Maintaining Employee Information

Transcription

1 ADP Workforce Now Maintaining Employee Information Handout Manual Need support after training? To exchange tips and best practices with fellow users, get on The Bridge an online community built exclusively for ADP clients. V WFN15 Copyright ADP, LLC

2 ADP Trademarks The ADP logo and ADP are registered trademarks of ADP, LLC. ADP Workforce Now is a registered trademark of ADP, LLC. The Bridge Sponsored by ADP & Bubble Talk Design is a registered trademark of ADP, LLC. ADP A more human resource. SM is a service mark of ADP, LLC. Third-Party Trademarks Global Crossing and Ready-Access are registered trademarks of Global Crossing Holdings, Ltd. in the United States and other countries. WebEx is a registered trademark or trademark of Cisco Systems, Inc. and/or its affiliates in the U.S. and certain other countries. All other trademarks and service marks are the property of their respective owners. Copyright ADP, LLC. ADP Proprietary and Confidential All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. Any repurposing, reposting, or other use of this content (including but not limited to YouTube or any other social media) is expressly prohibited. ADP provides the publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Published by ADP Enterprise Learning December 2017

3 PREFACE Contents Course Introduction Navigating WebEx... 1 Course Agenda... 2 Poll: Country Support... 2 TheBridge.adp.com... 2 Implementation Questions... 2 Hiring and Rehiring Employees Overview... 3 What Is the New Hire Workflow?... 3 What Are New Hire Templates?... 4 Explore: The Hire/Rehire Page... 5 Activity: Completing the New Hire Wizard... 6 Explore: The New Hire Wizard (U.S.)... 7 Explore: The New Hire Wizard (CAN)... 8 Learning Activity: What Can You Get Done in 2 Minutes? What Is a Custom Template? What Are Additional New Hire Tasks? Deleting a New Hire What Is Rehiring an Employee? Rehiring a Previously Terminated Employee Job Aid Changing Employee Data Overview The Employee Status Change Process Explore: Accessing Employee Information from the People Menu Activity: Placing an Employee on Leave Terminating an Employee Overview The Termination Process Learning Activity: Job Change Consequences How Do User Rights and Workflow Affect Recording Job Changes? Activity: Entering a Salary Change Copyright ADP, LLC iii V WFN15

4 PREFACE Adding Another Position for an Employee What Is Multiple Positions? What Are Paid and Nonpaid Positions? Practice: Entering Employee Changes Practice Results: Entering Employee Changes Running Standard Reports to Verify Changes Overview Explore: Standard Reports Which Standard Reports Help You Verify Employee Changes? Running the Employee Payroll Changes Report Job Aid Running the Audit Trail Report Job Aid Knowledge Check Course Closing How to Access Support Job Aid How to Access TheBridge.adp.com Job Aid Continuing Education Credits Training Evaluation Maintaining Employee Information for ADP Workforce Now (80861) Copyright ADP, LLC iv V WFN15

5 Course Introduction Welcome Welcome to Maintaining Employee Information for ADP Workforce Now. This training includes U.S. spellings and the date construct of Month/Day/Year. Canadian users will see their expected spellings and date constructs in their solution back on the job. Navigating WebEx Copyright ADP, LLC 1 V WFN15

6 Course Agenda The course will include the following topics: Hiring and Rehiring Employees Changing Employee Data Terminating an Employee Adding Another Position for an Employee Running Standard Reports to Verify Changes TheBridge.adp.com is an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn from industry experts and peers about a broad range of human capital management topics. You can access TheBridge.adp.com (United States) or TheBridge.adp.ca (Canada) to do the following and more: Learn how other professionals are getting more from their ADP solutions with timesaving resources and helpful features. Join community spaces or topics of interest, including tax, payroll, HR and benefits, and time and labor management. Connect with other payroll practitioners, HR professionals, featured industry representatives, and ADP subject matter experts. Share your experiences. Check the Frequently Asked Questions or ask the community. Implementation Questions List any follow-up items that you may need to discuss with your implementation consultant (IC): Copyright ADP, LLC 2 V WFN15

7 Hiring and Rehiring Employees Overview To hire or rehire an employee, in ADP Workforce Now, you use the New Hire wizard to take you through the process of entering a new employee s personal, employment, payroll, tax, and time and attendance information. What Is the New Hire Workflow? Overview The way your company is structured will determine the specific workflow for your organization. Description The new hire workflow is the process that your company uses to enter new hires in ADP Workforce Now. You may be the only practitioner at your company and you enter all new hire data, or you may be one of two or three practitioners at your company who enter new hire data. All practitioners use the New Hire wizard when entering the data. Example Acme Products has multiple practitioners. The human resource (HR) practitioner completes the first steps in the wizard by entering information such as hire date and business unit. The employee record is then handed off to the Payroll practitioner who enters information such as pay frequency and exemptions. In some cases, a Time & Attendance practitioner is responsible for entering information related to time and attendance. Important Information The tasks required for entering a new hire can include an approval step if your company requires it. Copyright ADP, LLC 3 V WFN15

8 What Are New Hire Templates? Description To begin the new hire process, you select a template. The template consists of information such as the following: The required and optional fields A list of users who will participate in entering new hires The approval process Use an ADP-supplied system template or a custom template that you create. Note: During implementation, your ADP representative will help you to set up any custom templates that you need to get started. Example You hire a contractor who will not be paid through ADP Workforce Now Payroll but will track time in ADP Workforce Now Time & Attendance. When entering the new hire in the New Hire wizard, you select the ADP-supplied template HR + Time. Quick Hire You use the Quick Hire template when you need to quickly enter a new hire who is paid through ADP Workforce Now. This one-page template includes only the fields necessary to enter personal, employment, payroll, and tax information for the new hire. You need to enter any additional information, such as direct deposit or benefits, on the applicable pages of the People menu. Important Information Be sure to familiarize yourself with the available templates before entering a new hire. Select a template that includes the fields or settings that you need to set up a new employee. For example, if an employee is being paid through ADP Workforce Now, you must use a template that includes payroll fields. If you select one of the Quick Hire templates, you will need to enter additional employee information later on. Additional Resource United States: For more information about creating new hire templates, see the Creating New Hire and Status Change Templates in ADP Workforce Now self-study on Learn@ADP. Canada: For more information about using new hire templates, see the Working with Quick Hire Templates Learning Bytes in the Support Centre under Just-in-Time Learning. Copyright ADP, LLC 4 V WFN15

9 Explore: The Hire/Rehire Page Overview You use the New Hire/Rehire page to start a new hire, view and access your in-progress hires, and view a history of your hiring activity. The following illustration is an example of this page. Elements and Descriptions The following table describes the elements of the Hire/Rehire page. Element Start Hire tab In-Progress Hires tab Hire History tab Select a Work Location section Select a Template section Description On this tab, you select the template needed to start a new hire. On this tab, you view in-progress new hires and continue the hire process, if desired. On this tab, you view a summary of all new hire activity, including approved, completed, canceled, deleted, or rejected new hires. Select a location where your employees work. Select the appropriate new hire template. Copyright ADP, LLC 5 V WFN15

10 Activity: Completing the New Hire Wizard Scenario Your company has hired Marcie Zimmer as an IT analyst. She will be a full-time employee, and she will track her time using an online timesheet. At your company, only one practitioner is needed to enter a new hire. You saved Marcie s personal information. Now, you are ready to start the new hire process. Instructions Starting Point: Process > HR > Hire/Rehire Step Action 1 Click the HR + Payroll + Time (System) Template. 2 In the Personal Step, Name field, enter Marcie Zimmer. (Use SSN or SIN for legal name) 3 In the Tax ID Type field, select the appropriate number for the Country. 4 In the Tax ID (SSN or SIN) field, enter In the Hire Date field, select next Monday s date. 6 In the Reason for Hire field, enter CURR Existing Position. 7 In the Company Code field, select U.S. - Geneva Entertainment. CAN - Go Green In the Gender field, select Female. 9 In the Birth Date field, enter 7/2/ Select Use as Legal Address. 11 In the Country field, select either USA United States or CAN - Canada. 12 In the Address Line 1 field, U.S Main St. West Orange, NJ, CAN Front Street West, Toronto, Ontario, M5V2J1 Select the appropriate remaining address fields. 13 In the Marital Status field, select S - Single. 14 U.S. Only - In the Tobacco User and Medicare fields, select No. 15 Click Save and Exit Result: The Hire/Rehire page is displayed, showing that the entries made for Marcie Zimmer have been saved in the In Progress Hires Tab. Important Information If a practitioner started a new hire activity, he or she can do the following: Delegate the activity to another practitioner. Return the activity to the previous practitioner. The delegate will receive a Message Center notification stating that a task was delegated to him or her. For more information about delegating activities, see online Help. Copyright ADP, LLC 6 V WFN15

11 The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location. MAINTAINING EMPLOYEE INFORMATION FOR ADP WORKFORCE NOW Explore: The New Hire Wizard (United States) Overview The New Hire wizard guides you through the steps to complete the new hire process. You complete the process from a single page. Elements and Descriptions The following table describes the elements of the New Hire wizard on the Hire/Rehire page: Element Description 1. Wizard step section Displays the steps, or types of information, that are required to complete the new hire process. Click the step number to navigate to that step. 2. Save & Exit button Click to save your entries and to exit so you can perform other tasks. Note: You will be prompted to complete minimum required fields before saving. 3. Review button Click to display all your entries, and then confirm your entries before submitting them to ADP Workforce Now. 4. Personal Step Displays required and optional fields for each step. 5. More Fields pane Displays less commonly used fields. Select a field or click (edit) to enter information. Important Information If an error message is displayed, you must resolve the error before you can move to another step or save your entries and exit. Copyright ADP, LLC 7 V WFN15

12 The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location. MAINTAINING EMPLOYEE INFORMATION FOR ADP WORKFORCE NOW Explore: The New Hire Wizard (Canada) Overview The New Hire wizard guides you through the steps to complete the new hire process. You complete the process from a single page. Elements and Descriptions The following table describes the elements of the New Hire wizard on the Hire/Rehire page: Element Description 1. Wizard step section Displays the steps, or types of information, that are required to complete the new hire process. Click the step number to navigate to that step. 2. Save & Exit button Click to save your entries and to exit so you can perform other tasks. Note: You will be prompted to complete minimum required fields before saving. 3. Review button Click to display all your entries, and then confirm your entries before submitting them to ADP Workforce Now. 4. Personal Step Displays required and optional fields for each step. 5. More Fields pane Displays less commonly used fields. Select a field or click (edit) to enter information. Important Information If an error message is displayed, you must resolve the error before you can move to another step or save your entries and exit. Copyright ADP, LLC 8 V WFN15

13 Activity: Completing the New Hire Wizard (cont.) Instructions, Step 2: Employment Step Action 1 Click 2 - Employment. Result: The Personal Information entries were accepted and the Employment step is displayed. 2 In the File Number field, enter In the Job Title field, select ITANL IT Analyst. 4 In the Worker Category field, select FTR Full Time Regular. 5 In the Time & Attendance Supervisor field, select East, Donald. 6 In the Business Unit field, select 0011 IT. 7 In the Location field, Company Headquarters. 8 In the Home Department field, select Service. 9 Click, Next. Result: Payroll Step is displayed. Instructions, Step 3: Payroll Step Action 1 In the Pay Frequency field, select Biweekly. 2 In the Regular Pay Rate fields, select Hourly and enter In the Pay Group field, select Use Period End Date 1 on Checks. 4 Click Next. Result: The Tax step is displayed. Instructions, Step 4: Tax Step Action U.S. ONLY 1 In the Worked In State field, select NJ New Jersey. 2 In the SUI/SDI Tax code field, select NJ-21 New Jersey (Taxing). 3 Click Next. Result: Time & Attendance step is displayed. Step Action CANADA ONLY Note: Federal & Provincial Tax Credits need to be entered only they are different from the basic amount. 1 In the Worked in Province field, select Ontario. 2 Click Next. Result: The Time & Attendance step is displayed. Copyright ADP, LLC 9 V WFN15

14 Activity: Completing the New Hire Wizard (cont.) Instructions, Step 5: Time & Attendance Step Action 1 U.S. - In the Pay Class field, select HOURLY - U.S. - Hourly - Timeclock. CAN - In the Pay Class field, select FTHRS-CAN - Full Time - Hours-Entry Timesheet 2 In the Time Zone field, select EST - Eastern Standard Time. 3 Click Next to proceed to the Review step. Instructions, Review Step Action 1 Click Review. Result: The hire entries are displayed for review. Note U.S. Only - Because the new hire is a new employee, you may receive a warning message that requires you to verify whether the employee is enrolled in Medicare. 2 Confirm the information that you entered. 3 Click Done. Result: The Hire History page is displayed with a confirmation message confirming that the employee was successfully hired. Important Information The New Hire wizard has an Auto Save feature that saves entries automatically every five minutes. Auto Save displays a message at the top of the page, underneath the Save & Exit button. Remember the following points: Auto Save does not validate entries. Validation occurs when you move to the next step or submit the entries to ADP. Auto Save applies to entries in the New Hire wizard only. It does not apply to all pages in ADP Workforce Now. Additional Resources For more information about using the New Hire wizard, see the following: United States: Maintaining Employee Information for ADP Workforce Now Fun Practice on Learn@ADP. Canada: Hiring an Employee learning byte on the Support Centre under Just-in-Time Learning. Copyright ADP, LLC 10 V WFN15

15 Learning Activity: What Can You Get Done in 2 Minutes? Scenario Your company has hired Marcie Zimmer as an IT analyst. She will be a full-time employee, and she will track her time using an online timesheet. In your company, only one practitioner is needed to enter a new hire. Learning Byte Questions and Answers 1. What do you access to begin the hiring process? 2. What happens if you do not complete all of the required fields? Copyright ADP, LLC 11 V WFN15

16 What Is a Custom Template? Description In addition to using the ADP-supplied system templates, you can create your own custom templates based on your business needs. Custom templates automatically include all of the system-required fields. You can include additional fields that your company may require as well as optional fields. Example The following illustration shows a custom template that was created to hire seasonal contract workers. Important Information First Name is a required field for all employee records. You can enter new hire and other employee changes during any step of the payroll cycle. The department that you enter on the Time & Attendance page must match the department that you enter on the Employment page. (U.S.) Verify compliance information for each state and local tax so you know which additional tax fields are required for your company. For example, depending on your state, marital status and exemptions may revert to the employee s federal tax selections if they are not entered separately. (CAN) The Worked In Province field is mandatory in the Tax step. Additional Resources More Information Benefits enrollments New hire templates Hiring an employee Then See Getting Started with Benefit Plan Setup in ADP Workforce Now self-study on (U.S.) Learn@ADP or on the (CAN) Support Centre. Creating New Hire and Status Change Templates in ADP Workforce Now selfstudy on (U.S.) Learn@ADP or on the (CAN) Support Centre. Hiring an Employee learning byte on the Support Center under Just-in-Time Learning Copyright ADP, LLC 12 V WFN15

17 What Are Additional New Hire Tasks? Overview After his or her new hire record has been submitted and approved, the new employee may need to perform some tasks in ADP Workforce Now. Description The employee s new hire tasks can include the following: Entering license or certification information Acknowledging company policies Verifying personal data These tasks are configured to meet the specific needs of your organization. Note: Your employees can access online Help for information about how to complete these tasks. Example Your company requires new hires to log on to ADP Workforce Now to review and electronically sign company policies. The following illustration is an example of the employee's Company Policies page. Starting Point: Resources > Company Information > Company Policies Additional Resources For more information about managing company policies, see the following: Managing Company Policies in ADP Workforce Now on (U.S.) Learn@ADP or on the (CAN) Support Centre. Copyright ADP, LLC 13 V WFN15

18 Deleting a New Hire Overview If you make a mistake when entering a new hire, you can delete the new hire record before it is part of the next payroll, eliminating the need to terminate the employee. Guidelines Delete a new hire only in one of the following situations: You assigned the wrong company code when you entered the new hire record. You designated the new hire as to be paid through Payroll when the position should be nonpaid. The employee did not start work. Where to Delete a New Hire Starting Point: Process > HR > Delete Employees. Additional Resources For more information about deleting a new hire record, see Deleting a New Hire learning byte on the Support Center under Just-in-Time Learning. Copyright ADP, LLC 14 V WFN15

19 What Is Rehiring an Employee? Overview You can use the New Hire Wizard to rehire an employee who was previously terminated at your company and was never entered into ADP Workforce Now. Description You rehire an employee when an employee who was previously terminated returns to work as an active employee. Example Ricardo Ortega was in the ADP Workforce Now environment previously and was terminated. The practitioner was unaware that the employee existed in Workforce Now and attempted to use the new Hire Wizard to new hire the employee. Because Ricardo had previously worked for this company, his position ID already exists in ADP Workforce Now. To rehire Ricardo, select Process > HR > Hire/Rehire. When the wizard launches, an error message is displayed indicating that he was a previous employee of the company. The alert message permits you to re-activate his position by reusing his previous position ID. The following illustration is an example of the alert message that is displayed when you begin the rehire process for an employee who was previously in the database. Additional Resources For more information about rehiring an employee, see online Help and the Rehiring an Employee learning byte on the Support Center under Just-in-Time Learning. Copyright ADP, LLC 15 V WFN15

20 Rehiring a Previously Terminated Employee Job Aid Scenario You need to rehire an employee, John Davis, who has previously worked for your company. Instructions Starting Point: People > Employment > Employment Profile Step Action 1 Select People > Employment > Employment Profile. 2 In the Employee Search field, click <ALL EMPLOYEES>. Result: The Employee Search window opens. 3 Select the employee to be rehired. 4 In the Terminated tile, click (edit). Result: The Change Status page is displayed. 5 In the Select a New Status field, select Active. 6 In the Rehire Date field, enter the rehire date. 7 In the Rehire Reason field, select the reason and click Done. Result: The Status page is displayed, showing the status as Active. 8 Review the information and click Done. Result: The Employment Profile page is displayed, showing the changed status. Important Information If an employee is rehired in the middle of a pay period, payroll adjustments may be required. Copyright ADP, LLC 16 V WFN15

21 Changing Employee Data Overview You may need to change employee data for reasons such as status changes, job changes, or salary changes. The Employee Status Change Process Overview You may need to change an employee s status for the following reasons: Retirement Leave of absence Termination Rehire To keep accurate records, you need to indicate the reason for the status change, determine additional impacts of these changes to the employee record, and then make the changes. Stages and Descriptions When you change an employee s status, you must complete the following process. Stage Description 1 Determine and enter 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 can include the following: Pay (an adjustment for mid-cycle or cancel Automatic Pay) Time-off accruals Employee schedule (if changing from part time to full time, or vice versa) Employee Self Service or Manager Self Service accounts Practitioner accounts Guideline If your company tracks full-time equivalency and an employee s job changes from part time to full time, you must enter 1 in the Full Time Equivalency (FTE) field on the Employment Profile page under Work Schedule. Additional Resource For more information about changing employee data, see the following Learning Bytes on the Support Center: Placing an Employee on Leave Terminating an Employee Archiving an Employee Copyright ADP, LLC 17 V WFN15

22 Explore: Accessing Employee Information from the People Menu Overview You use the People menu to view or change information for an individual employee. It is divided into submenus so you can locate information efficiently. The following illustration is an example of the People menu with the Pay submenu selected. Submenus and Descriptions The following table describes the submenus on the People menu. Submenu Personal Information Employment Pay Benefits Time & Attendance Time Off Talent ACA (U.S.) Description Includes information such as addresses, emergency contacts, demographic data, compliance-related details, and professional development information Includes employment-related information such as positions, status, hire date, and pay rates Includes payroll-related information such as deductions, direct deposit, tax withholdings, and to-date accumulations Includes information such as enrollments, dependents, and beneficiaries Includes information such as timecards, attendance, and monthly schedule Includes information such as a list of requests, carryover requests, and timeoff balances Includes information such as performance reviews, goals, and compensation notices Includes information about the Affordable Care Act Copyright ADP, LLC 18 V WFN15

23 The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location. MAINTAINING EMPLOYEE INFORMATION FOR ADP WORKFORCE NOW Activity: Placing an Employee on Leave Scenario Starting tomorrow, Krista Volker will start an anticipated 12-week paid leave of absence. Instructions, Part 1: Starting the Leave Wizard Starting Point: People > Employment > Employment Profile Step Action 1 Under Employee List, click the link. Result: The Employee Search window opens. 2 In the Status tile, next to Active, click (edit). 3 In the Select a New Status field, select Leave. Result: The Select a Leave Template field is displayed. 4 In the Select a Leave Template field, select Leave (System). 5 Click Start Leave Wizard. Result: The Place on Leave wizard is displayed. Copyright ADP, LLC 19 V WFN15

24 Instructions, Part 2: Reassigning Employees in the Leave Wizard Step Action 1 U.S. ONLY: In the General Options page, enter the following information and then click Next: Leave of Absence Start Date: Tomorrow's Date Leave Reason: FAM Family Paid Leave of Absence: Yes Click Next. Canada ONLY: In the General Options page, enter the following information and then click Next: Leave of Absence Start Date: Tomorrow's Date Leave Reason: FAM Family Termination Reason (ROE): N - Personal Hire Date ROE: will auto-populate with the most recent hire/rehire date. (05/01/09) Termination Date (ROE): Tomorrow's Date Paid Leave of Absence: select No. 2 On the Direct Reports page, click Select New Managers. Result: The Select New Managers window opens. 3 In the Available Managers list, Select Reports to No One and then select the move selected left button. Then, select TownsendX, James, where X represents the last letter of your user name, as shown in the upper-right corner of the application, and then click the move selected right button. 4 Click Reassign Employees 5 Click Done. 6 Click Next. Important Information When you enter an effective date, ADP Workforce Now compares it to the pay period-end date. If the date is in the middle of a pay period, the leave status will take effect from the beginning of the pay period, if you enter the transaction before you submit payroll. You need to determine whether any pay adjustments are required, based on your company s leave policy. If the date is later than the pay period-end date, the information is considered effective for a future pay period and the leave status becomes current in the correct pay period. Paid Leave of Absence is a required field. If you select No (that the leave is not a paid leave of absence), the ACA Leave Classification required field is displayed, and you must select either Treat as Special Unpaid Leave or This Absence Does Not Qualify as Special Unpaid Leave. The Treat as Special Unpaid Leave option is used for FMLA, USERRA, and jury duty. Copyright ADP, LLC 20 V WFN15

25 Instructions, Part 3: Completing the Leave Wizard Step Action 1 On the Company Property page, click Next. 2 On the Direct Deposits page, click Next. 3 On the Benefits page, in the Terminate Benefits? field, select No and then click Next. 4 On the Final Payment page, In the Stop Automatic Payments field, select No and then click Next. 5 On the Position page, click Next. 6 On the Confirm page, click Done. Result: The Employment Profile page is displayed. Important Information If the effective date falls in the middle of a pay period, note the following: The new employee status will be effective for the entire pay period. You might have to make a pay adjustment. If the employee going on leave is a Time & Attendance supervisor, he or she must use the Delegation feature to select another manager or supervisor to review and approve employee timecards in the supervisor's absence. In addition, the manager or supervisor who fills in must also use Delegation to access those employees. U.S. Only - In addition, a leave under the Family Medical Leave Act (FMLA) can be tracked on People > Personal > Statutory Compliance. This information can also be tracked in increments of hours, such as 0.25 equals two hours. Additional Resources For more information about the Delegation feature, see online Help and the Delegation learning bytes for practitioners, managers, and supervisors on the Support Center under Justin-Time Learning. Copyright ADP, LLC 21 V WFN15

26 Terminating an Employee Overview You use the Termination wizard to take you through the process of terminating an employee. During this process, you will use either an ADP-supplied system template or a custom template that you create. Note: The way your company is structured will determine the specific termination workflow for your organization. The Termination Process Overview When you process an employee termination, you begin by changing the employee's status to Terminated. This change has an impact on other aspects of the employee's record that must be updated to reflect the termination. Stages and Descriptions The following table describes the stages in the employee termination process. Stage Description 1 Select the appropriate template and start the termination. 2 U.S. Only - Enter the termination date, reason, and other general information and CAN Only - Enter the ROE termination date, reason, and other ROE information A pay adjustment or cancelling automatic pay may be necessary. 3 If applicable, change additional information such as the following: Terminate benefits. Stop direct deposit. Record the return of company property. Reassign direct reports. Terminate wage garnishment. Enter final payment information. CAN Only - ROE Information 4 When appropriate, cancel Automatic Pay. If the termination date is outside of the current pay period, you will see a list of payroll cycles. Select the payroll cycle week in which Automatic Pay will stop. The system will cancel Automatic Pay for the selected week and all weeks going forward. 5 Confirm and approve the termination. Copyright ADP, LLC 22 V WFN15

27 Terminating an Employee Important Information The termination effective date that you enter is the employee's last day of work. The tasks for terminating an employee can include an approval step, if your company requires it. An employee who has been placed on a leave of absence or terminated can still be paid on a future date, if needed. Additional Resources U.S. - The Terminating an Employee Learning Byte can be found on the Support Center. Canada - The Records of Employment Job Aid can be found in the Support Centre. Copyright ADP, LLC 23 V WFN15

28 Learning Activity: Job Change Consequences Scenario Employees may change jobs within your company or your company may reorganize, causing changes to employees' job titles, home departments, and so on. In either case, job changes can affect other elements of employees' records. Question and Answer What changes can accompany an employee's promotion, transfer, relocation, or demotion? Important Information When you enter a supervisor or manager start date that is in the middle of a pay period, you enable that supervisor or manager to view the reporting structures for the entire pay period. Copyright ADP, LLC 24 V WFN15

29 How Do User Rights and Workflow Affect Recording Job Changes? Overview Depending on your individual responsibilities and the workflow in your company, you may be responsible for entering some or all of the data associated with an employee's job change. If your company uses Self Service, your managers may be able to enter some of these changes. Description Depending on your company s policy, some changes made by managers may require final HR approval. Change Needed Employee Manager HR Practitioner Job title X X Salary or earnings X X Status X X Reporting relationships X X Corporate groups (location, home department, business unit, company class) X X Address X X Contact information X X Work phone, fax, mail stop X X Tax information X X Time zone X X Example Your managers can enter requests to change an employee's job title and salary. However, your company s setup requires HR practitioner approval before any changes are applied in ADP Workforce Now. Additional Resource For more information about setting up workflows, see the following courses on (U.S.) Learn@ADP or on the (CAN) Support Centre: Approval Process Basics for ADP Workforce Now Approval Process Basics for ADP Workforce Now Practice Activities Setting Up Approval Process Notifications for ADP Workforce Now Setting Up Approval Process Escalations for ADP Workforce Now Setting Up Approval Process Exceptions for ADP Workforce Now Copyright ADP, LLC 25 V WFN15

30 The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location. MAINTAINING EMPLOYEE INFORMATION FOR ADP WORKFORCE NOW Activity: Entering a Salary Change Scenario Brenda Hahn will receive a pay raise due to her recent performance. Instructions Starting Point: People > Employment > Employment Profile Step Action 1 Under Employee List, click the link. Result: The Employee Search window opens. 2 Search for and select HahnX, Brenda, where X represents the last letter of your user name, as shown in the upper-right corner of the application. CAN: Search for HahnaX, Brenda. 3 In the Regular Pay tile, click (edit). Result: The Regular Pay page is displayed. 4 In the Change Will Be Effective field, enter today s date. 5 In the Change Reason field, select PERF Performance. 6 In the Regular Pay Rate field, U.S: change the hourly amount to $ CAN: change the hourly amount to $ Click Done. Important Information When you enter a new value in an effective-dated field, the value that is being replaced is saved as part of a historical record. Your company may decide to display employee pay rates, which will enable your employees to view their earnings when they access Self Service. You can view historical pay records for employees by clicking (edit) in the Regular Pay tile. On the Regular Pay page, the timeline is displayed on the left. Additional Resources For more information about Automatic Pay and paydata grids, see the following courses on (U.S.) Learn@ADP or on the (CAN) Support Centre: Using the Payroll Dashboard in ADP Workforce Now Entering Paydata in ADP Workforce Now Tip Calculating Your Preview Payroll and Previewing Payroll Results in ADP Workforce Now If you know that the salary will increase by a percentage, click the Rate Change Calculator link on the Regular Pay page to have the new amount calculated automatically. Copyright ADP, LLC 26 V WFN15

31 Adding Another Position for an Employee What Is Multiple Positions? Description 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. Example Barbara Pincent is a registered nurse (RN) at Sunrise Extended Care. She also serves as an RN at Sunrise Nursing Home. She reports to the director of nursing at the extended care facility and the nursing supervisor at the nursing home and is paid differently for each position. When Should You Use Multiple Positions? The following table indicates when you should use Multiple Positions or another feature. If the Employee Serves In More than one position (paid or nonpaid) Multiple positions and reports to two or more different managers One position and requires that a percentage or number of hours worked and be allocated to different departments One position and changes state, provincial or local jurisdiction as a result of a transfer to a different location U.S. Only - More than one position and multiple Forms W-2 are required because payments are issued under separate federal tax identification numbers Then Use Multiple Positions Multiple Positions Automatic Labor Allocation Transfer Employee Multiple Positions Copyright ADP, LLC 27 V WFN15

32 Important Information When you set up an employee with a new paid position, an additional file number is created through Payroll. A separate W-2 (U.S.) or T-4 (CAN) form will be generated at the end of the calendar year for each paid position that the employee holds. When an employee holds multiple positions, you must designate one as the primary position. If the employee with the additional position is a manager, for the employee to see the My Team tab and have access to his or her direct reports, the primary position must be the managerial position. U.S. Only The primary position is the designated source of information for items such as Equal Employment Opportunity (EEO) and Veterans reports. Additional Resource For more information about adding another position, see the Adding Another Position for an Employee learning byte on the Support Center under Just-in-Time Learning. Tips When an employee has multiple positions, the pages that you access from the People menu include an Other Positions link. Click the link to view all of the employee's positions. If you added a position for an employee and realized that you made a mistake, you can delete the position in the same way that you delete a new hire. Be sure to change the effective date to reflect the position change. Copyright ADP, LLC 28 V WFN15

33 What Are Paid and Nonpaid Positions? Description You can choose whether to pay each position and track time through ADP Workforce Now. The following table describes the difference between paid and nonpaid positions. If the Position Is Paid through Payroll Not paid through Payroll Then the Position Is Paid Nonpaid Examples Nicole works as an account developer and is paid through ADP Workforce Now. Her position is a paid position. Juliette is a contractor assigned to Geneva Entertainment. She is paid through an outside agency, not through ADP Workforce Now. Her position is a nonpaid position. Important Information The Nonpaid Position field is not part of the New Hire template. You would need to create a template for nonpaid new hires. Copyright ADP, LLC 29 V WFN15

34 Practice: Entering Employee Changes Scenario You need to enter some employee changes: Stephen Carr has just been promoted to a manager in the Maintenance department effective today. He will also start his new position today. His new job title is Manager and he reports to Donald East. Along with this new position he has received a 4% pay increase. Instructions Starting Point: People > Employment > Employment Profile Step Action 1 Change Stephen CarrX s position and related information. Use PROM for the Job Reason code. Hints: When (add) is next to the applicable field, you can add codes to validation tables while making changes. Make sure to designate Stephen s new management position so that the new position is processed accurately and includes reporting relationships. Make sure to change his rate of pay using the Rate Change calculator is a convenient way to enter percentage increases. Note: In each step above, X represents the last letter of your user name, as shown in the upperright corner of the application. Additional Resource For more practice entering employee changes, see the Maintaining Employee Information for ADP Workforce Now Fun Practice on (U.S.) Learn@ADP or on the (CAN) Support Centre. Copyright ADP, LLC 30 V WFN15

35 Practice Results: Entering Employee Changes (U.S.) Stephen Carr s Change Copyright ADP, LLC 31 V WFN15

36 Practice Results: Entering Employee Changes (U.S.) Stephen Carr s Change Copyright ADP, LLC 32 V WFN15

37 Running Standard Reports to Verify Changes Overview Standard reports are predefined, highly formatted output reports that you can run at any time during the payroll cycle. Explore: Standard Reports You can access a wide variety of reports from the Standard Reports page. The following illustration is an example of this page. Elements and Descriptions The following table describes elements found on the Standard Reports page. Element Description 1. Output Tab You can access all report output (standard, My Report, custom). Standard Tab 3. My Reports Tab You can 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. You can view a My Report, which is a copy of a standard or team report with your saved parameters that you can rerun when needed. 4. Filter button You can filter the report output by options such as report type and category. Copyright ADP, LLC 33 V WFN15

38 Which Standard Reports Help You Verify Employee Changes? Overview You can use the Employee Payroll Changes and Audit Trail standard reports to help verify new hire and employee changes. Reports and Descriptions Report Employee Payroll Changes Audit Trail Description Lists changes effective for the current payroll only Does not identify the user who made a particular change Provides a comprehensive history of changes, including the user who made the change; date, time, and effective date stamps; and so on Can filter for only the information that you need, such as specific date ranges and other categories of data Example: Audit Trail Report Copyright ADP, LLC 34 V WFN15

39 Running the Employee Payroll Changes Report Scenario You want to see all of the employee changes that were entered during the current pay period. Instructions Starting Point: Reports > Standard Reports > All Reports Step Action 1 In the list of report types, select Personal & Employment. 2 In the Report Name column, click Employee Payroll Changes. 3 Select the desired report options. 4 Scroll down and click Run. Result: The report status on the Output page is Processing. 5 When the processing is complete, in the row for the report, click (action) and select the desired output option. Tips The date in the Change Date field can differ from the effective date. For example, you can make a change today and specify that it becomes effective in the future. You can save your own standard report, including the settings that you like to use, on the My Reports tab. The audit trail report can often fail if the number of records generated exceeds 10,000+. It is recommended to apply as many filters as possible so as to produce fewer reports and make the report generate in a timely manner. Additional Resource For more information about standard reports and My Reports, see the following learning bytes on the Support Center under Just-in-Time Learning. Running the Total Paid Hours Summary Report Running the Total Paid Hours Detail Report U.S. - Running the ACA Benefit Status Worksheet Copyright ADP, LLC 35 V WFN15

40 Running the Audit Trail Report Job Aid Scenario You want to see all of the new hires and employee changes that were entered in a specific week. Instructions Starting Point: Reports > Standard Reports > Audit Trail Step Action 1 In the Name column, click Audit Trail. 2 Select the desired menu and report display options. 3 Scroll down and click Run. Result: The report status on the Output page is processing. 4 When the processing is complete, in the row for the report, click (action) and select the desired output option. Tips Use the Date Range field to include only the data that you need. For example, you can select today, last week, last month, last two weeks, or a custom date range. Select specific menu items to filter for the precise information that you need. You can save your own standard report, including your preferred settings, on the My Reports tab. Additional Resource For more information about standard reports and My Reports, see online Help. Copyright ADP, LLC 36 V WFN15

41 Knowledge Check 1. Which types of information could be included in a new hire, termination, or leave template? (Select all that apply.) a. The required and optional fields b. A list of users who will participate in entering new hires c. The approval process d. The ability to add multiple positions 2. Which of the following scenarios require changing an employee's status? (Select all that apply.) a. Mark is a file clerk who is now temporarily working in the mailroom. b. Sarah is taking a 12-week family medical leave effective tomorrow. c. Amanda has been promoted and is moving from location. d. John has taken another position and is leaving the company. 3. A pay period begins on March 21 and ends on April 3. You entered a pay increase for an employee effective on March 28. How can you ensure that ADP Workforce Now processes the increase correctly? (Select all that apply.) a. Wait until the beginning of the next pay period and make the adjustment. b. Set up a business rule to accommodate the mid-cycle increase. Then, make the adjustment. c. On the Employment Profile page, enter the new rate with a March 28 effective date. d. Because the rate increase falls in the middle of the pay period, adjust the employee earnings for the pay period. 4. What is the name and location of the report that will help you verify employee changes entered during the current pay cycle? a. The Audit Trail report accessed from the Standard tab b. The Employee Payroll Changes report accessed from the Standard tab c. The Employee Payroll Changes report accessed from the Custom tab d. The Earnings report accessed from the Sample tab Copyright ADP, LLC 37 V WFN15

42 Course Closing How to Access Support Job Aid ADP provides various resources to help you perform your tasks after class. Instructions Step Action 1 At the top of any page, click (support). 2 In the Search field, enter a topic and then click (search). Result: The available online Help and training are displayed. 3 Review the available resources. United States practitioners: If You Want To Read online Help Access a learning byte Then Click the Documentation tab and select a topic. In the Learning Resources section, click Just-in- Time Learning. Canadian practitioners: If You Want To Read documentation View step-by-step instructions View learning bytes Then Select Documentation and select a topic. Select Knowledge and select a topic. Select Learning and select a topic. 4 To close the Support page, click Back. Copyright ADP, LLC 38 V WFN15

43 Course Closing The Bridge is an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn from industry experts and peers about a broad range of human capital management topics. You can access TheBridge.adp.com (United States) or TheBridge.adp.ca (Canada) to do the following and more: Learn how other professionals are getting more from their ADP solutions with timesaving resources and helpful features. Join community spaces or topics of interest, including tax, payroll, HR and benefits, and time and labor management. Connect with other payroll practitioners, HR professionals, featured industry representatives, and ADP subject matter experts. Share your experiences. Check the Frequently Asked Questions or ask the community. How to Access The Bridge Job Aid Instructions If you are logged on to ADP Workforce Now, at the top of any page, click you are not logged on, complete the following instructions. (The Bridge). If If You Are A U.S. practitioner Canadian practitioner Then 1. Access thebridge.adp.com. 2. Log on using your ADP Workforce Now user name and password. 3. Select Products > ADP Workforce Now. 1. Access thebridge.adp.ca. 2. Log on using your ADP Workforce Now user name and password. 3. Select Groups > All Groups > Workforce Now Resource Centre. Copyright ADP, LLC 39 V WFN15