Enhanced Time & Attendance for Managers Handout Manual

Transcription

1 Workforce Now Enhanced Time & Attendance for Managers W171_ILT_WFN10V01_0717 ADP and the ADP logo are registered trademarks of ADP, LLC. ADP A more human resource. is a service mark of ADP, LLC. Copyright 2015 ADP, LLC.

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3 Table of Contents Course Introduction... 5 Course Purpose... 5 Course Agenda... 5 Introducing Enhanced Time & Attendance The Time & Attendance Workflow... 6 Roles and Descriptions... 7 Explore: Using Workspaces... 8 Explore: Navigating Your Workspaces... 9 Introduction to QuickNavs Demonstration: Locating an Employee Using Employee Find Filtering and Locating Employee Records The Filtering and Locating Employee Records Process Applying Basic Timecard Edits Demonstration: Editing Punches Demonstration: Editing Punches Timecard Exceptions and Errors Demonstration: Resolving Alerts Editing Timecards Demonstration: Selecting Multiple Employees for Edit Demonstration: Adding Pay Codes Demonstration: Canceling Meal Deductions Demonstration: Editing Labor Account Transfers and Work Rules Managing Schedules and Requests Demonstration: The Schedule Planner Demonstration: The Schedule Planner Page Demonstration: Creating Daily Schedules Demonstration: Creating Ad Hoc Schedules Demonstration: Requesting Time Off as an Employee Demonstration: Responding to Time-Off Requests from Others Running Reports Types of Enhanced Time & Attendance Reports Types of Employee and Manager/Practitioner Reports

4 Demonstration: Viewing Manager Reports Demonstration: Sending and Printing Reports Finalizing Timecards The Finalizing Timecards Process Demonstration: Entering and Approving Timecards as an Employee Demonstration: Approving Timecards as a Manager Course Closing Support After Class ADP Client Service Center Workforce Now Support Center The Bridge

5 Course Introduction Course Purpose This course prepares you to use Enhanced Time & Attendance to: Edit timecards Resolve timecard exceptions Assign employees to schedules Run reports Finalize timecards. Course Agenda Introducing Enhanced Time & Attendance Filtering and Locating Employee Records Applying Basic Timecard Edits Managing Schedules and Requests Running Reports Finalizing Timecards 5

6 Introducing Enhanced Time & Attendance Enhanced Time & Attendance simplifies the job of collecting your employees time and attendance information and moving it quickly and accurately through the payroll process. The Time & Attendance Workflow The following illustration shows each stage of this workflow. Stages and Descriptions The following table describes the stages of the Time & Attendance workflow. Stage Description 1 After the new payroll cycle starts, employees enter their time data in Enhanced Time & Attendance, and the timecard punches are collected. The application applies rounding rules, totals hours, calculates overtime, and highlights missed punches and other exceptions. 2 The supervisor or manager reviews and edits time information and generates reports. Managers can also approve time online, if your company is set up for this feature. 3 The administrator or practitioner signs off on timecards so no further entries can be made. The practitioner adjusts the payroll as necessary, closes the pay period, and creates and exports the paydata and punch detail files. 4 The administrator or practitioner transfers these files into the ADP payroll solution and submits the payroll to ADP. 5 ADP processes the payroll. 6 The administrator or practitioner receives and verifies paychecks from ADP and starts a new payroll cycle. You can now move to a new pay period in Time & Attendance. 6

7 Roles and Descriptions The following table describes the tasks for the employee, manager, and Payroll practitioner roles in the Time & Attendance workflow. Workspaces and Descriptions The following table describes commonly used workspaces. You may or may not have access to all of the workspaces. Your Security and Display profile assignments determine which workspaces, fields, and functions that you can view. Role Employee Manager Payroll Practitioner Description Enters own timecard data (if applicable) Approves own timecard Views own time detail, schedule, and accrual information using reports Enters own password change (if applicable) Requests time off (if applicable) Resolves all alerts and corrects timecards Modifies employee schedules (if applicable) Creates and assigns schedules (if applicable) Approves employee timecards (if applicable) Approves time off (if applicable) Generates reports Creates schedules (if applicable) Applies on-going schedules to employees Edits employee timecards Maintains employee information Signs off on all timecards Generates reports Prepares Time & Attendance data for payroll processing Submits payroll to ADP and verifies payroll when received 7

8 Explore: Using Workspaces The Navigator workspaces provide access to your Enhanced Time & Attendance data by helping you quickly and efficiently navigate to your most frequent tasks. Workspaces and Descriptions The following table describes commonly used workspaces. You may or may not have access to all of the workspaces. Your security profile determines which workspaces, fields, and functions that you can view. Workspace Manage My Employees My Information Go to Widgets Timecards Description Provides Managers with convenient access and a quick view of the tasks used that are necessary to manage the workforce on a daily basis Provides employees with access to their timecard information using the appropriate time-entry method as well as the ability to view accrual information, to view their calendar, or to change passwords (if applicable) Provides quick access to timecards in the selected time period 8

9 Explore: Navigating Your Workspaces The following illustration displays the top portion of the Manage My Employees workspace. Elements and Descriptions Element Alerts toolbar Description Displays the type and number of tasks to be addressed, such as timecard exceptions or errors or time-off requests. It includes the following alerts: Exceptions: Notifies you of all missed timecard punches and schedule exceptions for the current period Requests from Others: Notifies you of any employee requests for time off or any requests from managers to delegate their time and attendance responsibilities while they are away from work Notifications (if applicable): Notifies you when your manager responds to your time-off request Workspaces Carousel QuickNavs (search) Enlarge Button Related Items Panel Displays all workspaces that are available to you Provides quick navigation to view and group frequently needed employee information for actions such as timecard edits, schedules, and approvals Provides the ability to search across data and to return a list of employees based upon that data Maximizes or minimizes the widget workspace Includes additional widgets and QuickNavs 9

10 Introduction to QuickNavs QuickNavs enable immediate access to frequently needed information and lets managers generate inquiries on the spot. During system implementation, your company identifies the QuickNavs most useful for your time and attendance tasks. Some QuickNavs may be customized to meet your business needs. Example You want to determine which employees are on the premises. Selecting the On Premises check QuickNav displays the required information. QuickNavs and Descriptions The following table describes some of the predefined QuickNavs. QuickNav Name Employee Find Reconcile Timecards On-Premise Check Check Overtime Approve Timecards Hours Summary Accrual Balances Worked Account Summary Description All employees for whom a manager has viewing access rights. Exceptions appearing on individual timecards so you can address them. On-premise employees and any unscheduled absences; helpful at the beginning of a shift. Employees who have started earning overtime. Employee and manager approvals and exceptions that need to be reviewed. Summary of pay code types and totals by employee. Available balances of non-worked time such as vacation or sick time. Total hours charged to each labor account. 10

11 Demonstration: Locating an Employee Using Employee Find Scenario Locate Samuel Barbato employee using Employee Find. Locating an Employee Starting Point: My Team > Time & Attendance > Time 1 Select Workspaces > Manage My Employees. 2 In the QuickNavs field, select Employee Find. 3 In the Name or ID field, enter an asterisk and the data and click (search). 11

12 Filtering and Locating Employee Records To filter and locate records your business requires use the Show field and Time Period field within a QuickNav. The Filtering and Locating Employee Records Process The following table describes the stages to filter and locate employee records. Stage Description 1. Select a QuickNav. Select the QuickNav that provides an at a glance view of your labor force. 2. Select what to show (hyperfind queries). Filter employee records so only those records that you want are displayed. The Show text that is displayed provides information about the query. 3. Select a time period. Select the time period that you want to include in your view. 12

13 Applying Basic Timecard Edits You apply basic timecard edits on the Timecard page. You can apply several types of edits to employee timecards, including adding a punch, changing a punch time or time zone, overriding a punch, or canceling automatic deductions. Managers can also delete punches. While managers use the Timecard page to view and edit transactions, Payroll Practitioners use it to make timecard edits that managers may not have rights to perform. Demonstration: Editing Punches Scenario John BarryX s timecard is flagged as having exceptions on Thursday and Friday because he did not clock in. You learn that he was off site, and he could not clock in on those days. You enter the correct punches for him as 8:30 a.m. in and 4:30 p.m. out. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees > Reconcile Timecards 1 Highlight the row with the employee that you wish to select. 2 Double-click the employee's name. Result: The employee's timecard is displayed. 3 Click the field that requires the edit. 4 If You Want To Add or change a punch Delete a punch Then Enter the correct information Highlight the punch and press Delete 5 Click Save. 13

14 Demonstration: Editing Punches Scenario Samuel Barbato worked 8 a.m. to 5 p.m. on Monday. He normally works 8:30 a.m. to 4:30 p.m. On Tuesday, he had approval to come in at 11 a.m. due to an activity at his child s school. He did not provide an out time. You need to add comments and adjust his timecard accordingly. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees > Reconcile Timecards 1 Highlight the row for Samuel Barbato and double-click. 2 In the Time Period field, select Previous Pay Period and click Apply. 3 In the first row for Monday, double-click in the In field and enter 8am. 4 In the Out field, enter 5pm. 5 In the first row for Tuesday, in the In field, enter 11am. 6 Right-click and, in the Punch s window, click Comments. 7 In the Comments list, select Approved. 8 In the Note section, enter School Event and click Add. 9 Click OK. 10 In the Out field, enter 4:30 pm. 11 Click Save. Important Information When you add a comment to a system-generated punch, the punch is displayed as a usergenerated punch (black text), indicating that an edit has been made. Employees who can log on see any comments that you enter. You must have an entry to add a comment or a note. 14

15 Timecard Exceptions and Errors Timecard exceptions are unexpected or unusual transactions, such as when employees work outside of their scheduled time periods or days. Some exceptions are triggered by application rules set up during implementation. Exceptions may be associated with dates, punches, or durations. Not all exceptions require action. An error is generally a missed in or out punch and is indicated by a solid red field Errors must be corrected before you complete end-of-period tasks. After employees enter their time data, you may need to edit their timecards to make corrections. Enhanced Time & Attendance displays visual cues on the timecard when you are performing edits. Specific information about exceptions is displayed when you point to an exception. Indicators and Descriptions Indicator Description A red icon in a date field indicates an unexcused absence for the day. Pointing to the field provides more information. A blue icon in a date field indicates an excused absence for the day. A solid red field indicates an error caused by a missed in or out punch. You must enter the missing punch to ensure that the employee is paid for that period. Pointing to the field provides more information. A blue bubble inside of a field indicates a comment associated with the field contents. A red icon inside of an In or Out field indicates an exception to the time stamp. Pointing to the field provides more information. A red icon in a time field indicates an exception associated with the time stamp. A blue bubble inside of a field indicates a comment associated with the field contents. A green icon indicates that the practitioner or manager has reviewed the exception. A purple punch indicates that the transaction is system-generated. A gray field indicates that you cannot edit the transaction. An (x) before a labor account indicates that the account is not the primary account indicated in the transfer. A gray triangle in the top right of any field indicates that the entry was edited by another user. 15

16 Demonstration: Resolving Alerts The Exceptions alert notifies you when timecard exceptions occur, such as missed punches or employees who are off schedule. The most critical task that you can perform as a manager is to quickly resolve timecard alerts. Clicking the Exceptions Alert icon shows you which employees have timecard exceptions in the current pay period. Scenario Your alert notification shows that you have an exception to resolve. John Barry has a missing punch when he forgot to punch out at 4:30 p.m. You need to resolve the error for John. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees 1 At the top of the Manage My Employees page, click the Exceptions Alert. 2 In the Exceptions window, under Missed Punch, select John Barry. 3 In the Out field for Tuesday, enter 4:30pm and press Tab. 4 Click Save. 5 To return to Reconcile Timecards, on the Manage My Employees widget, click (preferences) and select Pop-Out. 16

17 Editing Timecards Depending on access privileges, managers can perform certain edits to employee timecards. Reasons to Edit a Timecard Correct missing timecards punches, hours, or pay code amounts. Fix timecard errors and exceptions before proceeding to the next pay period. Cancel meal deductions. Transfer time to a different labor account. Add or delete comments. Approve a timecard. 17

18 Demonstration: Selecting Multiple Employees for Edit Scenario You have three employees who require adjustments in the previous pay period. Rather than selecting them one at a time, you can select all three employees and display their timecards. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees > Reconcile Timecards Tip 1 In the Time Period field, select Previous Pay Period and click Apply. 2 Highlight the row for Samuel Barbato. 3 Press Ctrl and select John Barry and Peter Biggins. 4 Press Ctrl and select John Barry and Peter Biggins Result: The Go To menu is displayed.. 5 Click Timecards. Result: The timecard pages for all selected employees are displayed. If the employee names are adjacent, select the first employee, press Shift, and then select the last employee. If the employee names are not adjacent, select the first employee, press Ctrl, and select the additional employees. 18

19 Demonstration: Adding Pay Codes Enhanced Time & Attendance uses Pay Codes to organize time and money or to account for various types of time exceptions. Your company policy determines how to set up and apply pay codes. For all types of time exceptions, you add pay codes to the timecard in the same manner. Scenario 1 Dianne EchetteX was scheduled to work but called in Sick on Thursday. You need enter Sick Day on Thursday. Instructions: Adding Pay Codes to a Daily Hours Timecard Starting Point: My Team > Time & Attendance > Time > Workspaces > Go to Widgets Timecards 1 In the Time Period field, select Previous Pay Period and click Apply. 2 Highlight the row for Dianne EchetteX, click Go To, and select Timecards. 3 In the Pay Code field, click the down arrow and select Sick. 4 In the Amount field, select Full Schedule Day and press Tab. 5 Click Save. Scenario 2 Adeline AncelX, who enters total worked hours, took a personal day on Monday. Instructions: Adding Pay Codes to a Project View Timecard Starting Point: People > Time & Attendance > Time > Workspaces > Go to Widgets Timecards 1 In the Time Period field, select Previous Pay Period and click Apply. 2 Highlight the row for Adeline AncelX and click Timecard. 3 In the Hours Worked Pay Code row, select the first Monday, highlight 8, and press Delete. 4 Click Save. 5 In the blank Pay Code field, click the down arrow and select Personal Day. 6 In the Monday column, enter 8 and press Tab. 7 Click Save. 19

20 Demonstration: Canceling Meal Deductions You can configure the system to deduct a meal break automatically from an employee's time worked. The pay rule that was assigned to the employee determines the amount of time deducted. You must add a break back to the total hours worked when an employee works through a meal break or does not take one. You add the break by editing the in or out punch of the shift and canceling the meal deduction. Depending on your company's features, you may have a list of possible cancelation options. The Cancel Deduction option applies only to the current shift. If employees work multiple shifts in a day, you must select this option each time it applies to other shifts worked. Scenario While John BarryX has eight hours total for Thursday, he worked through his meal break. You need to add the break back to the total hours worked by canceling his meal deduction. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Go to Widgets Timecards 1 In the Time Period field, select Previous Pay Period and click Apply. 2 Highlight the row for John BarryX and click Timecard. 3 In the row for Thursday, right-click the in or out punch for the day. Result: The Punch s window opens. 4 Select Edit. 5 In the Cancel Deduction field, select 1 Hour Meal Deduction and click OK. 6 Click Save. Tip To reverse a canceled meal deduction, select None in the Cancel Deduction field. 20

21 Demonstration: Editing Labor Account Transfers and Work Rules Employees can transfer to another department or job. A labor account represents the department or job in which the employee worked. Managers complete labor account transfers for employees who did not enter the transfer or did not enter it correctly. If applicable, managers can also complete work rule transfers. A work rule transfer associates the appropriate payroll rules with the worked time. Scenario On the first Saturday of the month, Peter BigginsX calls in and starts work at 9 a.m. in his primary account as Customer Services Rep (CSR) in the operating room. At 11 a.m., he transfers to the Production unit as a CSR. He then works in the Production unit until the end of his shift. Because Peter worked on-call, the On-Call work rule applies. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Go to Widgets Timecards 1 In the Time Period field, select Previous Pay Period and click Apply. 2 Highlight the row for Peter BigginsX and double-click. 3 On the first Saturday, in the In field, enter 9 and leave the Out field blank. 4 Click Add Row. 5 In the In field, enter In the same row, in the Transfer field, click Search. Result: The Transfer window opens. 7 Select Labor Account. 8 In the Department field, click the down arrow and select Department 71000, Production. 9 Select Work Rule. 10 Click the down arrow, select On-Call, and click Apply. 11 In the Out field, enter 6p. 12 Click Save. Result: Enhanced Time & Attendance generates a second punch. Systemgenerated punches are displayed in purple. The labor account code is displayed in the Transfer field and the Out field is automatically populated with 11:00 a.m. Important Information Always enter the transfer in the In field. After you save the entry, the system supplies the Out field punch for that transfer event. Anytime you enter a labor account transfer, you must add a row under the one that you are currently editing to continue your entries. 21

22 Managing Schedules and Requests In Enhanced Time & Attendance, a schedule is a series of shifts with start and end times that occur over a period of time. A schedule indicates the hours that an employee is expected to work on any given day. Your Practitioner creates all predefined shift templates and assign them to employees. You can modify an employee s shift as needed. Schedule Types and Descriptions The following table describes the three types of schedules. Type Maintained By Description Example Ad hoc Manager or Practitioner Use to meet temporary and immediate scheduling needs to correctly account for an employee s time, such as a temporary override of an existing schedule. John BarryX covers a 4-hour shift for a sick employee. On Tuesday, he works 7 p.m. to 11 a.m. instead of his normal early shift. His manager enters John s new in and out times in the appropriate cells on his schedule. Daily Manager or Practitioner Use to create an employee s schedule for a specific day or days, such as an employee without a recurring schedule. Recurring Practitioner Use to assign a pattern that repeats for multiple days. John BarryX works on Monday from 1 p.m. to 10 p.m. His manager enters the 1 p.m. to 10 p.m. shift for this Monday only. Peter BigginsX works from 9 a.m. to 5 p.m. on Monday through Thursday. Using a predefined shift template, his manager assigns him to the ongoing 9 a.m. to 5 p.m. schedule. Schedule Tasks and Roles The following table describes whether the manager or the practitioner can perform a specific scheduling task. Task Manager Practitioner Create and assign ad hoc schedules. Yes Yes Create a schedule for the day. Yes Yes Create recurring schedules. Yes Assign recurring schedules. Yes Yes 22

23 Demonstration: The Schedule Planner Starting Point: My Team > Time & Attendance > Time > Workspace > Manage My Employees > Schedule Planner Gantt View: The following graphic shows the Schedule Planner displayed as a Gantt chart. Tabular View: The following graphic shows the Schedule Planner displayed in table format. You can modify a schedule in several ways. The easiest way is to edit the start and stop times directly in the cells on the Schedule Planner. If an employee has an assigned shift, the new values that you enter in the cell override the existing schedule, creating an ad hoc schedule. Elements and Descriptions Element Grid Icon bar Gantt view Tabular view Totals Description Lists employees and their related schedules Provides access to change views and perform tasks Displays the start and stop times of each shift Lists the start and stop times of each shift per day in a grid format Lists daily and schedule period totals 23

24 Demonstration: The Schedule Planner Page The following illustration displays the icons on the Schedule Planner page. Depending on the features chosen by your company, you may see more or fewer icons. Icons and Descriptions Icon Quick s View Column Selection Visibility Filter Gantt View/Tabular View Sorting Refresh View Comments Share Go To Description Provides one-click shortcuts to complete common, multiple-step tasks, speeds up data entry, and reduces errors. Quick s include tasks such as Insert Shift Template, Assign Pay Code, and Add Comments. Provides a view of the scheduling grid by employee or by schedule group. Provides the ability to select additional reference columns, such as project hours and mobile phone numbers. You can also hide columns that you do not need. Controls whether you can view assigned shifts, accruals, or pay codes by employee. Displays schedules in either a Gantt or Tabular view. You must be in Tabular View to edit cell. Sorts employees by name or primary account. Redisplays data after making changes. Refresh discards unsaved changes. Lists all comments within the selected schedule period. Prints the screen or exports data to Excel. Provides access to additional widgets and workspaces. 24

25 Demonstration: Creating Daily Schedules Scenario Dianne EscheteX is needed for a late shift on the Wednesday and Thursday of the next schedule period. You need to assign the work hours to Dianne who does not use a recurring schedule. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees > Schedule Planner 1 In the Time Period field, select Next Schedule Period. 2 Change the view to Tabular View. 3 In the row for Dianne EscheteX, in the first Wednesday, enter 330p - 11p and press Tab. 4 In Wednesday's cell, right-click and select More s. 5 Click Copy. 6 Highlight Wednesday's cell, right-click, and select Paste. 7 Click Save. Result: The new start and stop times are displayed. 25

26 Demonstration: Creating Ad Hoc Schedules You can also use the Schedule Planner workspace to meet temporary scheduling. Similar to a timecard, you can include pay codes in an ad hoc schedule. Scenario John BarryX works from 8:30 a.m. to 2:00 p.m. on Wednesday. He receives bereavement pay while attending a funeral from 2:00 p.m. to 6:00 p.m. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Schedule Planner 1 Double-click John BarryX s Wednesday shift. Result: The Edit Shift page is displayed. 2 On the graph, drag the end time from 6:00pm to 2pm and click Apply. 3 Right-click in the Wednesday cell. Result: A window with additional options opens. 4 Right-click in the Wednesday cell. Result: A window with additional options opens. 5 In the Effective Date field, enter Wednesday's date. 6 In the Pay Code field, select Bereavement. 7 In the Amount field, enter 4 and clear the Override Shift check box. 8 In the Start Time field, enter 2p. 9 Click Apply. 10 Click Save. 11 In the Effective Date field, enter Wednesday's date. Important Information If the employee uses a recurring schedule, the next schedule period reverts to the original schedule. Any changes that you make affect only the schedule that you are editing. The changes do not roll forward. The practitioner must adjust the pattern to modify the schedule permanently. 26

27 Demonstration: Requesting Time Off as an Employee When an employee submits a request, such as for time off or for a manager delegation, you receive a Requests from Others alert. You can review the request and compare it to the needs of the department to determine whether the request can be approved. Your company s configuration determines which other requests are displayed. Scenario Log on as Samuel BarbatoX, and request a vacation day for next Monday. The request is sent to Sam s manager, Donald EastX for approval. The request is displayed in Donald s Requests from Others alert. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees > Schedule Planner 1 On the Calendar widget, click (preferences) and select Pop-Out. 2 Change Time Period to Next Pay Period. 3 Click Request Time Off. 4 In the Start Date and End Date fields, enter the date for the first Monday of the next pay period. 5 In the Pay Code field, select Vacation. 6 In the Start Time field, select 9a 7 In the Length field, enter 8. 8 Click Submit. Result: The green Time Off icon is displayed on the calendar. 27

28 Demonstration: Responding to Time-Off Requests from Others The manager receives a Request from Others alert when an employee submits a time-off request. Scenario Manager Donald EastX received a Request from Others alert from Samuel BarbatoX, an employee who reports to him. Approve Sam s time-off request. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > My Employees 1 Log on as DEastX. 2 Click the Requests from Others alert. 3 Click Time Off. 4 Highlight the request to view the details. 5 To approve the request, click Approve. Result: The Approve Time-Off Request window opens. 6 Click Approve. Result: The request is removed from the Manage Requests page. 28

29 Running Reports You can use the Reporting tool to extract information from the Enhanced Time & Attendance database in an easy-to-read format, and then print or send that information as an attachment to employees and managers. Types of Enhanced Time & Attendance Reports Types and Descriptions The following table provides a brief description of the types of Enhanced Time & Attendance reports. Type Employee Manager/Practitioner Description Employees who enter time using a web browser can also access reports about their time detail, schedules, and accruals for a specific time frame and view them on the desktop in HTML format. Based on their access privileges, managers and practitioners can generate and view reports that provide information about employees, groups of employees, and other time and attendance information. Important Information Access rights to employee and manager/practitioner reports are set up in the security user s report profile. 29

30 Types of Employee and Manager/Practitioner Reports Employee Report Types and Descriptions The following table provides a brief description of each employee report type. Report Type Accrual Balances and Projection Schedule Time Detail Description Displays an employee s current balances, projected future takings and debits, projected future earnings or credits, and projected balances Displays an employee's schedule data Displays detailed data about employee punches, time periods, and pay code edits Manager and Practitioner Report Types and Descriptions The following table provides a brief description of some common manager and practitioner report types. Report Type All Accrual Details Work Rules Absent Employee Hours by Labor Account Employee Schedule Weekly Employee Transactions and Totals Exceptions Description Contains all reports available to managers in Enhanced Time & Attendance Displays types of accrual transactions for each employee Lists the work rules defined Displays an employee s excused and unexcused absences through to the current day Displays money, hours, and wages for each labor account Displays schedules of employees whose home locations are selected Displays pay code transactions and totals by employee for a selected time period Displays exceptions or comments attached to the start or end of a pay period 30

31 Demonstration: Viewing Manager Reports Scenario You need to run the Time Detail report so you can monitor totals and view employees who required edits in the previous pay period. You want to view only the actual punch information and exclude adjustments made to past hours. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees > Related Items > Reports 1 Select All > Time Detail. 2 In the People field, select All Home. 3 In the Time Period field, select Previous Pay Period. 4 In the Page Break between Employees field, select Yes. 5 In the Actual/Adjusted field, leave the default of Show Hours Credited to This Period Only. 6 In the Output Format field, leave the default of Adobe Acrobat Document (pdf). 7 Click Run Report. Result: The Check Report Status page is displayed. 8 Click Refresh Status until Complete is displayed in the Status column. 9 Click View Report. 10 Click (close) to close the report. Important Information If you previously selected an option in the People field, that filter option remains active. 31

32 Demonstration: Sending and Printing Reports You can send a report as an attachment or send it to a printer as needed. Scenario You need to send the Time Detail report to Samuel BarbatoX. Keep the default report setup. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees > Related Items > Reports 1 Select the report and related criteria. 2 Click . 3 Enter Sam.Barbato@. 4 Click OK. 5 Click Refresh Status until Complete is displayed in the Status column. Important Information Be cautious when sending reports as attachments. Reporting information is based on the access rights of the user creating the report, not the user receiving it. 32

33 Finalizing Timecards The process of finalizing timecards consists of timecard approval and sign-off. Typically, only payroll managers or their direct reports approve timecards. Approval conducted by employees and then by their managers. The approval prevents the employee from making further edits. Depending on your configuration, an employee can remove the approval to apply an edit if the manager has not yet approved the timecard. Sign-off conducted by the Payroll Practitioner only. The sign-off prevents any further editing or totaling in the pay period. The Finalizing Timecards Process Stages and Descriptions The following table describes the stages required to finalize timecards. Stage Description 1 Employees and managers complete timecard edits for the pay period. 2 Employees approve their own timecards. Managers approve their employees' approved timecards. 3 Once managers approve the timecards, the practitioner signs off on the timecards and prepares the data for payroll. Note: Depending on the timecard-approval process adopted by your company, multiple levels of approval may be required. Important Information Approvals can include a single day or a range of dates, including future dates. Only the person who gives approval or someone who has higher security rights can remove that approval. 33

34 Demonstration: Entering and Approving Timecards as an Employee Authorized employees and managers can access and update their own time and labor information by accessing the My Information workspace. Employees can also save and approve their own timecards. Scenario Log on as Donald EastX and enter your own timecard information. Your schedule has supplied your daily hours, so you only need to indicate changes. Report vacation time on Monday and Tuesday of the previous pay period. Instructions: Editing My Timecard Starting Point: My Team > Time & Attendance > Time > Workspaces > My Information 1 Log on as DEastX. 2 In the Time Period field, select Previous Pay Period. 3 In the Hours Worked row for the second week, in the cell for Monday, highlight 8:00 and select Delete. Repeat this step for Tuesday. 4 In the second row for the second week, in the Pay Code field, click the down arrow and select Vacation. 5 In that same row, in the cell for Monday, select Full Sch. Repeat this step for Tuesday. 6 Click Save. Result: A new row is available for additional entry. Instructions: Approving My Timecard Starting Point: My Team > Time & Attendance > Time > Workspaces > My Information 1 In the Time Period field, leave the default of Previous Pay Period. 2 On the icon bar, click Approve Timecard. 3 Select Approve Timecard. Result: The timecard color changes to light orange and becomes read-only. 4 Click Log Off. Important Information After you approve your timecard, you can no longer edit it unless you remove the approval. Once your manager approves it, the timecard is locked and cannot be edited by you until the approval is removed. 34

35 Demonstration: Approving Timecards as a Manager Your company may require multiple levels of timecard approval. For example, an employee, a supervisor, and a department manager may approve a timecard or a group of timecards, for any time period, one after the other. You can approve timecards from many of the QuickNavs by selecting the Approve icon from the icon bar. The Approve Timecards QuickNav displays the actual approval data. Scenario Your company has a manager who approves timecards before the timecards go to the Payroll practitioner for sign-off. Log on as Donald EastX, Samuel BarbatoX s manager, and approve Sam s timecard. Instructions Starting Point: My Team > Time & Attendance > Time > Workspaces > Manage My Employees 1 Log on as DEastX. 2 In the QuikNavs field, select Approve Timecards. 3 In the Time Period field, select Previous Pay Period and then click Apply. 4 Select Samuel BarbatoX. 5 On the icon bar, select Approval > Approve Timecard. 6 In response to the message to approve your selection, click Yes. 7 Click Refresh. Result: The Manager Approval column displays a 1, indicating that one manager approved the timecard for the previous pay period. 8 To display the approved records first, click the Manager Approval column heading. Important Information Employee approvals are indicated by a check mark in the Employee Approval column in the Approve Timecards QuickNav. Manager approvals are indicated by a number in the Manager Approval column in the Approve Timecards QuickNav. The colors on the timecard indicate different levels of approval. See the appendix for more information. 35

36 Course Closing Support After Class Additional Online Resources ADP has multiple locations to access online resources: The ADP Client Service Center: This is an online repository where clients can locate various types of information. The Bridge: o This is an ADP sponsored online community for ADP clients to share knowledge, skills and have questions answered by client/adp within the community. Workforce Now Support Center: o This is an online tool built directly into Workforce Now. The tool is designed to provide users with: o -by- procedures o Online documentation regarding a variety of subjects o Learning Bytes on a variety of subjects Let's us take a look at how each of these valuable resources can be accessed. 36

37 ADP Client Service Center The ADP Client Service Center is an online resource available to all ADP clients. Users can access a multitude of resources using this tool: The Year End service center, including reference materials and forms Welcome Packages, training manuals, Learning Bytes and online registration Health Tracking Program for clients who have purchased ADP Benefits Online support and service options. Accessing and Navigating in the Client Service Center 1 Use your Internet browser to log into 2 Select the Client Service Login, located in the upper-right corner of the page. 3 Enter your company code and address, and then select Login. Result: The Client Service Center home page displays. 4 Let's locate the Workforce Now registration area within the Client Service Center. Select the Learning Bytes link located under the title Training. Results: The Welcome to the Learning Bytes Library page appears, and the Learning Bytes section expands to display all products that have learning bytes. 37

38 Workforce Now Support Center Users have access to this tool 24/7. This tool provides a variety of online tools: by instructional information. Learning Bytes (short 2-3 min instructional videos) on a variety of topics. Documentation providing the user with specific details about the topic searched. Accessing and Searching within the Workforce Now Support Center 1 Select the Support link, located on the top right of the screen. 2 Type Performance into the search field, and then select Enter or the "Magnifying Glass" icon to begin the search. Result: All topics with Performance in them will display. 3 Review the available resources. IF you want to: Read documentation: View by instructions: View Learning Bytes: THEN: Select Documentation, then select topic Select Knowledge, then select topic Select Training, then select topic 4 For this activity select the Training tab and select the Starting a Performance review. Results: A second window will open and the learning byte will play. 5 When completed, select the Support icon again to close. 38

39 The Bridge The Bridge is sponsored by ADP, and is an exclusive online community for ADP clients. This community connects HR and payroll practitioners from across Canada and provides an environment where users can ask questions, find answers, and network with peers. The community is free, always available, and is an excellent resource for support on a variety of subjects. Benefits to Registering for the Bridge: Allows payroll practitioners and HR professionals like you to connect, engage and share information in an easy-to-use, fully accessible online forum. Acts as an additional resource for support, frequently asked questions and information for ADP clients of all sizes using all products. Always on, for 24/7/365 access anywhere in Canada. Easy to use. Accessing and Registering for the Bridge 1 Use your Internet browser to log into 2 Select the Client Service Login, located in the upper-right corner of the page. 3 Enter your company code and address, and then select Login. 4 Select The Bridge, from the menu on the left. Result: An overview of what the bridge is displays. 5 Click the Visit The Bridge link located at the bottom of the overview to register. The Bridge Registration/Login Page 39

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