ADP WORKFORCE NOW V12 ADP Workforce Now Time Off Policy Setup Job Aid Automatic Data Processing, LLC ES Canada
2 Introducing the New Simplified Time Off Setup Feature The new simplified Time Off Setup feature brings all of your critical time off processing information together on a single page for your convenience. You no longer have to use the six-step wizard to create a single policy. Information from all the steps is now combined into a single template with the following sections: General Options Balances & Accruing Time Off Award Rules and Tiers Requesting Time Off Reason Codes You can use the following templates to create time off policies: Vacation, Sick, Sick (No waiting period, no carryover) and Paid Time Off (PTO): The time off balance can be maintained. Jury Duty and Bereavement: The time off balance is not maintained. Custom: This template allows you to create a policy with specific requirements. Each template has a set of default values that you can use as is to create your time off policies quickly, or you can use the Additional Settings feature to change the default values per your requirements. You can now view the number of employees assigned to a policy and also assign the policies to employees directly from the Time Off Policy setup page. A new column, Employees Assigned, was added for this purpose. You can now map the time off polices and Reason codes directly from the Time Off Policy setup page. Use the Map Now feature to perform the following mapping tasks: Mapping Reason codes to the Payroll Earnings code and/or Time & Attendance Pay codes Mapping company codes to print Time Off Balances on Pay Statement.
3 How do I access the Time Off Policies page? Starting Point: Setup > Time Off > Time Off Policies The following table outlines the key elements of the Time Off Policies page: Policy Setup: Page Elements & Descriptions Element Description 1. Search Find a policy by date and/or status. 2. Add Policy Create a new Time Off Policy. 3. Policy Name The name of all existing policies is listed here. Click on a policy name link to access the Policy Setup page. 4. Accruals The accrual system used to process accruals for a policy is listed here. Note: For most Time Off policies, clients use ADP Workforce Now as the accrual engine. 5. Effective Date Either the date on which a Time Off Policy was setup, or, the date on which last changes were applied to the policy. 6. Employees Assigned The total number of employees assigned to a policy is displayed here. To access the employee list, or to make any changes to the employee records, click on the number
4 Policy Setup: Page Elements & Descriptions Element Description under the Employees Assigned field for a policy. The Assigned Employees page displays as shown in the graphic below. 7. Mapping Indicates whether the reason code associated with a Time Off Policy is mapped to the Time and Attendance Pay Code, and/or the Payroll Hours & Earnings Code to send total balances to the pay statement.
5 Policy Setup: Page Elements & Descriptions Element Description A green check indicates that a Time Off Policy is mapped to a Reason Code and/or the Payroll Hours & Earnings Code. An orange exclamation mark displays if the mapping is not completed. 8. Status Displays the status of a policy. 9. Actions Allows you to perform additional actions for a policy.
6 How do I create a new Time Off Policy? To create a new Time Off policy, click the Add Policy button on the Time Off Policies page. Starting Point: Setup > Time Off > Time Off Policies The Add a Time Off Policy window displays a list of Time Off Policy templates as shown in the following graphic: The pre-configured standard templates setup with the default field values. The Custom template allows you to create a new policy with customized configurations.
7 How do I create a new Time Off Policy? (cont.) The following table outlines the standard Time Off Policy templates and their descriptions: Time Off Policy Templates & Descriptions Time Off Policy Template Description Vacation A balance-based policy that allows employees to request time off for their vacation plans. This template allows carryover and forecasting of the time off balances. Active employees continue to accrue time off, but the terminated, deceased, and retired employees cannot accrue time off if this template is used. Sick Sick (No Waiting Period No Carryover) PTO Jury Duty Bereavement A balance-based policy that allows employees to request time off when they cannot work due to illness. This template allows carryover and forecasting of the time off balances. Active employees continue to accrue time off, but the terminated, deceased, and retired employees cannot accrue time off if this template is used. A balance-based policy that allows employees to accrue and request time off with no waiting period when they cannot work due to illness. This template does not allow carryover and forecasting of the time off balances. Active employees continue to accrue time off, but the terminated, deceased, and retired employees cannot accrue time off if this template is used. A balance-based policy that allows employees to request time off for sick days, vacation days, personal days, and so on as required. This template allows carryover and forecasting of the time off balances. Active employees continue to accrue time off, but terminated, deceased, and retired employees cannot accrue time off if this template is used. A non-balance based policy that allows employees to request time off for jury duty. A non-balance based policy that allows employees to request time off to attend the death of an immediate family member, friend, or associate. Note: All standard templates can be easily converted to a Custom template, if required.
8 How do I create a new Time Off Policy? (cont.) Depending on the template you select, the Policy Setup: <Time Off Policy Template Name> page displays, for example, Policy Setup: Vacation. The Policy Setup page has been redesigned for improved functionality. The six tabs of the old Time Off Policy wizard have been replaced with a scrolling page that contains the following five sections: 1. General Options 2. Balances and Accruing Time Off 3. Award Rules and Tiers 4. Requesting Time Off 5. Reason Codes
9 How do I create a new Time Off Policy? (cont.) The following table outlines the key elements of the Policy Setup page: Policy Setup Page Elements & Descriptions Element Description Policy Effective Date The date on which the policy will be effective for use. Edit Using Custom Template General Options Balances and Accruing Time Off Award Rules and Tiers Requesting Time Off If you are creating a policy using a pre-defined template and want to switch to the Custom template, click on this link. Enter the name and description for a policy. Click Edit to make changes to any of the following sections: Dates to determine Employee Service Date Time Off Tracking New Hire Time Off Category Indicates when the carryover/reset of employee balances will happen from one accrual period to another. Click Edit to make changes to any of the following sections: Waiting Period To Accrue Time Off Processing Rules by Employee Status Transfer Balances to Another Policy Carryover Options Set up award rules using the Add New Rule button. You can add multiple award rules for a policy, if required. Click Edit to make changes to the following sections: First Time Awards Employee Banked Hours Set up the time off request rules that determine how employees can request time off once the policy is rolled out. Click Edit to enter additional settings for: Waiting Period to Use Time Off Request Rules
10 Policy Setup Page Elements & Descriptions Element Description Reason Codes Enter the reason code for a policy. The reason code you add here will be displayed on the employees Time Off Request page. Cancel Download Save and Exit Done The Reason Code is selected by default in this section for a pre-defined standard Time Off Policy template. You can change or include additional Reasons Codes, if required. The Reason Code field is blank in a Custom template. To add a reason code, click the Add Reason Code button. Click Cancel to stop creating a Time Off policy any time. Click Download to view, save, and print a PDF version of the Time Off Policy being setup. Click Save and Exit to save your work and exit the Policy Setup page. You can resume creating the policy, if required. Click Done to complete your Time Off Policy setup. Notes: For the standard templates, the value in each field is selected by default, based on common client requirements and to simplify setup effort. If required, you can change the default values using the Edit icon. Each section has its own Edit icon. Remember, to select the Edit icon for the section in which you want to make changes.
11 How do I make a past Effective Dated Change to a Time Off Policy? Previously, to make policy changes for dates in the past that were affecting accrual calculation, you had to manually delete any time off transactions between the effective date of the change and the current date. Now, make an effective dated change to a Time Off policy using the Change effective on date field as shown in the graphic below: The Other Records allows you to view all the historical records of any changes made to a policy. Once the historical date is entered in the Change effective on field and saved, the Effective Date Changed window displays. To view the list of employees and their existing time off balance transaction details, click the CLICK HERE link.
12 How do I make a past Effective Dated Change to a Time Off Policy? (cont.) The employee list display as shown in the following graphic. Note: The TRANS.AMOUNT column refers to the existing time off balance amounts.
13 How do I make a past Effective Dated Change to a Time Off Policy? (cont.) To recalculate prior accrual records, follow the steps below: 1. Ensure that the Regenerate the transactions option is selected. 2. Click Done. Note: To compare the existing time off balance values under the TRANS.AMOUNT column and the regenerated values, run the Time Off Balance Detail report (Reports > Standard Reports > Time Off) prior to regenerating the transactions.