:
– Click Log On to access the product.
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Creating Login for the
ADP Portal
ADP Provided
User ID; You
create the
Password
Select
Submit
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Creating Login for the
ADP Portal
You will see this if you
successfully register for the
User ID and password. Also
email will be sent to confirm
your User ID.
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After Registration Add
Another Service (for eTime)
Add Another Services in order
to add eTime to your user
profile.
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After Registration Add
Another Service (for eTime)
At the pop-up window put your
new User ID and password and
Click OK.
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After Registration Add
Another Service (for eTime)
In Manage My Services, look to
the bottom of the page and see
Enterprise eTime and Click on
the Add link.
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After Registration Add
Another Service (for eTime)
Contact the HR or Payroll to
obtain your ADP Employee ID in
order to add the eTime
Services to your user profile.
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After Registration Add
Another Service (for eTime)
If successfully added eTime
services to your user profile,
you will receive a confirmation
message.
Exit out of this page and go back to
windows Internet Explorer to log back
into ADP (www.portal.adp.com).
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ADP Portal Navigation
Click on User
Login
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Agenda – Bi-Weekly Badges
Description of Item
Estimated
Time
Discuss ADP HRIS portal navigation
5 minutes
ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)
5 minutes
Review and Updating personal information, direct deposit, tax
withholding, deductions, pay statements, etc.,
5 minutes
Time Off versus Leave Time (Requests & Approvals)
10 minutes
Recording Time Entries (Time clocks and Badges)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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ADP Portal Home Page
What’s New
Section
•Benefits Information will now by online instead of being
Recommended
previously handled via paperwork in HR
Links
•Open Enrollment information will be in this section
Section
•The links will take you directly into the BOSS (Benefits
system) for benefit menu options
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Benefits
Information
Section
All Online forms
should be
available after
go live
Forms Library
Section
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ADP Portal Home Page
Access All of the Tabs
Available (based on User
Security Accesses)
Employees generally have
at least six tab or menu
options available to them.
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Employee Self Service
Topics
The new ADP ESS portal will replace
the current Portable Personnel
File in PeopleSoft HRMS.
Although the ADP portal may be look
different, it contains similar
information that are broken down
into the following available Tabs
(6 for most employees):
• Home
• Time
• Myself
• Money
• Benefits
• Career
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The six tabs or menu
options are accessible
through the main ADP
Portal Home Page.
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Employee Self Service
Topics
• Home - ADP Portal Welcome page
– Review HR and Benefit Announcements
– Access Forms Library and recommended HR Links
• Time – Time and Attendance information
• Myself – Review and update addresses, emergency
contact, personal information and phone numbers
• Money – direct deposit, tax withholding, voluntary
deductions, pay statements and annual
statements(W-2)
• Benefits –access benefits from this tab
• Career – access your career profile (work history,
education, licenses and certifications)
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Agenda – Bi-Weekly Badges
Description of Item
Estimated
Time
Discuss ADP HRIS portal navigation
5 minutes
ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)
5 minutes
Review and Updating personal information, direct deposit, tax
withholding, deductions, pay statements, etc.,
5 minutes
Time Off versus Leave Time (Requests & Approvals)
10 minutes
Recording Time Entries (Time clocks and Badges)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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ADP Portal Home Page
Home Tab is the main home
or welcome page
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ADP Portal Home Page
Time Tab is used to view the
timecard entries and
summary information
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ADP Portal Home Page
Myself Tab is used to
maintain Addresses,
Emergency Contact,
Personal Information, and
Phone Numbers
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ADP Portal Home Page
Money Tab will maintain the
following information:
Direct Deposit
Tax Withholding
Voluntary Deductions
Pay Statements
Annual Statements
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ADP Portal Home Page
Benefits Tab is your
benefits that you are
eligible and those
you’ve signed up for.
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ADP Portal Home Page
Career Tab is the
career profile for your
work history,
education, licensures
and certifications
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Data Flow Diagram
ADP stands for Automated Data
Processing
Inputs to EV5
which is the
ADP
HR/Payroll
Systems
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Agenda – Bi-Weekly Badges
Description of Item
Estimated
Time
Discuss ADP HRIS portal navigation
5 minutes
ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)
5 minutes
Review and Updating personal information, direct deposit, tax
withholding, deductions, pay statements, etc.,
5 minutes
Time Off versus Leave Time (Requests & Approvals)
10 minutes
Recording Time Entries (Time clocks and Badges)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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Time Off versus Leave Time
Time Off • Time Off is the individual’s vacation or sick time, if provided.
• Request for Time Off will be made online and automatically
sent to your manager for approval via workflow. Once your
manager approves, forwarded to payroll.
Leave Time • Leave Time is now defined as Family and Medical Leave Act
(FMLA), Jury Duty and/or Military Leave.
• Request for Leave Time will be made online and automatically
sent to HR for approval via workflow. HR will notify manager
for scheduling and workload shifts.
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Time Off /Leave Time Requests and Approvals
Select the Time
tab at the
menu row in
order to create
time entries
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Time Off /Leave Time Requests and Approvals
Click on Here link to
begin entering time
in eTime
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Request Leave Time
via TimeCard
This is the menu option when you need to
request Leave which was defined as the three
Federally mandated leave times for FMLA, Jury
Duty and Military Leave. Please contact HR/
Payroll for further details on how to request
these specific leave time requests.
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Agenda – Bi-Weekly Badges
Description of Item
Estimated
Time
Discuss ADP HRIS portal navigation
5 minutes
ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)
5 minutes
Review and Updating personal information, direct deposit, tax
withholding, deductions, pay statements, etc.,
5 minutes
Time Off versus Leave Time (Requests & Approvals)
10 minutes
Recording Time Entries (Time clocks and Badges)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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Time – Entry by Badge
Employees
LED Visual Indicators
The top green LED flashes when the timeclock
successfully reads a badge. The middle amber
LED flashes when the timeclock does not
successfully read a badge.
Badge Reader
Use to read
badges when
swiping in and
out and
performing
transfers.
Front and Back
of Badges
DO NOT USER AT THIS
TIME Additional Keys
ESC, Help, backspace, CLR
(clear), ENTER.
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eTime Link
Click on eTime link to
begin entering time
This will allow you to see your timecard entries. Badges employees may need their
manager/supervisor to access to review their time card entries.
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eTime Link
Click on eTime link to
begin entering time
This will allow you to see your timecard entries. Badges employees may need their
manager/supervisor to access to review their time card entries.
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TimeCard
Verify your Name/ID and
Time Period is current
eTime navigates to employee’s timecard . Verify your Name/ID and Time Period is
current for which you reviewing or updating. Should default to current pay period/
month
Menu options are noted across top of timecard (Save, Actions, Punch, Amount,
Accruals, Comment, Approvals, Reports, Leave, etc.)
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Accruals
Viewing Accruals in eTime
Accrual Balances are updated instantly once the Timecard is saved. The Accruals
Tab at the bottom left of the Timecard will reveal the balances for your Exception
Time.
Accrual Detail Tab
Accrual Detail Tab reveals the balances of your Accruals for the current calendar year
as well as the totals of the Exception Time taken to date along with the requested that
has not been used as of yet.
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Project View Timecard –
Bi-Weekly Badge Employees
• The Project View timecard for Bi-Weekly Badge Employees
are from the badge swipes made to the time clock during
each scheduled work time.
• Requests for Time Off for badge employees is the same
as before. You will continue to use the paper (manual)
Leave Request form and forwarded to your manager/
supervisor for approval.
• The manager/supervisor is responsible for recording
Vacation or Sick for the employee through eTime entries.
This is the same procedure currently being done.
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Project View Timecard –
Bi-Weekly Badge Employees
The recording of the Exception Time to be taken will only be
allowed if you have the amount within the Accrual record. If
you do not have the time in the accrual record, a message
will be displayed to you when you try to enter the time on
the time sheet.
For example, you need to take 16 hours of Vacation leave but you only have
10 hours in your Vacation Accrual. eTime will only allow you to use the
10 hours. eTime will display that you only have 10 hours and it will not
allow you to save your timecard until you only enter the 10.
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Project View Timecard –
Bi-Weekly Badge Employees
You must still adhere to the Board of Regents Policy (802.07.02
SICK LEAVE WITH PAY) regarding Sick Leave. This policy can
be viewed at this website.
http://www.usg.edu/regents/policymanual/800.phtml.
You will continue to accrue vacation and sick time (a number
of hours per pay period) as we currently do in PeopleSoft.
This will not change in ADP system.
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Bi-Weekly View Timecard
for Badge Employees
Lunches will be
calculated based on
the Schedule that has
been assigned to the
employee. The
employee will not have
to punch out for lunch
unless the employee
leaves the campus for
personal matters
(including off campus
lunch). The employee
will have to swipe their
badge in and out.
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Requirements for All Times
Entries for Bi-Weekly
Any Vacation/Sick time should be recorded within 24 hours
of return to work. This will allow accrual records to be
current.
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Agenda – Bi-Weekly Badges
Description of Item
Estimated
Time
Discuss ADP HRIS portal navigation
5 minutes
ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)
5 minutes
Review and Updating personal information, direct deposit, tax
withholding, deductions, pay statements, etc.,
5 minutes
Time Off versus Leave Time (Requests & Approvals)
10 minutes
Recording Time Entries (Time clocks and Badges)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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Approving Own Time
• Badge Employees do not have to approve
their own time entries.
• Badge swipes are considered the recorded
employee’s time unless identified to the
employee’s supervisor/manager for
correction.
• Supervisor/Manager approval of time entries
will forward to payroll for processing.
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Adding Comments and
Saving TimeCard
• Badge Employees do not have the ability to add
Comments to their timecards.
• Badge Employees can only view their timecard
information based on the badge swipes.
• There is no need to save timecard as the badge
swipes will record all In/Out times. Any swipes or
recordings in error will have to be fixed by your
supervisor/manager.
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Supervisor/Manager Fix
Time Entries
Employees should notify their supervisor/ manager to fix a badge swiped
in error so they can edit any punches of their badge employees either via
the Punch >Edit tab option on the employee’s timecard or via the
Reconcile Time online list of employees for approvals.
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Deadline to Payroll
• All Time card approvals by Faculty, Staff and
Managers should be completed no later than
the CLOSE OF BUSINESS (5:00 PM) on the last
working day of the bi-weekly pay period,
which is typically Friday.
• Emergency needs for Payroll should be addressed no
later than 9:00 AM the following work day, which is
typically Monday.
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Agenda – Bi-Weekly Badges
Description of Item
Estimated
Time
Discuss ADP HRIS portal navigation
5 minutes
ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)
5 minutes
Review and Updating personal information, direct deposit, tax
withholding, deductions, pay statements, etc.,
5 minutes
Time Off versus Leave Time (Requests & Approvals)
10 minutes
Recording Time Entries (Time clocks and Badges)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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Additional Contact
Information
• For additional assistance or to answer
questions further contact the following staff:
– Faith Miller, HR ext. 2034
– Nettie Henderson, Payroll ext. 4462
– Audrey Goforth, Payroll ext 4463
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Questions and Answers
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Agenda – Bi-Weekly Badges
Description of Item
Estimated
Time
Discuss ADP HRIS portal navigation
5 minutes
ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)
5 minutes
Review and Updating personal information, direct deposit, tax
withholding, deductions, pay statements, etc.,
5 minutes
Time Off versus Leave Time (Requests & Approvals)
10 minutes
Recording Time Entries (Time clocks and Badges)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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