Click MENU~ ADMINISTRATION~Employee Admin~My Employees
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1 Click MENU~ ADMINISTRATION~Employee Admin~My Employees On the right side of the screen, under Things I Can Do, select Add Employee (Hire/Rehire) OR Click the green Add button on upper right.
2 Ultipro will lead you through the following screens. Fill in the fields as necessary (fields with a red dot are required fields) and click Next to get to the next screen. o START: Company: Click the drop-down list to select the appropriate company
3 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 as indicated (First and Last names are required) Employee Number: Enter a 6-digit employee number (during Dual Entry, enter the ADP number with 0 s in front, ex: if the ADP number was 212, enter ). Once we go live with UltiPro, the employee number will autofill from the icims feed. Time Clock: Leave blank
4 o PERSONAL: Address: Enter address, city, state and zip code in appropriate fields Phone/ Enter phone numbers and addresses in fields Additional Information: Enter appropriate info in each field I-9 verification: Select Yes from drop-down list
5 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; adjust as necessary Performance: Date autofills 180 days from hire date; adjust as necessary NOTE: For temporary employees, remove the review dates and leave these fields blank
6 o JOBS/PAYROLL: Job Information: Supervisor: Click the search 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 *Job: Click the drop-down arrow and select the job number/name from the list. Alternate job title: Skip this field Location: Select location from drop-down list Hire Source: Skip this field Project: Select the Project from the drop-down list 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
7 Payroll Information: Salary Guide shows salary grade and range for this job Pay rate: Enter pay rate PER HOUR (for all employees, including exempt) Other rates: Leave blank Pay group: Select from drop-down list Distribution center: Select LARCO Larimer County from drop-down Scheduled hours: Enter the scheduled hours for a two-week period (ex: for full time, enter 80 hours) Earnings group: Select from drop-down list Deduction/Benefit group: Select from drop-down list 1095-C Deduction Group Assnt Date: Leave blank Employee type: Select from drop-down list Hourly/Salaried: Select Hourly for ALL employees, including Exempts. (Nonexempt & Exempt status is set up at the job level) Full/Part time: Select from drop-down list Pay automatically: Leave box unchecked o TIME MANAGEMENT: This section is not yet set up. Skip this screen during Dual Entry.
8 o DIRECT DEPOSIT: Click on the add button at top of screen to add new accounts The Direct Deposit Detail screen appears Fill in all bank account information *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
9 The Bank Account information will appear in the Direct Deposit list 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
10 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 If the employee is claiming exemption from withholding, do not enter any allowances, and check the Employee claims exemption box (this box will be blocked if allowances are entered)
11 o STATE 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 If the employee is claiming exemption from withholding, do not enter any allowances, and check the Employee claims exemption box (this box will be blocked if allowances are entered)
12 o PTO/LEAVE BALANCES: LEAVE BALANCES WILL NOT BE MAINTAINED IN ULTIPRO UNTIL GO-LIVE Some balances have been loaded to allow us to run sample payrolls and experiment, but these will be deleted prior to loading accurate balances in December
13 o SUMMARY: A warning will appear if the pay rate is outside the pay range for the assigned job. Check all fields here for accuracy Click back to return to previous screens for editing When all information appears correct, click the green SAVE button ( ) in the upper right corner
14 FINAL STEPS: o Once the new hire is saved, you will be returned 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 To add Driver s License information for the new employee, click on the Career & Education tab and the Licenses sub-tab 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 Click the green SAVE button ( ) in the upper right corner
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