Frequently Asked Questions

Transcription

1 Frequently Asked Questions Table of Contents Allergan Payroll Self-Service Portal Timekeeping System Who do I contact?...7 1

2 Allergan Payroll Self-Service Portal As part of our continued efforts toward integrating our key processes into a one company model, Allergan will be transitioning to a single, consolidated U.S. payroll system on January 1, This new payroll system will provide you with enhanced resources, including a Payroll Self-Service Portal and an updated timekeeping system. Please familiarize yourself with the changes detailed below in order to best utilize these new resources. Please see Day One Guide attachment for further detailed instructions on how to register and use the ADP portal. The guide may also be found on the 1hrSource portal ( Q: What is the Allergan Payroll Self-Service Portal? A: The Allergan Payroll Self-Service portal allows employees to view their payroll data such as addresses, direct deposit information, and tax information, as well as view pay statements online. Q: What is the 1hrSource portal? Is it the same thing as the Allergan Payroll Self-service portal? A: No. They are two different portals. The 1hrSource portal is an Allergan employee s single source for information on HR policies, program and processes. Additionally, it contains links to the Allergan Workday system, the Allergan payroll system, and Benefits providers. Q: Is my login for the Allergan Payroll Self-Service portal the same as the 1hrSource portal? A: No. Employees do not need log-ins for 1hrSource because of single sign on accessibility when connected to the company network. However, all employees will need to create a login for the Allergan Payroll Self-service Portal. See the Day One Guide for instructions on how to register. Q: What is Workday? A: Workday is Allergan s HR system of record. Any data related to an employee may be found in Workday, including your home address and other personal information. If you need to update your personal information, you can access Workday by going to 1hrSource Portal ( and clicking on Update Personal Information under Tools on the 1hrSource home page. 2

3 Q: How do I find my Workday ID? A: You can locate your Workday ID by entering the 1hrSource portal and clicking the Access Workday icon. Upon being directed to Workday, you can see your Workday ID in the top right corner, directly next to your name. Q: I cannot access the 1hrSource portal and therefore, can t access the Allergan Payroll Self-Service portal or Workday. What should I do? A: If you cannot access the 1hrSource portal, you can go directly to to access the payroll portal. To access your Workday ID, you can contact the 1hrSource Service Center SRCE ( ) and follow the prompts to request your ID. Q: Will my direct deposit information with my bank carryover or do I need to fill out a new W-4? A: If you are an AqueSys, Kythera or Oculeve employee, you will need to input your direct deposit and tax withholding information into the Allergan Payroll Self-Service portal between December 21 st and January 3 rd, as it will be your first pay cycle on the New Allergan payroll platform. If you are an Allergan employee, your direct deposit and W-4 information will be migrated to the new system on December 7 th. However, if you make any changes to your direct deposit and tax withholding between December 7 th and December 20 th, they will need to be reentered into the Allergan Payroll Self Service portal between December 21 st and January 3 rd. Please note, if you enroll or modify your direct deposit, it will take up to 2 pay cycles before it becomes effective. Q: How and when do I validate my direct deposit and W-4? A: All employees should validate their direct deposit and W-4 information on the Allergan Payroll Self-service Portal between December 21 st and January 3 rd. For additional details, please see the Day One Guide attachment, which can also be found on the 1hrSource portal ( Q: How do I change my direct deposit information? A: You can change your direct deposit information on the Allergan Payroll Self-Service Portal. There are detailed instructions in the Day One Guide attachment that can also be found on the 1hrSource portal ( Q: If I do not have direct deposit and the paycheck is mailed, when should I expect to receive my paycheck? A: Your check will be mailed via U.S. Postal First Class Mail and arrival timing may vary depending on location. Although we strive to have checks produced and mailed to your home by pay date, we have no control after it is released to the US Postal Service. We encourage all employees to take advantage of the direct deposit program to avoid potential delays. If you 3

4 experience any significant delays, please contact the 1hrSource Service Center at SRCE ( ) and select the payroll option. Q: How will I access my 2015 pay statements? Allergan employees A: You can continue to access your past statements through your legacy system. Kythera employees A: You can call the Total Source Employee Service Center at (800) or you can go online to and use your TotalSource username and password. Oculeve employees A: You can continue to access TriNet with your username and password to view past statements. Aquesys employees A: You can continue to access TriNet with your username and password to view past statements. Puerto Rico employees A: You can continue to access your past statements with your current username and password. Q: How will I receive my 2015 W-2 form? Allergan employees A: Your 2015 W-2 form will be mailed directly to your home address and will also be available online. Kythera employees A: Your 2015 W-2 form will be mailed directly to your home address. It will only be available online if you elected to receive them electronically. Oculeve employees A: Your 2015 W-2 form will be available online only. AqueSys employees A: Your 2015 W-2 form will be available online. If you would like a mailed copy, you can request one online. Puerto Rico employees A: Your 2015 W-2 form will be mailed directly to your home address and will also be available online. Q: How do I download the ADP mobile app? A: You can download the mobile App free from itunes or Google Play to your android or iphone. For additional information, please see the ADP Mobile App instructions, which can be found on the 1hrSource portal ( Q: Can a third party access the Allergan Payroll Service Center for me? A: Yes. You can grant a third party access to the service center by filling out an ESC Authentication use of confidential payroll release form. This form can be found on the Allergan Payroll Self-Service Portal. 4

5 Timekeeping System Please see the Kronos User Guides for further information on timekeeping processes. The guides can be found on the 1hrSource portal ( Q: I am currently a Kythera, AqueSys, or Oculeve employee. What timekeeping system will I use? A: You will be using the Kronos 6.2 timekeeping system. See the Kronos User Guides for additional information on using Kronos and for support. Q: I am currently a Puerto Rico employee. What timekeeping system will I use? A: You will be using the Kronos 6.2 timekeeping system. See the Kronos User Guides for additional information on using Kronos and for support. Q: I am currently an Allergan hourly (nonexempt) employee. What timekeeping system will I use? A: You will now be using the Kronos 6.2 timekeeping system. See the Kronos User Guides for additional information on using Kronos and for support. Q: I am currently an Allergan salaried employee. What timekeeping system will I use? A: You will continue to use Time Off Manager (TOM) as you currently do; however, your vacation and sick time will now be entered as paid time off (PTO). Q: I am an hourly employee. What if my badge doesn t work at my local time clock? A: Contact your direct supervisor and the site security resource that assigns your badge. Q: I am eligible for overtime. Will this transition affect my overtime? A: No. Your overtime will continue to be calculated in compliance with federal and state labor standards, as it was done previously. Q: How do I request PTO and other time off? A: PTO requests should be entered into your timekeeping system (Kronos, TOM). For information on Kronos PTO request, please see the Kronos User Guide attachment. Q: How do I change or cancel a time-off request in Kronos after it has been submitted? A: You can change this in your timekeeping system. Instructions can be found in the Kronos User Guides. 5

6 Q: Can I request PTO in any time increments? A: If you are eligible for overtime, you can use PTO in any increment. If you are exempt from overtime, you can use PTO in half or full day increments. Q: Will time off requests for days in 2016 automatically transfer to the new timekeeping system? A: Allergan Kronos Users: Previously approved 2016 requests will NOT be migrated to the updated version of Kronos and will need to be re-entered. Please see Kronos User Guides for instructions. Allergan TOM Users: you will continue to use TOM and your previously approved time off requests will remain in system. Kythera, Oculeve, and AqueSys: Previously approved 2016 requests will NOT be migrated to the new Kronos system and will need to be entered after December 21 st. Please see Kronos User Guides for instructions. Q: Will the time that I have accumulated for vacation transfer to the new system? A: Any accumulated vacation time will be transferred to the new system as PTO. Q: Where can I view my PTO balance? A: You can view your current PTO balance on Kronos. Additionally, your PTO balance will be stated on your pay statement; however, the balance will lag two weeks behind. Q: Will unused floating holidays transfer to the new system? A: Floating holidays will transfer to the new system; however, your 2015 floating holidays must be used before the end of the 2015 year. As a reminder, there will be no floating holidays available to employees in Q: What will happen to my current sick leave balance? A: Sick leave balances will be maintained by benefits for one year. This sick time may be used if you are eligible for short-term disability. Please contact the 1hrSource Service Center at SRCE ( ) with questions. 6

7 Who Do I Contact? Q: Who do I call if I have technical issues (access problems, java issues, etc.)? A: Please contact the IT help desk at Q: Who do I contact with questions? A: Please contact the 1hrSource Service Center at SRCE ( ) and select the payroll option. 7