Maintaining Employee Information for ADP Workforce Now

Transcription

1 ADP WORKFORCE NOW V15 Maintaining Employee Information for ADP Workforce Now Automatic Data Processing, LLC ES Canada

2 2 Table of Contents Welcome 5 Prerequisites 5 Duration 5 Course Objectives 5 Implementation Questions 5 What Is the New Hire Workflow? 6 What Are New Hire Templates? 7 Explore: The Hire/Rehire Page 9 Explore: The New Hire Wizard 10 Activity: Completing the New Hire Wizard 12 Activity: Completing the New Hire Wizard (Cont.) 13 Learning Activity: What Can You Get Done in 2 Minutes? 16 What Is a Custom Template? 17 What Are Additional New Hire Tasks? 19 What Is Rehiring an Employee? 21 The Employee Status Change Process 23 Explore: Accessing Employee Information from the People Menu 24 Activity: Placing an Employee on Leave 25 Learning Activity: Job Change Consequences 27 How Do User Rights and Workflow Affect Recording Job Changes? 28

3 3 Activity: Entering a Salary Change 30 What Is Multiple Positions? 31 When Should You Use Multiple Positions? 32 What Are Paid and Nonpaid Positions? 33 Practice: Entering Employee Changes 34 Practice Results: Entering Employee Changes 35 Navigating the Transfer Employee Tab 38 Pay Division Transfers 42 Transfers of Province of Employment 44 Employee Transfer Wizard 44 Activity: Province of Employment Transfer 45 Impacts of Effective Dating on Province of Employment Transfers 46 Cancelling a Transfer Steps 47 The Termination Process 48 Termination Data Entry Flows 49 Activity: Terminating an Employee 51 Activity: Rehiring an Employee 56 How to Archive 57 How to Un-Archive 58 Explore: Standard Reports 59 Which Standard Reports Help You Verify Employee Changes? 60

4 4 Running the Employee Payroll Changes Report Job Aid 62 Running the Audit Trail Report Job Aid 63 Support after Class 66

5 5 Welcome Welcome to Maintaining Employee Information for ADP Workforce Now. To minimize background noise, use your phone's mute function or on your phone's keypad, press *6 to mute the line and *7 to unmute the line. Be sure to state your name before speaking. Do not place your phone on hold. This course is designed to provide you with the knowledge and hands on experience required to comfortably get started navigating ADP Workforce Now. Prerequisites Getting Started With ADP Workforce Now. Duration This course is 4.5 hours long. Course Objectives Upon completion of this course, you will be able to: Hire or Rehire an Employee Change Employee Data Terminate an Employee Add Another Position for an Employee Run Standard Reports to Verify Changes Implementation Questions List any follow-up items that you may need to discuss with your implementation consultant (IC):

6 6 Hiring an Employee Overview To hire 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.

7 7 What Are New Hire Templates? Description To begin the new hire process, you select a template. As a practitioner, you have the option to use a ADP supplied System template or create a Custom template. System template (contain the predefined data elements that populate the wizard) Custom template (created and maintained by practitioners for specific business needs) Note: During implementation, your ADP representative helps you to set up any Custom templates that you need to get started. The templates consist of information such as: The required and optional fields. A list of users who will participate in entering new hires The approval process. Example You hire a contractor who is 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. Using a Custom Template Here are the four common reasons for using a Custom template: 1. There are multiple employees that require different data captured upon hire/re-hire/term/leave. 2. Business needs are different than the criteria within the System template. 3. Specific fields are mandatory. 4. Specific data fields are not required in the System template. Example of a Custom Template You have a Custom template for hiring seasonal contract workers who are not paid through ADP Workforce Now Payroll but who will track their time. You don t need to enter payroll information such as pay rate, but you do need to enter emergency contacts for each new worker. You need for this template to require final approval for each new seasonal contract worker who is hired. Templates Management As a practitioner, you maintain the templates and options available are based upon the products purchased. Templates are created/maintained through Setup > Template Management > Select Hire/Re-Hire or Status Changes.

8 8 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, tax and direct deposit information for the new hire. You need to enter any additional information, such as job title 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. ADP supplied system templates are identified by the word System at the end of their name. These templates cannot be edited, but a practitioner can copy the template and edit that copy. Additional Resource For more information about using new hire templates, see the Working with Quick Hire Templates Learning Bytes in the Support Center.

9 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 is an example of the Hire/Rehire page: The following table describes the elements of the Hire/Rehire page: Elements and Descriptions Element Start Hire tab In-Progress Hires tab Hire History tab Select a Template section Description Select the template needed to start a new hire. 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 or rejected new hires. Select the appropriate new hire template. Note: To review the content/configuration of a new hire template, the practitioner can go to: Setup > Template Management > Hire/Rehire and then click on the name of the template they wish to review.

10 10 Explore: The New Hire Wizard Overview The New Hire wizard guides you through the steps to complete the new hire process. You complete the process from a single page.

11 11 Explore: The New Hire Wizard (cont.) The following table describes the elements of the New Hire wizard on the Hire/Rehire page: Elements and Descriptions 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, then confirm before submitting to ADP Workforce Now. 4. Personal (in step 1) section Displays required and optional fields for each step. 5. More Fields pane Displays less commonly used fields. Select a field or click the edit icon 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.

12 12 Activity: Completing the New Hire Wizard Scenario Your company hired Dawn Lerner as a Customer Service Representative. She is a full-time employee, and she tracks her time using an online timesheet. At your company, only one practitioner is needed to enter a new hire. Begin by entering Dawn s personal information. Instructions Starting Point: Process > HR > Hire/Rehire Step 1: Launch the New Hire Wizard Step Action 1 Click the HR + Payroll + Time (System) template. Result: The New Hire wizard launches, starting at step 1 2 In the Name field, enter Dawn Lerner. Result: The Payroll Name and Tax Form Name are auto populated. 3 Click the Not Provided checkbox next to the Tax ID field. 4 In the Hire Date field, select Today s Date. 5 In the Reason for Hire field, select CURR - Existing Position. 6 In the Company Code field, select Go Green In the Gender field, select Female. 8 In the Birth Date field, select Nov 13, From the Country dropdown, select CAN Canada. 10 In the Address Line 1 field, enter 123 Front St. W. Result: The Province / Territory, Address Line 2, City and Postal Code fields are auto populated. 11 Click Next Result: A green check mark appears for Step 1 Personal and Step 2 Employment is displayed.

13 13 Step 1: Launch the New Hire Wizard Step Action 12 Click Save and Exit Important Information ADP recommends that you refer to the employee's Social Insurance Number card when entering the employee's full name. The legal address is used for the employee's tax documents. Activity: Completing the New Hire Wizard (Cont.) Scenario Your company hired Dawn Lerner as a CSR. You have already entered and saved Dawn s personal information. Now, you are ready to complete the new hire process. Instructions Starting Point: Process > HR > Hire/Rehire Step 1: Launch the New Hire Wizard Step 1 2 Action Click the In-Progress Hires tab. Result: The in-progress new hires and key details are displayed. Select Lerner, Dawn. Result: The New Hire wizard launches, starting at step 1. 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 CSR Customer Service Representative.

14 14 Step 2: Employment Step Action 4 In the Worker Category field, select FTR Full Time Regular. 5 In the Time & Attendance Supervisor field, select Barbato,Samuel. 6 In the Business Unit field, CAN - Canada. 7 In the Home Department field, select Customer Service. 8 Click Next. Result: The Payroll step is displayed. Step 3: Payroll Step Action 1 In the Regular Pay Rate fields, select Hourly and enter 20 2 In the Standart Hours field, select In the Pay Division field, select Customer Service 4 Click Next. Result: The Tax step is displayed. Step 4: Tax Step Action 1 In the CRA PA / RQ ID field, select 1 - desc. 2 In the Province of Employment field, select Ontario. Note: The Federal Tax Credits and Provincial Tax Credits fields are auto populated with Standard Amount. 3 In Option for Commission Tax Calculation, default is Automatically Calculate Taxes. 4 Click Next. Result: The Tax step is displayed.

15 15 Step 5: Time & Attendance Step Action 1 In the Pay Class field, select FTHRS - 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. Review Step Action 1 Result: The hire entries are displayed for review 2 Confirm the information that you entered. 3 Click Done Result: The Hire/Rehire history page is displayed with a confirmation message. Important Information Auto Save (New Hire Wizard only) Entries are automatically saved every 5 minutes. The Auto Save message is displayed at the top of the page, underneath the SAVE & EXIT button: Auto Save does not validate entries. Validation occurs when the user moves to the next step or submits the entries to ADP. Auto Save in the New Hire wizard does not mean that Auto Save occurs in other pages in the application. Additional Resources For more information about using the New Hire wizard, see the Working with New Hires Learning Bytes in the Support Center.

16 16 Learning Activity: What Can You Get Done in 2 Minutes? Scenario Your company is hiring Dawn Lerner as a Customer Service Representative. 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. Question and Answer 1. What do you access to begin the hiring process? 2. What happens if you do not complete all of the required fields?

17 17 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. You can access the templates by going to Setup> Template Management> Hire/Rehire. 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 example shows a custom template that was created to hire seasonal contract workers: Important Information Contact Name (Including First and Last) 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. Verify compliance information for each provincial and local tax so you know which additional tax fields are required for your company. For example, depending on your province, marital status and exemptions may revert to the employee s federal tax selections if they are not entered separately.

18 18 Additional Resources If You Need More Information About New hire templates Hiring an employee Then See Creating New Hire and Status Change Templates in ADP Workforce Now self-study. Hiring an Employee learning byte available in the Support Center.

19 19 What Are Additional New Hire Tasks? Overview After a 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 is an example of the employee's Company Policies page:

20 20 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. Instructions Starting Point: Process > HR > Delete Employees 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. Additional Resources For more information about deleting a new hire record, see online Help and the Deleting a New Hire Learning Byte in the Support Center.

21 21 What Is Rehiring an Employee? Overview You can use the New Hire wizard to rehire employees who were previously terminated. Description You rehire an employee when an employee who was previously terminated returns to work as an active employee. Example Ricardo Ortega left the company and now Go Green 100 wants to rehire him. Because Ricardo had previously worked for this company, his Position ID already exists in ADP Workforce Now. The following alert message is displayed when you begin the rehire process: Additional Resources For more information about rehiring an employee, see online Help and the Rehiring an Employee Learning Byte in the Support Center.

22 22 Rehiring a Previously Terminated Employee Scenario Let s say you need to rehire John Davis, a previously terminated employee. 1. Does it make sense to rehire John using the New Hire process? 2. What would be a more efficient way to rehire John?

23 23 Changing Employee Data Overview You may need to change an employee s status for the following reasons: Retirement Leave of absence Termination or Rehire Job changes such as promotions or transfers Salary changes The Employee Status Change Process 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. The following process must be completed to change an employee s status: Stages and Descriptions 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: Guideline 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 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.

24 24 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 Personal Information submenu selected. The following table describes the submenus on the People menu: Submenus and Descriptions Submenu Personal Information Employment Pay Benefits Time & Attendance Time Off Talent 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 and goals and compensation notices

25 25 Activity: Placing an Employee on Leave Scenario Starting tomorrow, Philomena Anderson will start an anticipated 12-week family medical leave. Instructions Starting Point: People > Employment > Employment Profile Part 1: Starting the Leave Wizard Step Action 1 Under Employee Search, click the link. Result: The Employee Search window opens. 2 Select the employee from the NAME list. 3 In the Status tile, next to Active, click (edit). 4 In the Select a New Status field, select Leave. Result: The Select a Leave Template field is displayed. 5 In the Select a Leave Template field, select Leave (System). 6 Click START LEAVE WIZARD. Result: The Place on Leave wizard is displayed. Part 2: Leave Wizard: Reassigning Employees Step Action 1 On the General Options page, enter the following information and then click Next: Leave of Absence Start Date: tomorrow's date Leave Reason: FAM Family Do you want to issue an ROE?: No 2 On the Direct Deposits page, click Next. 3 On the Record of Employment page, click Next. 4 On the Direct Reports page, click SELECT NEW MANAGERS.

26 26 Part 2: Leave Wizard: Reassigning Employees Step Action Result: The Select New Managers window opens. 5 In the Available Managers list, select Barbato, Samuel, and then click (add selected). 6 Click REASSIGN EMPLOYEES 7 Select all of Philomena s employees and drag them to the column under Barbato, Samuel, and then click Done. 8 Click Next. Part 3: Completing the Leave Wizard Step Action 1 On the Company Property page, click Next. 2 On the Benefits page, in the Terminate Benefits? field, select No and then click Next. 3 On the Final Payment page, click Next. 4 On the Position page, click Next. 5 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.

27 27 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. Instructions 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.

28 28 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. User Rights and Workflow 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

29 29 How Do User Rights and Workflow Affect Recording Job Changes? (cont.) 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, register for the Approval Process Basics for ADP Workforce Now course.

30 30 Activity: Entering a Salary Change Scenario Peter Biggins will receive a pay raise due to his recent performance. Peter s new hourly rate is $21. Starting Point: People > Employment > Employment Profile Instructions Step Action 1 Under Employee Search, click the link. Result: The Employee Search window opens. 2 Search for and select Biggins, Peter. 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, 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 On the Regular Pay page, the timeline is displayed on the left. (edit) in the Regular Pay tile. 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. Additional Resources For more information about Automatic Pay and paydata grids, register for the Payroll for ADP Workforce Now course.

31 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.

32 32 When Should You Use Multiple Positions? The following table indicates when you should use Multiple Positions or another feature: Multiple Positions If the Employee Serves In More than one position (paid or nonpaid) More than one position and multiple T-4 s are required because payments are issued under separate federal tax identification numbers Multiple positions and reports to two or more different managers One position and changes Provincial or local jurisdiction as a result of a transfer to a different location One position and requires that a percentage or number of hours worked and be allocated to different departments Then use Multiple positions Multiple positions Multiple positions Transfer Employee Automatic Labour Allocation Important Information When you set up an employee with a new paid position, an additional file number is created through Payroll. A separate T-4 Form will generate 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. 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. Additional Resource For more information about adding another position, see the Changing Employee Job Information Learning Byte s in the Support Center.

33 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: 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 Go Green 100. She is paid through an outside agency, not through ADP Workforce Now. Her position is a nonpaid position.

34 34 Practice: Entering Employee Changes Scenario You need to enter some employee changes: David Arthurs received a 4% performance increase due to a promotion yesterday. Michelle Brown has just been promoted to Manager in the Customer Service department effective today. She will also start her new position today. Her new job title is Customer Service Manager and she reports to Donald East. Carlo Garland returned from leave today. Starting Point: People > Employment > Employment Profile Instructions Step Action 1 Change David Arthurs salary to $ , which is an increase of 4% or $ Note: The Rate Change Calculator is a convenient way to enter percentage increases. 2 Change Michelle Brown 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 Michelle s new management position so that the new position is processed accurately and includes reporting relationships. 3 Activate Carlo Garland, now that he has returned from leave. 4 Click Done. Result: A message is displayed, confirming that the employee was successfully hired.

35 35 Practice Results: Entering Employee Changes David Arthurs Change Michelle Brown s Change

36 36 Carlo Garland s Change

37 37 Transfers Overview A Transfer occurs when you move an employee or change any of the following fields on a paid position: File Number Pay Division Province of Employment CRA /MRQ Business ID number Company Code Factors in Transferring an Employee Only paid positions can be transferred Transfers are not effective dated. All transfers will be processed in the current open pay period. Based upon CRA and MRQ Legislative Requirements, you may require multiple T4 s when you transfer an employee. Please refer to the appropriate agency for their requirements. If a New Hire is transferred and processed in the same pay cycle as they are hired, the system will combine all the entries into one as the current information. Transfers occurring after your final year-end payroll has been processed may require some additional intervention to ensure earnings appear on the correct T4. Please refer to the Year End Job Aids on the ADP.ca Client Service Centre Transfer Types The transfer feature provides practitioners with the ability to complete the following transfer types for paid positions: A change of Company Code A change of CRA PA/RQ ID number A change of Province of Employment A change of Employee s Pay Division A change of Employee s File Number Note: Some entries may or may not require separate tax forms.

38 38 Employee Transfer Pages Navigating the Transfer Employee Tab Starting Point: Process > HR > Transfer Employee

39 39 Navigating the Transfer Employee Tab (cont.) Transfer Employee Elements Elements and Descriptions Element 1-Selected Employee 2-Transfer Date 3-Company 4-CRA PA/RQ ID 5-Province of Employment 6-Pay Divisions 7-File Number 8-How should this transfer be handled? Reporting Structure 9-Reporting Structure Description The magnifying glass provides practitioners with the ability to search and select an employee or access the Manage My Lists link. This date identifies the date the transfer takes place as of. Note: Date must be within Open Pay Period dates. Result: Once this date is populated the remaining fields will pre-populate based upon the employee selected. Company is pre-populated and grayed out, based upon the employee selected. This dropdown provides all CRA business numbers available for this company. This dropdown provides all provincial selections. This dropdown provides all pay divisions available in the company. This is an editable field that can remain the same or be changed as required. Select the option required based on Legislative Requirements, and indicate how to manage the direct reports. Select whether to maintain or remove direct reports from this position.

40 40 Transfer History Image Transfer History Image with Action Options 5 Transfer History Elements Elements and Descriptions Element 1-Transfer Instruction Link 2-Transfer Date 3-Position ID Information 4-Practitioner Information 5-Other Actions Description Displays the transfer date that was keyed into the Transfer Employee tab. This link opens a separate window that provides the transfer summary information Display the source and transferred position ID. The audit trail displays the author of the transfer. This dropdown provides the action options.

41 41 The Transfer Instructions Window Transfer Types Let's now take a look at how the various transfer types are completed. In this module we will review Pay Division transfers, Province of Employment transfers and transfers between CRA/MRQ Business ID s.

42 42 Pay Division Transfers Pay Division Transfers are completed when an employee moves from one pay division to another. Scenario Bradley Thomas currently works in the Production Pay Division and he is being transferred to the Learning and Development team. Transfer Bradley from pay division to pay division Activity: Pay Division Transfer Starting Point: Process > HR > Transfer Employee (Page opens to the Transfer Employee tab) Pay Division Transfer Step Action 1 Select the dropdown next to the magnification glass. Use the search or page option to select Bradley's name. 2 Select the calendar icon and select or type in the desired date. Note: Date sequence is DD/MM/YYYY. The date cannot be less than the position start date and must be within the current pay period 3 From the Pay Division dropdown, select Learning and Development. 4 Select Continue with the current tax form; so only one tax form will be created. 5 Select the Submit button to complete the transfer.

43 43 Confirmation Window Impacts of Effective Dating on Pay Division Transfers When the employee has effective dated entries and a pay division transfer occurs, the following messages appear at the bottom of the Employee Transfer page:

44 44 Transfers of Province of Employment Transfers of Province of Employment are completed when an employee permanently changes their province of employment. This transfer type and several others, such as changing CRA/MRQ Business ID, use the following transfer wizard to complete the transfer process: Employee Transfer Wizard Scenario Eugene Gendron currently works in Quebec, is moving to Ontario and will now be working in the Mississauga location. Complete a transfer that will change his province of employment to Ontario.

45 45 Activity: Province of Employment Transfer Starting Point: Process > HR > Transfer Employee Province of Employment Transfer Step Action 1 Select the dropdown next to the magnification glass. Use the search or page option to select Eugene's name. 2 Select the calendar icon and select or type in the desired date. Note: Date sequence is DD/MM/YYYY. The date cannot be less than the position start date and must be within the current pay period. 3 Select the dropdown in the Province of Employment field and select Ontario. 4 Select Start with a new tax form radio button; so that Eugene will receive two tax forms. Note: If the person transferring is a manager one additional field will display with the following choices; Maintain direct report to this position or remove direct report from this position. 5 Select the Submit button. Result: Employee Transfer wizard opens with three steps: Position, Federal & Provincial Taxes and Confirmation. 6 Update each of the dropdown with the new data: Business Unit: CAN - Canada Location: MIS - Mississauga Home Department: Remains the same This position will report to: Remains the same Job Title: Remains the same Regular Pay Rate: Remains the same Standard Hours: Remains the same 7 Select Next. 8 Use the defaults in the Federal & Provincial Taxes tab. 9 Select Next.

46 46 Province of Employment Transfer Step Action 10 Review the confirmation page to validate entries, and then select Done. Note: His new address information will need to be updated on the Address page at some point Impacts of Effective Dating on Province of Employment Transfers When the employee has effective dated entries and a province of employment transfer occurs, the entries will react as follows: All future dated records have been transferred from the old file number to the new file number If this transfer resulted in a change in the business number or province of employment, the new values will be applied to all future dated records. All historical records remain on the old file number as a result of this transfer to the new file number

47 47 Cancelling a Transfer The Transfer History tab contains a list of all transfers completed in the current pay cycle. Transfers can only be cancelled within the cycle they were created. Cancelling a Transfer Steps Starting Point: Process > HR > Transfer Employee > Transfer History Tab To cancel transfers complete the following: Cancelling a Transfer Step Action 1 Select the employee by selecting the box to the left of the employee name. 2 Select DELETE. Result: A Confirm Action dialogue box appears. 3 Select Yes to the question: Are you sure you want to delete the selected records? Result: A message will display confirming the cancellation. Important: All information entered as part of the transfer task will be discarded when a transfer is cancelled. When you cancel an employee transfer for which a separate tax form was requested, all cyclical payments and adjustments and position changes made after the transfer task was completed will be discarded. After the transfer has been successfully canceled, all applicable payments and changes that were discarded will need to be rekeyed in the existing position.

48 48 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: Starting Point: Process > HR > Terminate Stages and Descriptions Stage Description 1 Select the appropriate template and start the termination. 2 Enter the termination date, reason, and other general information. 3 If applicable, change additional information such as terminating benefits, stopping direct deposit, recording the return of company property, reassigning direct reports and entering final payment information. 4 Confirm and approve the termination. 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

49 49 Termination Data Entry Flows Overview The way your company is structured determines the specific data entry flow for your organization. Description You may be the only practitioner at your company and you enter all termination data, or you may be one of two or three practitioners at your company who enter termination data. Example Go Green has multiple practitioners who complete steps in the wizard. The HR practitioner enters general information for the termination, then the payroll practitioner changes direct deposit information and arranges for the final payment. Important Information The tasks required for terminating an employee can include an approval step, if your company requires it.

50 50 Termination Templates Overview To begin the termination process, you select a template. The template consists of information such as: Required and optional fields used by your company A list of users who will participate in entering termination information The approval process Use an ADP supplied system template or a custom template you create. Note: Your ADP representative will create a custom template with you during implementation. Custom Template Example You created a custom template for terminating seasonal contract employees. This template skips payroll related steps, such as updating direct deposit information, and allows you to enter information about company property issued to the workers and ensure final approval for the termination. Record of Employment Practitioners have the option to customize the termination template by adding in an ROE step. This step adds the ability to request an ROE at the time of termination rather than manually keying and requesting it through the ROE standalone page. The complete ROE process will be discussed in the Payroll for Workforce Now module.

51 51 Activity: Terminating an Employee Scenario Richard Telford has resigned to go back to school. You need to record his termination and reassign his direct reports to another supervisor so that their timecards can be approved. Instructions Step 1: General Options Starting Point: Process > HR > Terminate Terminating an Employee Step Action 1 Point to Process and, under HR, select Terminate. 2 Click the Lookup (the magnifying glass) button and then select Richard from the list. 3 In the Select a template field, select Termination (System). 4 Click START A TERMINATION. Result: The Terminate wizard begins at General Options. 5 In the Status field, accept default of Terminated. 6 In the Termination Date field, enter Today s date. dd/mm/yyyy format. 7 In the Termination Reason field, select M - Mutual Agreement. 8 In the Eligible for Rehire field, accept default of Yes. 9 In the Do you want to issue an ROE? Field, accept default of Yes. Note: If you are offering Salary Continuance option to your terminated employees, then enter the Salary Continuance date. (This field is information only and you will still need to make the necessary Payroll Adjustments for those employees) Click Next. 10 Enter Direct Deposit information, if needed. Click Next. 11 Under ROE, General section, select C- Return to School as the Reason for Issue. 12 Select Yes for Ready to Issue this ROE. Click Next.

52 52 Instructions Step 2: Additional Options Additional Options Step Action 1 Under Direct Deposit, click Next. 2 Under Record of Employment, click Next. 3 Under Direct Reports, Click SELECT NEW MANAGERS 4 In the Available Managers list, select Bernard Agard, and then click (add selected). 5 Click REASSIGN EMPLOYEES 6 Select all of Richard s employees and drag them to the column under Bernard Agard. Click Done and then click Next. 7 On the Company Property page, select the relevant company PROPERTY, DATE RETURNED and RETURNED TO information. Click Next. 8 On the Benefits page, Terminate Benefits: Yes; indicate Last Day of Coverage. Note: this page only displays if your company has purchased a Benefits package. 9 Click Next. 10 On the Final Payment page, accept default of Do not issue their pay and Adjustment is not required and click Next. 11 On the Position screen, click Next. 12 On the Confirm page, click Done.

53 53 Activity: Terminating an Employee (cont.) Important Information When you terminate an employee who tracks time, their position status changes to marked for termination until moving to the next pay period in Time and Attendance. If you begin the termination process from the Status page, changes you enter other than the termination date and reason will be erased. When an employee is terminated/archived in Workforce Now, the system does not terminate their access to Workforce Now. The reason is that termination is done in Workforce Now but the user ID and Passwords are controlled in Netsecure. So the terminated/archived employees even though terminated in Workforce Now, will still have access to Workforce Now. If this is a concern, then do the following: Option 1: 1. Create a new employee profile under Access Permissions. Define what pages you want the terminated employee to have access to after the status change. At the minimum we recommend access to pay statements, tax forms under the Myself tab. 2. Create a new a Membership Rule (employment status = terminated) and attach the Membership Rule to the new profile created for terminated employees. This will move all the terminated employees into this new profile. Anytime a terminated employee is rehired and the status is changed to Active again, the system will automatically move them out of this custom profile and add them back the standard employee profile. Option 2: If you do not want the terminated employees to have any access to Workforce Now after the status change, then do the following (this can be only done by the Security Master or ADP CTS): Go to Netsecure [Setup > Security > Security Management] 1. Click People > Manage Users 2. Click on the terminated employee s name 3. Click on the Access Information tab 4. Click Suspended and Save.

54 54 Rehiring an Employee Overview You can select Employment Profiles under Employment in the People menu to rehire employees who were previously terminated. Description Rehiring an employee occurs when an employee who was previously terminated returns to work as an active employee. Example Richard Telford resigned his position as Customer Service Manager to return to school. Now that he has completed his degree, Go Green wants to rehire Richard in the same position. Method for Rehire: People > Employment > Employment Profile > click (edit) in the Terminated tile,

55 55 Rehiring an Employee (cont.) The practitioner changes the position s status from Terminated or Leave back to Active in the Change Status page: Additional Resources For more information about rehiring an employee, refer to online Help and the Support Center.

56 56 Activity: Rehiring an Employee Scenario Richard Telford is returning to work. You need to look him up in the system and rehire him. Starting Point: People > Employment > Employment Profile Instructions Additional Options Step Action 1 In the Employment Profile page, click the Employee Search (magnifying glass) and search for and then select Richard Telford from the list. 2 Under Status, Click on the Edit icon next to Terminated. 3 In the Select a New Status dropdown, select Active. 4 Enter in the Rehire date, and Rehire Reason is CURR Existing Position. 5 Click Done. 6 On the Status page indicate when Change will be effective. 7 Click Done. Note: If the employee was Archived, then the practitioner must Unarchive the employee before you can rehire that employee.

57 57 Archive Employees Overview The archive feature allows the user to stop billing for one or more employees for a desired period of time. This feature is commonly used for clients with seasonal operations. The employee must fulfill the following criteria in order to be archived: There cannot be any pending payroll transactions on any of the employee's positions; this applies to pending new hires or added positions. There cannot be any pending workflows, future-dated records, timecard entries, or any direct reports related to the employee. The payroll must have been processed with the Terminated status of the employee. The position must have a status of terminated. Once the employee is archived, the following are true: The employee will not appear in any employee selectors or search results. Imports will not be permitted for the archived employee(s). How to Archive The following table lists the steps in the Archive process: Archive Process Step Action 1 Process > HR > Archive Employee Result: This will take you the Archive Employee page. 2 Click Ready for Archive tab and then Select Termination Date range from then Click Search Result: This will display all the employees terminated within the date range you specified. 3 Select employee(s) from the list by clicking checkbox and Click Archive. Say Yes when asked to confirm. Result: The employee(s) will show up in the Archived Tab section.

58 58 How to Un-Archive The following table lists the steps in the Archive process: Archive Process Step Action 1 Process > HR > Archive Employee Result: This will take you the Archive Employee page. 2 Click Archived tab and then Select employee(s) from the list of archived employees by clicking checkbox, then Click Un Archive. Result: The selected employee(s) will be un-archived.

59 59 Running Standard Reports to Verify Changes Overview Standard reports are predefined, highly formatted output reports that you can create and 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:

60 60 Explore: Standard Reports (cont.) Elements and Descriptions The following table describes elements found on the Standard Reports page: Elements and Descriptions Element Output tab Standard tab My Reports tab Filter section Description On this tab, you can access all report output (Standard, My Report, Custom). On this 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. On this tab, 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. You can filter the report output by options such as report type and category. 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

61 61 Example: Employee Payroll Changes Report Example: Audit Trail Report

62 62 Running the Employee Payroll Changes Report Job Aid 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 Instructions 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 desired output option. Important Information 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. Additional Resource For more information about standard reports and My Reports, see online Help.

63 63 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. Starting Point: Reports > Standard Reports > Audit Trail Instructions 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 desired output option. Important Information 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.

64 64 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 Ontario to Quebec. 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? 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. Which of the following scenarios requires adding another position for an employee? a. Jack was promoted and will be working in a new position at another location. b. Dawn is a nurse for Lake Mary Assisted Living and will now also work as a nurse for the Sanford Assisted Living branch of the company, which has a different Provincial Tax. c. Charles has accepted an offer for a new customer service representative position. d. Laurie works for a defense contractor and her time is allocated as 10 hours per week to the Air Force project and 30 hours per week to the Navy project.

65 65 Knowledge Check (cont.) 5. 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.

66 66 Course Closing Support after Class Additional Online Resources ADP has multiple locations to access online resources: The ADP Client Service Centre: This is an online repository where clients can locate various types of information. The Bridge: 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 Centre: This is an online tool built directly into Workforce Now. The tool is designed to provide users with: Step-by-Step procedures Online documentation regarding a variety of subjects Learning Bytes on a variety of subjects Let's take a look at how each of these valuable resources can be accessed. ADP Client Service Centre The ADP Client Service Centre 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.

67 67 Accessing and Navigating in the Client Service Centre Step Action 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 Centre home page displays. 4 Let's locate the Workforce Now registration area within the Client Service Centre. 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. Workforce Now Support Centre Users have access to this tool 24/7. This tool provides a variety of online tools: Step by Step 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.

68 68 Accessing and Searching within the Workforce Now Support Centre Selecting Report Criteria Step Action Select the Support link, located on the top right of the screen. 1 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. Review the available resources. 3 If you want to: Read documentation View Step by Step 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. 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.

69 69 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 Accessing and Registering for the Bridge Step Action 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