Learning Advanced Features and Tasks

Transcription

1 Learning Advanced Features and Tasks 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 CPSWFN12 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. 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. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or 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.

3 PREFACE Contents Course Introduction Navigating WebEx... 1 Course Purpose... 2 Course Agenda... 2 Customizing ADP Workforce Now Overview... 3 Setting Up Company New Hire Defaults Job Aid... 3 Setting Up Company Rate Defaults Job Aid... 4 Setting Up System Options for Payroll Job Aid... 5 Setting Up Custom Business Rules Job Aid... 6 Options for Including Messages on Pay Statements... 8 Setting Up Company-Level Check Messages Job Aid... 9 Setting Up Employee-Level Check Messages Job Aid Using Advanced Features Overview Definition: Validation Tables Adding Values to a Validation Table Job Aid Setting Up Date Mapping Job Aid Adding or Modifying a Custom Paydata Grid Job Aid Preparing for the ADP Certified Payroll Specialist Exam Overview Eligibility Examination Format Course Closing How to Access Support Job Aid Continuing Education Credits Training Evaluation Learning Advanced Features and Tasks (80583) Copyright ADP, LLC iii V CPSWFN12

4 Course Introduction Navigating WebEx Copyright ADP, LLC 1 V CPSWFN12

5 Course Purpose This course prepares you to use company setup options, user preferences, payroll system options, and advanced features. In addition, it prepares you for the ADP Certified Payroll Specialist exam. Course Agenda Customizing ADP Workforce Now Using Advanced Features Preparing for the ADP Certified Payroll Specialist Exam Copyright ADP, LLC 2 V CPSWFN12

6 Customizing ADP Workforce Now Overview You can customize ADP Workforce Now to suit your needs or to change your company's setup. Setting Up Company New Hire Defaults Job Aid Scenario Your new hires for Geneva Video Games need to be set up with 80 standard hours. You can identify this as a default value. All new hires entered from this point on will have 80 hours entered automatically. You can then change standard hours as needed for specific new hires who work different hours. Instructions Starting Point: Setup > Payroll > Company Options Step Action 1 Select the company code for which you would like to change the default settings. 2 In the New Hire Defaults section, select the appropriate default settings. 3 Click Done. Contact your ADP representative before you change this information. Do not change company options without consulting your ADP service team, as this information has an impact on how your payroll is processed. Copyright ADP, LLC 3 V CPSWFN12

7 Setting Up Company Rate Defaults Job Aid Scenario You would like a warning message to be displayed whenever an hourly employee s rate change or a new hire's hourly rate exceeds $20 per day. Instructions Starting Point: Setup > Payroll > Company Options Step Action 1 Select the company code for which you would like to change the default settings. 2 In the Rate section, enter the appropriate information. 3 Click Done. Contact your ADP representative before you change this information. Do not change company options without consulting your ADP service team, as this information has an impact on how your payroll is processed. Important Information When saving a record that exceeds the maximum hourly or salary rate that you have indicated on the Company Options page, the message is only a warning; ADP Workforce Now will save the data. If needed, you can update the record again to address an out-of-range rate you may have entered. Copyright ADP, LLC 4 V CPSWFN12

8 Setting Up System Options for Payroll Job Aid Overview System options are default options that allow you to use various payroll processing and human resource features. System options are typically determined when your company is first set up. Scenario Your company wants to automatically assign file numbers to all new hires. Instructions Starting Point: Setup > Tools > System Options Step Action 1 Select Payroll. 2 Select the appropriate default options. 3 Click Save. Copyright ADP, LLC 5 V CPSWFN12

9 Setting Up Custom Business Rules Job Aid Overview Custom business rules give you the ability to set up data-entry rules for certain fields in your paydata batches. You can set up parameters or limits for specific entries, providing a high level of checks and balances on your payroll input. If the entry in the field is not consistent with the limits or parameters established for that field, an error or warning message will be displayed. If the entry triggers an error, the field would need to be corrected to complete the entry. Custom business rules can be applied as a common rule across all of your company codes or for specific company codes. Scenario You want to define a custom business rule that an employee's paydata total hours should not exceed 80 hours in a pay period. Instructions Starting Point: Setup > Tools > Custom Business Rules Step Action 1 Click the name of the rule you would like to define. 2 Complete the fields that are displayed. 3 Click Done. Copyright ADP, LLC 6 V CPSWFN12

10 Additional Resources For more information about custom business rules, see online Help. Copyright ADP, LLC 7 V CPSWFN12

11 Options for Including Messages on Pay Statements You can add messages to your employees' pay statements. Example Sunshine Realty is based in California. In accordance with a California regulation, Sunshine Realty wants to notify all of its employees that they are eligible for unlimited sick pay. Types and Descriptions Message Type Description Examples Company-level Employee-level Is displayed on all employees' pay statements for a particular pay period Is displayed on pay statements for only specific employees Reminders about upcoming holidays Alerts about an upcoming employee survey Notifications that all employees are eligible for unlimited sick pay Wishing an employee a happy birthday Acknowledging an employee's work anniversary Alerting specific employees to their unlimited sick time if a company offers unlimited sick time to only a subset of employees Copyright ADP, LLC 8 V CPSWFN12

12 Setting Up Company-Level Check Messages Job Aid Scenario Your manager has asked you to set up the following standard check message for all employees this payroll: Don't forget the company party is this Saturday! To accommodate your Spanish-speaking employees, your manager has also asked for an alternate message in Spanish: No olvide que la fiesta de la compania es este sabado! Instructions, Part 1: Setting Up the Company-Level Message Starting Point: Process > Payroll > Payroll Schedule Step Action 1 If your organization has more than one company code, click (options) and select the desired company code. 2 On the Calendar View or List View tab, click the current payroll cycle's week number. 3 Click Edit Current Schedule. 4 Scroll down to the Pay Statement Messages section. 5 In the Primary Language field, enter the check message. 6 If needed, in the Alternate Language field, enter the alternate message. 7 Click Save. Instructions, Part 2: Applying the Alternate Check Message to Specific Employees Starting Point: People > Pay > Additional Fields Step Action 1 Click (search) and select the appropriate employee. 2 Click Check Controls. 3 Select Use Alternate Check Stub Message. 4 Click Save. Important Information You can only add company-level check messages for the current payroll cycle. Contact your ADP Service team if you would like to add a company-level check message for a future payroll cycle, or you would like your company-level check message to be displayed for multiple payroll cycles. Copyright ADP, LLC 9 V CPSWFN12

13 Setting Up Employee-Level Check Messages Job Aid Scenario Your company would like to acknowledge employees' promotions on their pay statements. Instructions, Part 1: Setting Up the Pay Statement Message Validation Table Starting Point: Setup > Tools > Validation Tables Step Action 1 Click Pay Statement Message. 2 Click (add). 3 In the Code field, enter the desired message. 4 Click Done. Instructions, Part 2: Applying the Employee-Level Check Message to Specific Employees Starting Point: People > Pay > Additional Fields Step Action 1 Click (search) and select the appropriate employee. 2 Click Check Controls. 3 In the Pay Statement Message field, select the desired message. 4 Click Save. Contact your ADP representative before you use employee-level check messaging for the first time. If you do not first contact ADP, any messages you enter on an employee's record will be sent with the payroll and stored, but will not be printed on the employee's pay statement. Important Information Once you select a message for the employee, it will continue to be displayed on all future pay statements for that employee until you clear it. While this might be desirable for some messages, such as California's requirement of communicating unlimited sick pay to an employee, this is not useful for more time-sensitive messages such as birthday or anniversary notes or announcements about company holidays. You will need to update employees' records to indicate a message no longer applies. Copyright ADP, LLC 10 V CPSWFN12

14 Using Advanced Features Overview In ADP Workforce Now, you can add values to your validation tables, date map special fields, and modify your custom paydata grids. Definition: Validation Tables Validation tables contain the data that make up the selection lists for many of the fields in ADP Workforce Now. Example: Validation Table The following is an example of the Department validation table. Copyright ADP, LLC 11 V CPSWFN12

15 Example: Selection List The following is an example of the Home Department selection list, which lists the values available from the Department validation table. Copyright ADP, LLC 12 V CPSWFN12

16 Adding Values to a Validation Table Job Aid Scenario You just hired an employee who is certified as a Microsoft Office Specialist. You would like to set up the Licenses Certification Type validation table to include this certification. Instructions Starting Point: Setup > Tools > Validation Tables Step Action 1 Click the name of the validation table. 2 Click (add). 3 Complete the fields that are displayed. 4 Click Done. Copyright ADP, LLC 13 V CPSWFN12

17 Important Information You cannot change a code in a validation table record. You must delete the entire record first and then create a new one. Tip If you are adding multiple values to a validation table, you may choose to import them rather than manually enter each value. See the Importing Validation Table Data user guide, available on the Support Center, for more information. Best Practice Certain validation table changes affect the ADP mainframe. A message at the top of a validation table, similar to the following example, instructs you to contact ADP when a change may affect the ADP mainframe. For some validation tables, the message is displayed when adding the value, and not on the validation table page itself. Copyright ADP, LLC 14 V CPSWFN12

18 Setting Up Date Mapping Job Aid Overview Date mapping allows you to use a specific date field for a special purpose, such as a special payroll calculation or a special report. ADP Workforce Now provides 15 labeled employee date fields that you can use to enter important dates. This optional feature activates date fields by linking the date field to a date number on the ADP mainframe. These dates can be displayed in reports that ADP designs and generates for you, or they can be displayed in your own reports. The following dates are initially mapped in the ADP mainframe: Hire Date = Date #1 Birth Date = Date #2 Termination Date = Date #3 Instructions Starting Point: Setup > Payroll > Date Mapping Step Action 1 Select the proper number for the date field, as instructed by your ADP service team. 2 Adjust other numbers, if instructed to do so. 3 Click Save. Do not change any number that is assigned to a date unless you are instructed to do so by your ADP service team. Best Practices If you want to use any of the dates for a special payroll calculation or process, or if you would like to include another date, such as the 401(k) eligibility date for a special purpose, contact your ADP service team. All date maps that you set up are in effect for all company codes and all employees in your organization. Do not modify this page unless you discuss any changes with your ADP service team. Copyright ADP, LLC 15 V CPSWFN12

19 Adding or Modifying a Custom Paydata Grid Job Aid Overview A paydata grid allows you to plan and organize the fields you use to enter paydata. Use the Add Paydata Grid page to create a new custom paydata grid or to copy an existing grid within a company code or from one company code to another. Scenario A new bonus program has begun in your company. All bonus money should be paid in a second check, taxed at a bonus rate, and paid in bonus earnings. The bonus money will also involve 401(k) adjustments. Copyright ADP, LLC 16 V CPSWFN12

20 Instructions, Part 1: Creating a Custom Grid Starting Point: Process > Payroll > Paydata Step Action 1 If your organization has more than one company code, click (options) and select the desired company code. 2 Click Grid Setup. 3 Click (add). 4 Enter a name and a description for the new grid. 5 If you are copying an existing grid to use as the basis of this new grid, then in the Copy from Grid field, select the existing grid. 6 Click Next. 7 Select the appropriate fields. 8 Click Done. Copyright ADP, LLC 17 V CPSWFN12

21 Instructions, Part 2: Using a Custom Grid Starting Point: Process > Payroll > Payroll Cycle Step Action 1 If your organization has more than one company code, click (options) and select the desired company code. 2 Click Add Paydata Batch. 3 In the Batch ID field, enter a batch ID. 4 In the Grid field, select the custom grid you created. 5 Click Next. 6 Select the employees. 7 Click Create Batch. 8 Enter the necessary information in the batch. 9 Click Done. Best Practice You should create your paydata grid based on your source documents. Sequence the fields in the paydata grid to match the sequence of the fields in your source documents to simplify your paydata entries and paydata validation. Additional Resources For more information about creating custom paydata grids, see the Creating a Custom Paydata Grid learning byte available on the Support Center. Copyright ADP, LLC 18 V CPSWFN12

22 Preparing for the ADP Certified Payroll Specialist Exam Overview The ADP Professional Certification Program establishes standards for professional knowledge and practical experience in the use and application of ADP products. It consists of client training opportunities that lead to a deeper product knowledge. The goal is to certify the ability to apply that knowledge in a way that benefits the client organization. Eligibility The ADP Professional Certification Program is a voluntary program that is available to anyone seeking ADP product certification. However, ADP strongly recommends that candidates do the following: Complete the standard ADP Workforce Now Payroll training classes. Gain a minimum of six months of experience using Payroll features, including yearend processing. Complete the certification preparation courses. Examination Format The ADP Certified Payroll Specialist exam consists of approximately 75 multiple-choice questions. It is based on concepts and experiences that should be familiar to a proficient payroll processor with year-end experience. The percentage range of questions in each area is included in the following list of content areas. Note: Percentages indicate the approximate coverage of subject matter. Section Content Area Percentage of Coverage I. Working with Payroll Processing Tasks 27% II. Payroll Cycle 17% III. Payroll Output Review 19% IV. Employee Maintenance 16% V. Entering Pay Information 13% VI. Manual Checks/Voids/Reversals and Completing the Payroll Process 8% Copyright ADP, LLC 19 V CPSWFN12

23 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. If You Want To Read online Help Access a learning byte Then Click Documentation and select a topic. In the Learning Resources section, click Just-in- Time Learning. 4 To close the Support page, click Back. Copyright ADP, LLC 20 V CPSWFN12

24 Additional Training Course Learning More about Payroll Processing Tasks Learning Year-End Processing Tasks Purpose This course helps you learn more about Payroll processing tasks and features. In addition, it prepares you for the ADP Certified Payroll Specialist exam. This course reviews year-end processing tasks, including closing the quarter, using quarter- and yearend reports, using the checklists, reconciling yearend reports, and completing adjustments. In addition, it prepares you for the ADP Certified Payroll Specialist exam. Continuing Education Credits ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA), and is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA Most ADP courses are eligible for RCHs, CPE credits, and continuing education units (CEUs). RCHs, CPE credits, and CEUs provide recognition for updating or broadening professional competencies and may be used to maintain certifications such as the Certified Payroll Professional (CPP) and Certified Public Accountant (CPA). Professional organizations establish their own certification procedures, which are subject to change. Professional organizations often require documentation of class objectives, agenda, and duration, along with a certificate of completion. This information is provided at the end of your handout manual. At your request, your instructor will provide you with a certificate of completion at the end of this class. Copyright ADP, LLC 21 V CPSWFN12

25 Training Evaluation Please take a moment to complete the evaluation. Copyright ADP, LLC 22 V CPSWFN12

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27 ADP Course Description Learning Advanced Features and Tasks (80583) Program Content For Payroll practitioners only: This course prepares participants to use company setup options, user preferences, payroll system options, and advanced features. In addition, it prepares participants for the ADP Certified Payroll Specialist exam. Objectives Upon completing this course, participants will be prepared to do the following: Customize ADP Workforce Now to meet their Payroll needs. Take the ADP Certified Payroll Specialist exam. Audience This course is intended for practitioners who need to learn more about advanced payroll features or who are preparing for the ADP Certified Payroll Specialist exam. Prerequisites Before beginning this course, participants should have a working knowledge of ADP Workforce Now Payroll. Advance Preparation None Participant Materials Participants need to download or print the Learning Advanced Features and Tasks handout manual before attending class. Method of Presentation Virtual class (VC), Group Internet Based Duration 1 hour, 30 minutes Continuing Education Credits This course may be eligible for the following recertification credit hours (RCHs), continuing professional education (CPE) credits, and continuing education units (CEUs): RCH: 1.5 CPE: 1.5 CEU:.2 Note: ADP is unable to grant formal RCH, CPE, or CEU credits to a participant logged on to class through a mobile device. For more information, see the Training Policy.

28 In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour. ADP, LLC, Employer Services, is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: ADP, LLC, Major Account Services, Learning and Performance, has been accredited as an Authorized Provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA 22102; (703) In accordance with the American Payroll Association (APA), recertification credit hours (RCHs) apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials. Recommended Field of Study Specialized Knowledge and Applications Cost and Training Policy For information about course cost, registration, and cancellation policies, refer to the Training Policy. Learners Records and Privacy Policy Learner records are available on Learn@ADP within 24 hours after participants complete their training classes. To access learner records, refer to these instructions. View ADP's Privacy Policy on Learn@ADP. V CPSWFN12 Copyright ADP, LLC