Transcript ADP Portal for ESS - Discover Dalton State

ADP Portal
for
Employee Self Service
April – June 2009
Faculty
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 sick days, etc.
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Agenda
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 (Exception Time: Vacation/Sick)
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
Standard Registration:
• Before you begin, make sure you have your Registration Pass code (USG6775) 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)
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Add Another Services in order
to add eTime to your user
profile.
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Alternative “Add a Service”
Page
Click on Add a Service to
begin
If you logged out and need to add eTime services to
your profile, go back to the ADP Login page
www.portal.adp.com and click on the ‘First Time Users
Register Here’ link. You will get a Welcome page, click
on the right hand side of page ‘Add a Service’
pushbutton.
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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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Creating Login for the
ADP Portal
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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Creating Login for the
ADP Portal
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
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 (Exception Time: Vacation/Sick)
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
Section
Benefits Information will now by online instead of being
previously handled via paperwork in HR
Recommended
Open Enrollment information will
be in this section
Links
The links will take you directly into the
BOSS (Benefits
Section
system) for benefit menu options
This section was previously handled by paperwork through
HR will now be online.
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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.
Student and Casual
workers will only use the
first 4 tabs.
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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
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 (Exception Time: Vacation/Sick)
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 exception entries
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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
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 (Exception Time: Vacation/Sick)
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
exception entries
This will take you to the Time Welcome page. There will be a link to access eTime in the
bottom left hand side. Click on the link to access your timecard.
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Time Off /Leave Time Requests and Approvals
Links are
provided on
other tab
options of the
portal as well
specific to this
tab
Click on Here link to
begin entering time
in eTime
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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
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 (Exception Time: Vacation/Sick)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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Recording Vacation or Sick
Time
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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Faculty that have
direct reports should
select the first option
of Managers/
Approvers: Click Here
to access eTIME.
You will be able to
access your own
timecard as well.
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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 (Accruals, Comment, Approvals, Leave,
Save, 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 –
Faculty
The Project View timecard for Faculty is to record the usage of
Exception time such as Vacation or Sick. It records the total
number of hours to be deducted from the accrual of the
Exception Time Accrual buckets.
On the 28th of each month the accrual process will be
generated automatically by eTime.
It will add to the Accrual buckets the amount of monthly
accrual that your leave enrollment permits.
This is a change with the new
system.
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Project View Timecard –
Faculty
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 –
Faculty
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.
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Entering Exception TimeProject View Timecard
TIMECARD is orange when
changes were made and
need to be saved. Once
saved it will turn black.
Delete Icon on far
left of each row
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Insert Icon at
right of each row
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Entering Exception TimeProject View Timecard
Click in the cell on the day where you need to record Exception
Time. Type the number of hours to be recorded. To enter
your Exception Time, follow these steps:
1. Click the drop down in the Pay Code column, select the Pay
Code that applies to the Exception Time (vacation, sick)
used
2. The actual hours used will be entered on the day of the
Exception Time.
3. If both types of Exception Time (vacation, sick) need to be
recorded on the same week, insert a row by clicking the
icon.
A new row will appear below the Pay Code for
the first Exception Time.
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Entering Exception TimeProject View Timecard
Continued from previous slide
4. On the new row from the drop down in the Pay Code
column, select the Pay Code that applies to the Exception
Time (vacation, sick) used.
5. On the new row of the Pay Code, enter in the day column
the hours which were used for the Pay Code.
6. To remove a Pay Code if placed in error, click the icon.
You will be asked to “Erase data for the entire row?”
Click Yes. The row will disappear when you Save the
Timecard.
7. Click ‘Save’. Notice that the TimeCard title is orange but
once saved turns black.
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Requirements for
Exception Entries
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
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 (Exception Time: Vacation/Sick)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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Adding Comments To
Entries
To add a comment to any cell, right-click
in the cell and choose ‘Add Comment’, or
Comment > Add.
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Save Time Entries
You need to save your changes to your timecard. The word
TIMECARD will be orange indicating changes had been made and
saving is required. Click Save from the menu bar.
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Approving Employee’s
Timecard
Note: All faculty and staff are required to approve their own time
prior to submission to their manager for approval to pay.
• Approving your timecard ‘submits’ your time card for manager approval.
• Approval lets a manager know that the timecard is accurate, complete
and ready to be sent to payroll for processing.
• Approval can be removed if a manager has not submitted the timecards
to payroll on time.
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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 month.
• Emergency needs for Payroll should be addressed no
later than 9:00 AM the following work day.
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Agenda
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 (Exception Time: Vacation/Sick)
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
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 (Exception Time: Vacation/Sick)
10 minutes
Adding Comments, Saving TimeCard, Approving own time
entries
10 minutes
Questions and Answers
10 minutes
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