Transcript www1.adp.ca

Welcome to Maintaining Employee Information for
ADP Workforce Now®
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© 2015 ADP, LLC
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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.
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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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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.
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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
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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
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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
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New Hire Data Entry Flow
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Description
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Important Information
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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
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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.
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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)
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Example
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Demonstration: Entering a New Hire
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Activity: Entering a New Hire
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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
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Demonstration: Entering a New Hire using Quick Hire
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Activity: Entering a New Hire using Quick Hire
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Demonstration: Entering a New Hire using Quick Hire +
Time
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Activity: Entering a New Hire using Quick Hire + Time
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Activity: Exploring Employee Information from the
People Menu
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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.
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Example
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Deleting a New Hire
 If you have to delete an employee in the database, contact your
ADP representative.
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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
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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
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Status Change Impacts
What other aspects of employee records can be affected by an
employee’s status change?
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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
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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.
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Demonstration: Placing an Employee on Leave
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Activity: Placing an Employee on Leave
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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
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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
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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
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Navigating the Transfer Employee Tab
 Navigating the Transfer Employee Tab
Pathway: Process > HR > Transfers
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2
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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.
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Transfer History Image
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Transfer Instructions Window
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Transfer History Image with Action Options
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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.
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Demonstration: Pay Division Transfers
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Activity: Pay Division Transfers
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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:
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Demonstration: Transfers of Province of Employment
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Activity: Transfers of Province of Employment
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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
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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.
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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.
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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.
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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.
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The Termination Process
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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.
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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.
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Demonstration: Terminating an Employee
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Activity: Terminating an Employee
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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.
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Method for Rehire
The practitioner changes the position’s status from
Terminated or Leave back to Active in the change
Status page.
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Demonstration: Rehiring an Employee
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Activity: Rehiring an Employee
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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
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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.
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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
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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.
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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.
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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
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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.
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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
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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.
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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.
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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
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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
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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 (&, #, @)
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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.
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Demonstration: Adding another Position
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Activity: Adding another Position
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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
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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.
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Explore: Standard Reports
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Running Standard Reports
Objectives:
In this module, we will take a look at the following objectives:
 Discuss overview of reports
 Explore standard reports
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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.
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Audit Trail Report
You access the Reports menu to run the Audit Trail report.
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Demonstration: Running the Audit Trail Report
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Activity: Running the Audit Trail Report
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Demonstration: Entering and Verifying Employee
Changes
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Activity: Entering and Verifying Employee Changes
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Knowledge Check
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© 2014
ADP,ADP,
LLC Inc.
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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
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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
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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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Activity: Client Service Centre
Refer to your handout manual
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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.
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Activity: Workforce Now Support Centre
Refer to your handout manual
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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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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
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Survey
How satisfied are you that the
training you completed prepared
you to begin using your ADP
solution?
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