Automated PAN Functions in UltiPro

Transcription

1 Automated PAN Functions in UltiPro

2 Will I still need the PAN Form for anything? You will still need to complete the PAN Form for a new hire. The New Hire Pan Form is available on LinkUp Under Human Resources /Forms /New Hire Process.

3 What PAN Functions can be done in UltiPro? Instead of completing the PAN form, you will now be able to do the following in UltiPro: Terminate an employee Change the status of an employee from Active to Leave Change an employee s job (pay, job title, cost center, work location, FT/PT, etc.) At the end of this document we have provided some helpful tips on: Using the Search feature to find your employees How to run a team report

4 Terminating an employee Quick Tour click here. The tour takes about five minutes and is a good Overview of the termination process in UltiPro.

5 Terminating an employee Find your list of employees. Click directly on a name that appears in your My Team list on your smart dashboard. OR Look under My Team and select My Employees.

6 Terminating an employee Find your employee by entering a first or last name and click on Search Note: there are several ways to search last name, first name, starting with a letter. For more tips on searching click here

7 Terminating an employee Click on the selected employee s name. The employee s Summary page will open in a new window.

8 Terminating an employee At the employee s Summary page you will land on the Personal tab. On the right side, you will see Things I can do Click on Terminate Employee

9 Terminating an employee At the Termination page, enter the information marked by red dots. Termination date the last day worked will populate with the same date but this can be changed. Paid through date Reason Termination type will populate as voluntary or involuntary depending on the reason.

10 Terminating an employee There are many choices for the reason for termination.

11 Terminating an employee If the employee is eligible for re-hire or eligible for a severance, tick the appropriate box. When all the information is entered, click Save You will see the Workflow Summary advising the next level of approval. If choices are available, select the correct reviewer for the situation.

12 Terminating an employee When the termination has been approved by all parties the UltiPro database will be updated. You can view the record under the Personal tab /Termination Info.

13 Change an employee s status When an employee is on leave from work you must change their status from Active to Leave of Absence. At the employee s Summary page, you will see Status /Key Dates under the Personal tab.

14 Change an employee s status On the right side of the Status /Key Dates page you will see a Things I can do box. Select Change Status

15 Change an employee s status At the Change Status screen, select your reason for the status change. Typically this is Leave of Absence

16 Change an employee s status After you select Leave of Absence, you will need to choose a reason for the leave from the drop down box. Enter the start date for the leave. If known, you can enter an anticipated end date.

17 Change an employee s status Click Save. You will see a Workflow Approval Summary page. The status change will go to the Benefits Administrator for review and approval.

18 Change an employee s job details and/or pay When an employee has a new job, pay rate, cost center, location or title, you need to update the information in UltiPro. Select the employee and open their Summary page. Select the Jobs tab.

19 Change an employee s job details and/or pay On the right side of the screen you will see a Things I can do box. Click on Change job and salary. The Change Job screen will open in a new window.

20 Change an employee s job details and/or pay At the Change jobs screen you will see a menu on the left. Change Job Change Salary Summary You must complete the steps in the order presented. You cannot access the Change Salary tab until you have provided the necessary Change Job information.

21 The Change Job screen Enter an effective date and choose a reason for the change. The job change can be a new position or it could be a merit increase or other change in pay.

22 The Change Job screen You can change a Cost Center on the right side of the screen.

23 The Change Job screen After you select the new Cost Center, the Region and District fields will automatically populate based on your selection. You can select the correct commission/bonus plan if necessary.

24 The Change Job screen Change the Payroll information as needed. If necessary, select the new Employee Type from the menu.

25 The Change Job screen If you change an Employee Type other fields will be populated. For example, changing a type to Part Time will: Change the Pay Group field to Hourly Allow the Hourly selection under Hourly/Salaried Change the Pay Frequency to Biweekly Allow you to input the number of scheduled hours per pay period. (Ex. Full time= > 60 hours, Part time= <30 hours)

26 The Change Job screen You just need to change fields that apply to your situation. For a simple Merit Increase, just input the effective date and merit increase as the reason, and click Next to change the salary.

27 The Change Job screen To move from the Change Job screen to the Change Salary screen click on Next. The Save button is not available

28 The Change Salary screen Under Salary, you input either a percentage change or a new pay rate. The system will do the calculation and display the new pay rate.

29 The Summary screen After you Save the Salary Change screen you will reach the Summary page. The Summary shows all your changes and the Workflow Approval choices. Select the appropriate reviewers if necessary and Save.

30 How to Search for employees To get to the Search feature, click view all under My Team on your smart dashboard Or select My Team / My Employees.

31 How to Search for employees Initially, the page is blank, but one click on Search will display a full list of your employees.

32 How to Search for employees If you have many employees, you can filter your search. There are many choices to search by.

33 How to Search for employees An easy way to find one employee is to search by last or first name, or even the first letter of the name

34 How to Search for employees You can find multiple employees in a group by searching by Cost Center, District or Region

35 How to Search for employees You can find all your employees with a certain status active, on leave, terminated, etc.

36 How to Search for employees You can even refine the search to include multiple options. For example, you could find all employees on leave of absence in a specific cost center. Just search first by status is leave of absence and then click the + or Add sign. Add in the search by cost center field.

37 How to Search for employees Quick Tour click here. UltiPro has a quick online tour to teach you what you need to know about Searching Using Filters.

38 How to run a team report After you have searched for the employee list you want, you can export a report in excel format. Choose Export to Excel (*.xls) from the drop down menu beside Actions

39 How to run a team report You can customize the report by clicking on the small arrow icon on the far right, then choose the fields you want in your report.

40 Having trouble? Help is available! Payroll at Call the UltiPro Hotline at the UltiPro Hotline at