Click MENU~ My Team~ My Employees If you have a Role box on the upper left, select Payroll Rep

Transcription

1 NEW HIRES Click MENU~ My Team~ My Employees If you have a Role box on the upper left, select Payroll Rep The My Employees screen appears. On the right side of the screen, under Things I Can Do, select Add Employee (Hire/Rehire) (OR) Click the green Add button. The Hire an Employee screen appears. Ultipro will lead you through the series of screens listed on the left side. Fill in the fields on each screen as necessary (fields with a red dot are Ultipro required fields but follow instructions to fill in all Larimer County required fields also). Click Next to get to the next screen. 1

2 o START: Company: Click the drop-down list to select the appropriate company (Larimer County or District Attorney) NOTE: HR Only is for people who will be given system access but are not employees and will not be paid by us (ex: contingent workers, Sheriff s Posse, etc.) SSN: Type in the employee s social security number no dashes. Enter carefully and check to the employee s SS card! Confirm SSN: Retype SS number Names: Enter Name fields exactly as stated on Social Security card Employee Number: Will show as To be assigned. This number will be assigned by the system once approved by HR Time Clock: Leave blank 2

3 o PERSONAL: Address: Enter address, city, state and zip code in appropriate fields Phone/ Enter phone numbers and addresses in fields NOTE: The Primary will become the employee s User ID for signing in to UltiPro and the address to which work-flowed information will go. Use a county address whenever possible. If you know the employee WILL be getting a county address but you don t know it yet, leave the Primary field blank for now. (Then when you have the county address, do an address change and submit it to workflow.) If the employee doesn t have a county , and will NOT be getting one (e.g for temporary or seasonal workers), enter his/her personal address in the Primary field. If the Primary address changes, notify Human Resources so they can change the User ID also. 3

4 Additional Information: Date of birth: Enter date of birth or select from calendar Gender: Select Male or Female Marital Status: Fill in if known. If not known, leave blank. Ethnic Origin: Select from list I-9 verification: Always select Yes from drop-down list (Do NOT choose Pending ) o DATES: Employment Dates: *Hire date: Enter the new hire effective date *Seniority: Date will autofill from new hire date; leave as is *Benefit Seniority Date: Date will autofill from new hire date; leave as is Next Review Dates: Salary: Date autofills one year from hire date; this is correct in most cases (adjust if necessary) Performance: Date autofills 180 days from hire date; adjust this date to be 6 mos from the hire date (for example, if hire date is 5/5/18, change this date to 6 mos later, which would be 11/5/18) 4

5 NOTE: For temporary employees, remove the review dates and leave these fields blank (if your department is one that does reviews for temporary employees, you may leave the dates in) o JOBS/PAYROLL: Job Information: Supervisor: Click the Finder icon and a pop-up box appears. Enter the supervisor s last name in the Find by box, click Search. Double click the name in the list and it will fill the field. Job Group: Skip this field Alpha Job Lookup List: Type the first few letters of the Job title and all jobs that contain those letters will appear. Make note of the desired job number to enter in the Job field below. *Job: Click the drop-down arrow and select the job number/name from the list (jobs are in numerical order so use the job number you found in the field above to help locate the job). Elected, Appointed, or Neither: Select the appropriate status 5

6 If a Sheriff s Department sworn job was selected, the following fields will appear: o Pay scale: Select from the drop-down list o Salary Step: Select from the drop-down list *Location: Select work location from drop-down list State of Employment: This field will auto-fill once a location is chosen. Hire Source: Skip this field Project: Select the Project from the drop-down list. If there is no Project, select No Project (Do NOT use Z- None ) DIVISIONS: Select the Division code from the drop-down list DEPARTMENTS: Select from the drop-down list FUND and ORG: Select from the drop-down list GL LOCATIONS: Select from the drop-down list Health Care Measurement Group: Select ACA1-All Larimer County Employees for ALL employees (regular and temporary) Appointing Authority: Select from the drop-down list HR Generalist: Select from the drop-down list Payroll Information: Salary Guide shows salary grade and range for this job NOTE: For Sheriff s Dept. sworn jobs, the Salary Guide will not appear. *Pay rate: Enter pay rate PER HOUR (for all employees, including Exempt) Other rates: Leave blank *Pay group: Select from drop-down list Pay frequency: Will auto-fill with Biweekly for all pay groups Distribution center: Select LARCO Larimer County *Scheduled hours: Enter the scheduled hours for the two-week pay period (ex: for full time, enter 80 hours) *Earnings group: Select from drop-down list *Deduction/Benefit group: Select from drop-down list. o For regular full-time employees whose hire date is between the 1 st and the 15 th of month, select Full Time o For regular full-time employees whose hire date is between the 16 th and the 31 st of the month, select Full Time

7 o For Sheriff s Dept. regular full-time employees whose hire date is between the 1 st and the 15 th of the month, select Sheriff o For Sheriff s Dept. regular full-time employees whose hire date is between the 16 th and the 31 st of the month, select Sheriff o For most temporary employees, select No Benefits/ Temporary o For temporary employees who are ACA eligible, select the appropriate ACA Temp group (depending on their hire date and whether part time or full time) o If you are unsure of which Deduction/Benefit group to choose, contact the HR Benefits team 1095-C Deduction Group Assnt Date: Leave blank *Employee type: Select from drop-down list o For regular employees, select RGN-Regular/Non-Wellness o For limited term employees, select RLN-Regular Limited Term/Non-Wellness o For temporary employees, select TMP-Temporary Employee o If the temporary employee is ACA eligible or a rehire, please contact HR Benefits to determine the employee type Regular Position or Limited Term: o For regular employees, select from drop-down list o For temporary employees, LEAVE BLANK *Hourly/Salaried: ALWAYS select Hourly for ALL employees, including Exempt Employees (Exempt or Non-Exempt status is set up at the job level) *Full/Part time: Select from drop-down list Pay automatically: Leave box unchecked 7

8 o TIME MANAGEMENT: Shift Number: Leave as is Pay Policy: Select the appropriate pay policy from the drop down list Most regular and temporary employees will be Hourly Regular No Comp Time For exempt employees, select one of the Sal Exempt options, based on their work schedule For exempt employees in departments that do project accounting (such as Community Development and Engineering), select Sal Exempt Biweek No Populate (this will prevent their time sheets from auto-filling hours for them) If an employee has a Comp Time Agreement, select Hourly Regular Comp Time in lieu of OT (then make sure to set up a Comp Time bank for them when you get to the PTO/Leave Balances section) Holiday Rule: For regular employees, select from drop down list based on scheduled work hours (most regular full time employees will be Hol 8 Hours Deferred ) For temporary employees, select Hol 0 Hours For Sheriff s Dept employees who receive accrued holidays, select Hol 0 Hours For employees in the DA s office, choose one of the Hol DA options based on work hours The Non-deferred options are for departments whose employees regularly work the holidays 8

9 Pay Type: Select Exempt or Non-Exempt from drop down list Pay Category: Select from drop down list Most regular full-time employees will be Full Time 8 Hr Deferred (choose the 5 hr or 7 hr options for part-time regular employees) For Temporary employees, choose Temporary Non Deferred Most employees will be deferred, which means if they work the holiday their hours will be moved to their holiday bank Non-deferred is for employees who are eligible to be paid for holidays in addition to working the holiday Employee Access Group: Select from drop down list These access groups have been set up for specific jobs and departments and will determine what the employee s time sheet will look like. Please refer to your Department Instruction List or call HR Payroll for assistance o DIRECT DEPOSIT: Click on the add button at top of screen to add new accounts The Direct Deposit Detail screen appears 9

10 Please fill in all bank account information CAREFULLY Bank name: Type the Bank name, if known Routing number: Enter the 9-digit routing number NOTE: Do NOT get this number from a deposit slip as it will not be correct. If the routing number starts with a 5, it is incorrect and you must contact the employee for the correct number or the direct deposit will fail! Account number: Enter the account number (include leading zeroes if shown on the voided check or bank info) Account type: Select Checking or Savings Status: Make SURE that Active is selected *Amount: If all pay will go to this account, click Available balance. If pay will be split between accounts, click Flat Amount or Percent amount and enter amount or % to go to this account. Note: You cannot mix a flat amount and a percent amount. The Bank Account information will appear in the Direct Deposit list 10

11 To add another account, click the Add button again and complete the Direct Deposit Detail screen for the additional account Then click Next to return to this screen and view both accounts in the list Add additional accounts as necessary 11

12 o FEDERAL INCOME TAX Enter the following information from the employee s W-4 form in the appropriate fields: Filing status Total allowances claimed Additional amount to be withheld (if any) Do not check any of the boxes unless If the employee is claiming exemption from withholding, check the Employee claims exemption (blocked) box. If claiming exemption, do not enter any allowances o STATE TAXES Enter the following information from the employee s W-4 form in the appropriate fields: Filing status Total allowances claimed Additional amount to be withheld (if any) Do not check any of the boxes unless If the employee is claiming exemption from withholding, check the Employee claims exemption (blocked) box. If claiming exemption, do not enter any allowances 12

13 o PTO/LEAVE BALANCES: Banks must be added for all Regular Employees for each type of accrual. Add the Sick Leave Bank: Click the Add button ( ) Plan: Choose the appropriate Sick Leave plan based on whether they have full or part-time hours. All other necessary fields will autofill. Add the Vacation Bank: Click the Add button ( ) Plan: Choose the appropriate Vacation plan, based on scheduled hours (For Appointed Officials, choose one of the Appointed Vaca options) The Available, Seniority and Earned through fields will auto-fill Reset Date: Enter the same date as the Seniority Date Add the Holiday Bank: Click the Add button ( ) Plan: Choose the appropriate Holiday plan (For most employees, select Holiday Pay-Holiday Deferral ; only the Sheriff s Dept will use Holiday Pay Sheriff ) The Available, Seniority and Earned through fields will auto-fill Reset Date: Enter the same date as the Seniority Date 13

14 If the employee will be getting Comp Time in lieu of Overtime, a Comp Time Agreement must be signed and uploaded to the employee s documents tab, and you must add the Comp Time Bank: Click the Add button ( ) Plan: Choose Comp Time Comp Credit The Available, Seniority and Earned through fields will auto-fill Reset Date: Enter the same date as the Seniority Date Click the Next button ( ) to go to the Summary screen o SUMMARY: This screen allows you to check your input before submitting to workflow. A warning will appear if the pay rate is outside the pay range for the assigned job. A Workflow Approval message will appear indicating that this request requires approvals; leave as is Scroll down the page and check all fields for accuracy (the information you entered appears in the right column) Click back to return to previous screens for editing, if necessary When all information is correct, click the green SUBMIT button ( ) 14

15 Scan and send all new hire documents to the HR_Etime address, including: o Offer letter o Application (and resume if provided) o Department Cover Letter or other job info, if available o W-4, if available o NOTE: Please send these documents as soon as the action has been entered -- the workflow action cannot be approved until we receive the documents! Once the action has been approved, the documents will be uploaded to the new employee s record by HR staff. Scan the I-9 and send with a clear copy of the appropriate documents to HR_Retention@co.larimer.co.us o Remember that the I-9 must be completed on or before the employee s hire date, and sent to HR asap (we must everify the employee within 3 days of hire or we can be fined) FINAL STEPS: o Once the new hire is approved in Workflow, go to the My Employees screen. o To find the employee you just added: In the Find by box, select Last name Select is Type the new hire s last name and click Search The new hire will appear in the list Click on the new hire s name to go directly to his/her record. 15

16 To add Driver s License information for the new employee, click on the Career & Education tab and the Licenses sub-tab 16

17 o Click the green Add button on the upper right (OR) under Things I Can Do, click on Add Licenses/Certifications o Complete all fields: License/Certification: Select license type from drop-down list Number: Enter the Driver s License number, including dashes Received: Enter the Issued date Renewal: Enter the Expiration date Provider: Select the State that issued the license Notes: Type additional information, if desired o Click the green SAVE button ( ) in the upper right corner o A Workflow Approval message may appear. o Click the Submit button. ( ) 17