2) Increased Efficiency To ensure faster turn-around, elimination of errors, and reduced hours dedicated to payroll. 3) Full Automation

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2 1) Assured Compliance with state and federal laws To ensure the Foundation keeps up with and complies with the strict and ever changing payroll regulations 2) Increased Efficiency To ensure faster turn-around, elimination of errors, and reduced hours dedicated to payroll 3) Full Automation To ensure higher productivity, alters employee habits, decrease impact of absences, and drives employee experience 2

3 Clock in and Clock Out Daily If you take a lunch, make sure to clock out for lunch and clock back in when you return from lunch Periodically check to make sure that you clocked in and out correctly Any issues, be sure to notify your manager immediately Make sure that you submit your timecard at the end of each pay period Make time off request in ADP for review and approval Be sure to contact your manager if you cannot make it to work. All sick time must be reported to your manager immediately. 3

4 Make sure that your staff has completed employee selfregistration and self-serve portal. Check timecards weekly to make sure that employees clocked in/out correctly. Review and approve timecards at the end of the pay period. Clear employee timecard exceptions. Make all necessary adjustments for timecards and time-off balances. Conduct timecard audits 4

5 Oversees preliminary and final payroll. Respond to inquiries relating to payroll. Assist and guide managers or designated approvers with timecard adjustments. Lock timecards (2 business days after the end of each pay period). Audit Auxiliary time and attendance reports. Maintain payroll compliance. 5

6 Bi-weekly pay days (every other Friday) Access via Smartphones, Tablets, PCs, and Laptops. Hourly (non-exempt) employees will be paid for all hours reflected on timesheet, with or without approval. Pay date a day earlier will stop for employees with direct deposit. Hourly (non-exempt) employees are not eligible for comp time. The Foundation does not have a comp policy nor a make up policy. Hourly (non-exempt) employees cannot waive his or her right to overtime pay. Enforcement of compliance with California Wage & Hour Law 6

7 Easy Clocking On-the-Go Clocking Reliable Accuracy Flexibility in Reviewing Time Worked Better Organization Across the Board Better Workplace Culture Greater Transparency Access to Personal Tools Accurate pay checks Sense of Inclusion Available 24/7 7

8 Timecard Paystubs/W4/W2 Request Time Off Address/ Change Direct Deposit 8

9 Clock In and Out View Time Card Approve Time Card Request Time Off View Employee Profile View Time Off Balances & History View Messages View Pay Statement View Tax Information (Form W-4) View Calendar Access Settings 9

10 Editing Pay Information o Direct Deposit o Tax Withholding (Form W-4/DE-4) Editing Personal Information o Addresses o Contact Information o Emergency Contact o Personal o Demographic Editing Time Card Punches o Schedules o Attendance Editing Employment Profile (HR Only) o Pay Rates o Position Status o Position o Employee Information o Time in Position Info 10

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13 1) Use a Post It Note 2) Set a Calendar Reminder 3) Set a Smartphone Alarm 4) Add a Shortcut on your PC 5) Make Workforce Now your Home Page 6) Bookmark on your PC/Laptop/Tablet 7) Add to your Favorites 8) Send yourself a Reminder 13

14 Never a cut a employee s hours down in an attempt to avoid paying over time. Obtain documentation backing your decision for the alterations to an employee timesheet best practice. Keep the original record and the modified record best practice. Employees must be paid when they work through lunch. Asking or requesting an employee to clock out for a meal period not taken is timecard fraud. An employee can only waive a meal when a work period of not more than 6 hours and a meal waiver is on file with HR. 14

15 All employees have a duty of honesty and prohibition against timekeeping fraud. Falsifying time sheets is a violation of federal and state law which includes altering hours worked or clock in and out for someone else. Under California law, falsifying work records, including timesheets, is a dishonest act for which an employee may be terminated on the grounds of misconduct. Timecard fraud is considered time theft. 15

16 Just because it s logical doesn t make it legal. And more often than not, what is logical in California is not necessarily legal. For non-exempt employees in California, such a practice (comp time) is especially fraught with minefields. The key to paying non-exempt employees correctly is to make sure hours worked (and breaks taken) are accurately logged. So, if a non-exempt employee works on a day she typically is scheduled off, she must be paid for that time, even if it results in daily or weekly overtime. If she s not paid, that s illegal. Also, paying her for another day when she hasn t worked, by putting fake hours on a timesheet, is also a problem, as it sets a precedent for falsifying time records. Always remember that California is special, and when it comes to wage-and-hour law, what is logical is typically illegal. 16

17 New Go Live Date: Sunday, July 29,

18 Q & A For more information, please contact Foundation Director of Human Resources & Payroll Amanda Dodd Ext