Florida International University

HR Liaison Hands-on EV4 Workshop March 14

th

& 15

th

, 2011

1

Payroll Implementation Overview

Solution Overview

2

Solution Overview •

EV4

– FIU’s Human Resource System •

TimeSaver

– Time Entry System for worked and non worked time.

•

Auto Pay

– Mainframe Payroll Calculation Engine.

•

PantherSoft Financials

– FIU’s Financial System where the Payroll Detail Report is generated from HR Accounting Line.

•

ESS

– Employee Self Service where employees can view • personal data and earnings statement.

Report Smith –

Reporting Tools that allows FIU to create reports from EV4.

3

Solution Overview

Employee Time Keeper Time Approver Human Resources ReportSmith ESS ADP Payroll Detail Report TimeSaver

2 1

EV4

4 5

Auto Pay PantherSoft Financials

3

4

Payroll Implementation Overview

• Understanding: – –

Paygroups Departments (Org. Code)

– – – – – –

Position Numbers and Job Codes Pay Plans Benefit Programs Compensation Frequency Cost Centers ( Dept_ID and Project_ID) ID’s ( ADP Emplid, Panther ID, PeopleFirst ID)

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Payroll Implementation Overview

Company Pay Group Pay Group Department Department Department Position Nbr / Jobcode Position Nbr / Jobcode Position Nbr / Jobcode Position Nbr / Jobcode Pay Plan Benefit Program Comp. Freq.

Pay Plan Benefit Program Comp. Freq.

Pay Plan Benefit Program Comp. Freq.

Pay Plan Benefit Program Comp. Freq.

Cost Center Cost Center Cost Center Cost Center

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FIU - Payroll Implementation Overview

FIU 8FL 8SY Arts & Sciences Student Affairs Finance 45594000 / 9001 220 FIU 52.2 Bud Wks 202000109 44413000 / 9254 220 9MO 39 Bud Wks 235000107 092 / 9190 NON Hourly 250000007 33766000 / 9263 210 FIU 52.2 Bud Wks 110000104

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Payroll Implementation Overview

– Pay Groups • All employees are hired under pay Group 8FL. This is the primary pay group for all employees • If an employee receives additional compensation or has two different positions then they are hired in the 8SY pay Group – Examples:  Staff, Administrative or Faculty employees that receive extra state compensation.

 College Work study employee that also works as a student assistant.

 Temporary hourly employee that receives an adjunct appointment.

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Payroll Implementation Overview

– Pay Plans SAL_ADMIN_PLAN 054 061 081 091 092 093 210 220 230 240 001 002 012 013 014 021 051 052 053 DESCR LL Temporary Non-Students AF Temporary Faculty OF Overload Faculty OA Administrative Overload OU Staff Overload AP Phased Retirement Graduate Assistant Graduate Teaching Assistant Graduate Research Assistant Graduate Assistant in Fin Aid Adjuncts Fellowships SA STudent Assistants CW College Work Study HA Resident Hall Asst Administrative Faculty Staff Executive Service

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Payroll Implementation Overview – Comp. Frequency & Benefits Program

Value 1 2 4 5 6 Description FIU Hourly 6.6 Budgeted Weeks 39 Budgeted Weeks 52.2 Budgeted Weeks FIU Bi-Weekly Short Description FIU Hrly 6.6 BW 39 BW 52.2 BW FIU BWkly Ben Program NON FIU EXS 9MO 912 Descr Non Benefits Eligible Employee FIU Benefits Executive Services Benefits 9 Month Faculty Benefits 9 over 12 Faculty Benefits

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Panthersoft Departments and Projects ADP Cost Center

PeopleSoft Financials Departments Projects EV4 Cost Centers (Project Flag) PeopleSoft Financials Departments Projects

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Department and Project Information for ALA

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Understanding EV4 Application

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Understanding Effective Dates • • • •

Application’s effective-dating logic enables you to maintain an accurate history of information in the database. Effective dating allows you to store historical data, see changes in your data over time, and enter future data.

– For example, you may want to track several events in the career of an employee: • When he was hired, transferred, and promoted. By inserting rows of data based on his employee ID, significant dates, you can build a job history.

When new information that is related to existing data (in this case about an employee) is entered, such as a transfer or pay rate change, you do not want to lose or overwrite the data already stored in the database. To retain history, we add a data row identified by the date when the information goes into effect: the effective date. You can use the information to look at what has happened up to now and plan for the future. The system categorizes effective-dated rows into the following basic types:

– Current: The data row with the date closest to—but not greater than—today’s date. Only one be the current row.

– History: Data rows that have effective dates earlier than the current data row.

– Future: Data rows that have effective dates later than the current date.

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Understanding Effective Dates •

An effective date is a point in time when an event (such as a compensation change) occurs. ADP Enterprise HR uses effective dates in order to track events for your employees. An example of this effective-date logic is illustrated in Figure2 1 with an employee’s record.

Figure 2-1. One employee - four events

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Understanding Effective Dates •

Effective Seq. gives you the order of multiple entries with the same effective dates.

– Figure 2-2 illustrates three rows with the same effective date of 8/15/2007, to keep the order in which entries have been entered the system automatically assigns sequence numbers, in this case 0, 1, and

Figure 2-2. One effective date, three events – Three effective sequence numbers

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Figure 2-3. The Desktop

Navigating EV4

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Navigating EV4 •

From the desktop, you can perform a variety of tasks. The desktop allows you to navigate through ADP Enterprise HR, enter new information into the application, and view or change existing information.

– There are three major areas of the desktop: • The Organizer: The entire left column of the desktop is known as the The Organizer controls all of the product navigation. The Organizer contains panels —one gives you access to all ADP Enterprise HR product tasks, one you to create shortcuts to your job-specific tasks, the third allows you to view organizational chart of your company, and the fourth is a department query – Note: The Organizer panels that are available depend on your operator which is created for you.

• The Workspace: This is where you perform most of your data entry. • The Bulletin Area: This area has three panels—one displays system produces a list of your search results, and the third is used to suspend a you’re temporarily stopping, but intend to return to.

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Navigating EV4

Figure 2-4. The Organizer

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Navigating EV4 •

Functional Groups

– Tasks are split into general categories and are arranged in a wheel.

– Figure 2-5 is a visual representation of the main functional areas in ADP Enterprise HR. As the first or highest level of navigation, you start at the functional groups to select the main area in which you’d like to work, such as Payroll, Planning & Analysis or People. – Each functional area is made up of a number of business processes and tasks. After selecting a category from the functional groups, the list of business processes within that category displays in the Task Manager.

Figure 2-5. Functional Groups

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Navigating EV4 – Creating Shortcuts • • •

The Shortcuts panel allows you to customize the desktop according to the daily tasks you perform. For example, if you enter new hire information more than once a day, you might want to be able to launch the New Hire task quickly without having to navigate through the various levels of the product. In addition to ADP Enterprise HR tasks, web site URLs can be added as tasks for launching within the application.

Figure 2-6. Shortcuts Panel View

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Figure 2-7. Customize Shortcuts

Navigating EV4 – Creating Shortcuts

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Navigating EV4 – Creating Shortcuts – – – – – – •

Use the Shortcuts feature to place frequently-used tasks at your fingertips. To customize your own Shortcuts panel, following these steps:

From the Shortcuts panel (shown in Figure 2-6), click Configure The Customize Shortcuts dialog box displays.

In the left window, drill down to the level where the task is found. For example, if you want to be able to see an employee’s job record information using your Shortcuts panel, follow this path: – People ~Personnel Actions ~Change Job/Position Information ~Change Job/Position In the right column, select the target folder into which you want to copy the task. (The Shortcut folder is the default target; however, you can copy other folders to this side and create sub-folders under Shortcut.) In the left window, highlight the task you want to copy and click Copy (between the two windows). The task is copied into the right window.

– You can also copy entire functional groups, process groups, or processes to your list. Each displays on the Shortcuts list as a folder, and all the tasks within that process, process group, or functional group display within the process folder. If you delete the process, all tasks within the process are deleted as well.

To move the task up or down in the list, highlight the task in the right window and click Move Up or Move Down.

Click OK to return to the desktop.

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Navigating EV4 – Using the workspace •

The Workspace is the name for the working area where all tasks are performed. Data entry screens display as a series of panels arranged as if in a file folder in the Workspace.

Figure 2-8. The Workspace

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Position Module

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Position Module – Reviewing a position status • • •

Use positions to track details on a particular job in a particular department or location that usually have a one-to-one relationship with employees.

– Use the Position Status panel to review current position elements including incumbents, FTEs, and headcount associated with positions.

When an active employee is assigned to a position, the employee’s FTE calculation is added to the FTE calculation on the Position Status panel and the headcount is increased by one.

The view includes incumbents with all status, including Active, Leave of Absence, Leave with Pay, and Suspended.

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Position Module – Reviewing a position status • • • •

To view current position status, complete the following steps:

– Click the Planning and Analysis functional group.

– From the Task Manager, make the following selections: • Position Management ~ Review Position Information

Double-click on the Position Status task. The Search dialog box displays.

In the Position Number field, enter the position number. The Position Status panel displays.

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Position Module – Position Field Description

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Job Information

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Pay groups • •

All employees are hired under pay group 8FL. This is the primary pay group for all employees.

If an employee receives additional compensation or has two different positions then they are hired in the 8SY pay group.

– Examples:  Staff, Administrative or Faculty employees that receive extra state compensation.

 College Work study employee that also works as a student assistant.

 Temporary hourly employee that receives an adjunct appointment.

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Looking up an Employee’s Job Information • • •

You can search by

• •

various criteria: Empl ID Name: Doe,Jane *Note there is no space after the coma Job Codes Department ID = ORG CODE Position Number

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Looking up an Employee’s Job Information •

Job Information

– Effective date – Effective Sequence – Employee Status – Action/Reason – Action Date – Position – Standard Hours

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Understanding Use of Positions In Job • •

Position number will only be populated for those employees who are in the following pay plans:

– 210 – 220 – 230 – 240

Temporary employees such as Adjuncts, OPS, Student Assistants, or Graduate Assistants do not have a position number in the system.

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Looking up an Employee’s Job Information •

Job/Pay/Location

– Pay Group • 8FL • 8SY – Employee Type • Salary • Hourly – Pay Plan

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Looking up an Employee’s Job Information • • •

Job/Pay/Location Budgeted Weeks/Comp Frequency

– 39 BW – – 52.2 BW 6.6 BW – FIU Bwkly – FIU Hrly

Contract/Hourly Rate

– This is consistent with budgeted weeks – Contract rate for Comp Frequency 39, 52.2 and – Biweekly rate for FIU Bwkly – Hourly rate for FIU Hrly

Annual Benefits Base

– This is used to calculate benefits such as Health, Life, or Long Term Disability

35

Understanding Employment Dates • • • •

Employment Related Dates

University Hire Date Rehire Date State Hire Date Leave Accrual Date

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HR User Defined Fields

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Looking up an Employee’s HR User Data • • • • •

HR User Defined Fields

Admin Increment Administrative Code Union Participator Panther Soft ID People First ID

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Looking up an Employee’s HR User Data • • •

HR Dates

DROP Begin Date DROP End Date Sick Leave Pool Effective Date

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Payroll Module

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Payroll Module This section will assist you to learn how to view hours, earnings, and tax information from employee checks as well as to view employee gross pay, tax data, goal amounts, totals for controlled hours, and special accumulator information.

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Payroll Module We will learn how to: • view a single check or multiple checks • determine if a check is allocated • determine if a check is direct deposit or physical check • identify a reversal or voided checks • view adjustments – payroll transfers – leave balance adjustment – manual checks

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Payroll Module Before you can view paycheck detail, you need to select the employee checks for which you want to view detail. You can choose to select all paychecks for a specific employee or you can select paychecks by other methods using the Select by field.

When viewing paycheck detail, you can view information about hours, earnings, taxes, memos, and tax recalculations.

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Viewing Multiple Checks – Non-Allocated Check

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Viewing Multiple Checks – Non-Allocated Check

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Viewing Multiple Checks – Non-Allocated Check

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Viewing Multiple Checks – Allocated Check

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Viewing Multiple Checks – Allocated Check

To view a specific account and determine the allocated amount click on the account number.

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Viewing Multiple Checks – Allocated Check

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Florida International University

Automatic Labor Allocations (ALA)

50

Change in Status Form

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EV4 Automatic Labor Allocation (ALA)

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TimeSaver Homepage

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Time Card Editor – Employee Info

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Time Card Editor – Employee Info

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Time Card Editor – Calculation

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Time Card Editor – Calculation

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ADP Payroll Detail Report

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ADP Payroll Detail Report

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Florida International University

ALA Expiration Report

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Department and Project Information for ALA

61

Terminology

Effective Date:

Date the action should begin

Appointment End Date:

The end date of someone’s appointment (must coincide with term of appt on offer letter)

Labor Allocation Start/End Dates:

The period in which all or a portion of salary should be charged to a specific department/project id (must be within project period for grants)

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Q & A

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