Printing the Study Guide

Ceridian Self Service Version 2.4 Printing the Study Guide If you are using a version of Adobe Reader that is prior to 6.0, Ceridian recommends clearing the Shrink oversized pages to paper size check box prior to printing the document to ensure the screen captures are their full size when printed. To clear this check box: 1. Open Adobe Reader. 2. From the File menu, click Print. The Print window appears. 3. In the Copies and Adjustments section, verify the Shrink oversized pages to paper size check box is cleared.

Contents ii Publication Record Software Version Publication Date Description 2.3 04/06 Release of Ceridian Self Service Version 2.3 Manager Role Study Guide 2.3 09/06 Release of Ceridian Self Service Version 2.3/Q3 06 Manager Role Study Guide 2.4 09/07 Release of Manager Role Study Guide 2007 by Ceridian Corporation All rights reserved. Printed in the United States of America. Ceridian is a registered trademark of Ceridian Corporation. Product names mentioned herein may be trademarks and/or registered trademarks of other companies.

Contents iii Contents About This Study Guide... ix Overview... x Goals... x Audience... x Guide Organization... xi Modules... xii Module Icons... xii Additional Resources... xiii Module 1: Introduction to Self Service Overview... 1 2 Objectives... 1 2 Topic 1: Log In... 1 3 How to Log In to Self Service... 1 3 Topic 2: Tour the Home Page... 1 4 Topic 3: The To Do Area... 1 6 Company Message and Email Address Information... 1 6 Workflow and Types of To Do Documents... 1 6 Topic 4: Pending Documents... 1 8 How to Approve or Reject Pending Documents... 1 8 Questions... 1 10 Answers... 1 11 Recap... 1 12 What s Next... 1 12 Module 2: Maintaining Employee Information Overview... 2 3 Objectives... 2 3 Topic 1: Adding New Hire Information... 2 4 How to Process a New Hire... 2 4 Topic 2: Selecting Employee Information... 2 11 How to Select Employee Information... 2 11 Topic 3: Managing Employee Job Information... 2 12 How to View Employee Job Record Information... 2 12 How to Add New Job Information... 2 13 Multiple Job Functionality... 2 14 Topic 4: Managing Employee Job Review Information... 2 16 How to View an Employee s Job Review... 2 16 How to Add New Job Review Information... 2 17 Topic 5: Managing Employee Base Compensation... 2 18 How to View Employee Base Compensation... 2 18 How to Add New Base Compensation Information... 2 19 Topic 6: Managing Scheduled Bonus & Other Compensation... 2 21 How to View or Add Scheduled Bonus Information... 2 21 How to View or Add Other Compensation Information... 2 22 Topic 7: Managing Employee Salary Reviews... 2 23 How to View Employee Salary Review Information... 2 23 How to Add New Salary Review Information... 2 24

Contents iv Topic 8: Managing Employee Employment Information... 2 25 How to View Employment Records... 2 25 How to Add New Employment Information... 2 26 Topic 9: Managing Employee Credentials... 2 27 How to View, Edit or Add Education Credentials... 2 27 How to View, Edit or Add License/Certification Credentials... 2 29 How to View, Edit or Add Skill Credentials... 2 30 Topic 10: Managing Employee Disciplinary Information... 2 31 How to View Employee Disciplinary Information... 2 31 How to Add New Disciplinary Action Information... 2 32 Topic 11: Managing a Termination... 2 33 How to Terminate an Employee... 2 33 Topic 12: Viewing Employee Profiles... 2 35 How to View Selected Employee Profile Information... 2 35 Topic 13: Managing Timesheets for Direct Reports... 2 37 How to Review, Edit or Enter Timesheet Information... 2 37 Questions... 2 41 Answers... 2 43 Recap... 2 45 What s Next... 2 45 Module 3: Reporting & Delegating Manager Responsibilities Overview... 3 2 Objectives... 3 2 Topic 1: Using Standard Reports... 3 3 How to Run a Standard Report Using Crystal Reports 8.5... 3 4 How to Run Standard Reports Using Crystal Reports XI... 3 6 Topic 2: EZ Query... 3 9 How to Use EZ Query for Ad Hoc Reporting... 3 10 Topic 3: Workflow Responsibility... 3 15 How to Delegate Workflow Responsibility... 3 15 Topic 4: Delegate Responsibility... 3 17 How to Delegate Responsibility... 3 17 Questions... 3 19 Answers... 3 21 Recap... 3 23 What s Next... 3 23

About This Study Guide ix About This Study Guide In This Introduction Overview... x Goals... x Audience... x Guide Organization... xi Modules... xii Module Icons... xii Additional Resources... xiii

Overview x Overview The Ceridian Self Service teaches you the processes involved in the Ceridian Self Service Manager module. Self Service is a webbased application that allows employees, managers and system administrators to manage employee data via the web. It can ease the administrative burden associated with maintaining employee data. It allows you to maintain job, compensation, and employment information for your direct reports. This guide provides examples that you can use in your own work environment, as well as explanations of specific functions and related topics. Goals After completing this study guide, you should be able to: Input new hire information View and update employee information related to job, compensation, and employment status View and update employee review information View and update employee credentials View an employee profile Run reports Delegate workflow and manager responsibility Audience This study guide is for users with a manager role who are responsible for maintaining their direct reports human resources and payroll information through Ceridian Self Service.

Guide Organization xi Guide Organization The guide consists of the following modules: Module 1: Introduction to Self Service describes the basic processes and activity areas you need to be familiar with as a manager in Self Service. Module 2: Maintaining Employee Information describes the Manager Activities options that are available on the Self Service home page. This area provides links that allow you to new hire employees and view and update your direct report s job, compensation and employment information. Module 3: Reporting and Delegating Manager Responsibilities describes additional options that are available under the Manager Activities area on the Self Service home page. This area provides links that allow you to run reports on your employee information, including ad hoc queries using the EZ Query tool, and to delegate workflow and manager responsibilities to other employees.

Guide Organization xii Modules Each module provides explanations of specific Self Service Manager Role functions and related topics as well as processes that describe how to perform these functions. Module Icons The following icons are used in this guide: Overview Provides a conceptual framework for the material covered in the module. Objectives Lists specific tasks that you should be able to perform after completing a module. Explanation Introduces a topic or sub topic and explains its significance. Process Describes a process that is important to understand, but not to be performed in the workshop. Examples use general information, and numbered steps are not bold. Tip Provides supplemental information about the current topic that helps you perform a task more easily or more efficiently. Reminder Emphasizes important points that pertain to the task at hand. Warning Indicates that you may lose or corrupt data if a point is not clearly understood and remembered. Reference Points to additional relevant information available in Help, on Ceridian s Web site, or in print sources. Questions Indicates questions to be answered about the material in a module. Answers Indicates answers to questions. Recap Lists specific tasks you should be able to perform after completing a module. What s Next Provides a brief description of material presented in the next module.

Additional Resources xiii Additional Resources Refer to the following documentation for additional system information: Help Employee Role Study Guide

Module 1: Introduction to Self Service In This Module Overview... 1 2 Objectives... 1 2 Topic 1: Log In... 1 3 How to Log In to Self Service... 1 3 Topic 2: Tour the Home Page... 1 4 Topic 3: The To Do Area... 1 6 Company Message and Email Address Information... 1 6 Workflow and Types of To Do Documents... 1 6 Topic 4: Pending Documents... 1 8 How to Approve or Reject Pending Documents... 1 8 Questions... 1 10 Answers... 1 11 Recap... 1 12 What s Next... 1 12

Module 1: Introduction to Self Service 1 2 Overview This module describes the basic processes and activity areas you need to be familiar with as a manager in Self Service. Objectives After completing this module, you will be able to: Log in to Self Service Navigate the home page Identify the activity areas available on the home page for Managers Access the Home, Tutorial, Help, Logout and About links Understand the purpose of the To Do area on the home page Based on your company set up, not all activities that are included in this module and subsequent modules may be available under the Manager role. Also, if your company has customized Self Service, you may see additional activities on the page.

Module 1: Introduction to Self Service 1 3 Topic 1: Log In Log in to Ceridian Self Service at the online address provided by your administrator. You'll need to enter your user name and a password (also provided by your administrator). The first time you log in, you will be required to change your password. Your system administrator may also set up password expiration limits that will require you to change your password after a specific number of days. If you sign in with an expired password, Self Service will redirect you to the Password page where you will be required to update your password. Once you've begun using Self Service, you may change your password at any time. You can also set up a password reminder. If you forget your password, there is a link you can click on the log in page to display your reminder. How to Log In to Self Service To log in to Self Service: 1. Open your Internet browser. 2. Enter the Self Service URL address and press Enter. The Ceridian Self Service login page appears. If you forget your password, click here to view your password reminder. 3. Enter your user name where Type User Name appears. 4. Enter the password provided by your administrator in the following field. 5. Click Go. The Ceridian Self Service home page appears. If you exceed the maximum number of log in attempts, your account may be locked. Contact your system administrator if this occurs.

Module 1: Introduction to Self Service 1 4 Topic 2: Tour the Home Page After you log in to Self Service you will be at the home page for the application. All activities are initiated from the home page. Within Self Service, user roles determine specific security rights to access certain product functionality. Roles are assigned to each Self Service user. Some users will have multiple roles assigned to them. For example, a company's managers are also its employees, so some users will be assigned the Manager role and the Employee role. Users with different roles (employee, system administrator, etc.) will see different menu options that include links that access available activities. The activity areas pictured are those seen by the Manager (role) at log in.

Module 1: Introduction to Self Service 1 5 The activity areas and their descriptions are as follows: Manager Activities This area lets you view and update job, compensation and employment data for your direct reports. You can also run reports to access your employee information. Personal Information This area allows you to update your own personal data, such as address or marital status. Payroll & Tax Information Use this area to view and manage your payroll information, such as time sheets, direct deposit and tax data. Company Information Use this area to view company related information and download important company documents. Benefits This area gives you access to your benefits information and allows you to enroll in benefits during open enrollment. Training The training area lets you view and enroll in training classes as well as view courses you have completed. At the top of the home page (and every page within Self Service) you'll find five links. They are: Home returns you to the home page from wherever you are. Tutorial opens a link to available training documentation based on the user s role. Help opens a separate series of Self Service Help windows, with a search and index feature. Logout logs the user out of Self Service and prevents access to employee information (until you log in again). About contains information about which version of Self Service your company uses.

Module 1: Introduction to Self Service 1 6 Topic 3: The To Do Area The To Do area of the home page provides: Company Message information Your email address information (where Self Service will send all email correspondence) Information about any workflow items currently in progress Company Message and Email Address Information Below the company message at the top of the Self Service home page, your current system email address will appear. If you haven't entered an email address, you will see the message "You have no email address on record." Click the link to enter one, or to change your email address at any time. The email address entered should be the one you check most often, so you are always kept up to date of any changes that may affect your employee information. Self Service also displays employee reminders on the home page. For example, during Open Enrollment periods, you will see a reminder to complete your new benefit elections, along with the length of time you have remaining to enroll. Workflow and Types of To Do Documents Workflow refers to a process to which your company may or may not subscribe, enabling managers or system administrators the option of approving specific updates, requests, or changes to employee data. If your company does use workflow, you will occasionally see items in your To Do area that are pending (Pending Documents or Requests in Process). Pending items will be processed once they are reviewed and approved by a manager.

Module 1: Introduction to Self Service 1 7 If your company does not use the workflow functionality, then the only documents you will see in the To Do area will be those you have begun, saved before finishing, and to which you intend to return at a later time (Documents Saved but Not Submitted). Documents that have been submitted by your employees but which require your approval will appear as Pending Documents. Self Service keeps track of the number of documents you have pending. Click Pending Documents to view them. Each document contains an ID, a description, and the date and time submitted. See Topic 4: Pending Documents for more information. The number of Requests you have submitted will also appear if they require approval. Click Requests in Process to view them. Any documents you have begun, saved to finish later, but not yet submitted appear under the To Do items. Click Documents Saved but Not Submitted to continue working in them. A link to the document submitted will appear beneath the column heading Document ID. Click it to view the change requested. Also, the Submitted Date and Time, Description, current Status of the request, and the document s archive status will appear here. Similar windows are available for Pending Documents (submitted) and Documents Saved but Not Submitted by clicking the links in the To Do area.

Module 1: Introduction to Self Service 1 8 Topic 4: Pending Documents As a manager, if your company utilizes workflow, you will have the ability to approve or reject changes submitted by your direct reports to their personal information. How to Approve or Reject Pending Documents To approve or reject changes submitted by your direct reports to employee personal information: 1. In the To Do area, click Pending Documents. The Pending Documents page appears. 2. Click the Document ID for the item you wish to review. The associated document requiring action will appear. 3. Click the View Change History links to see original values to compare to the updated values submitted by the employee.

Module 1: Introduction to Self Service 1 9 4. At the bottom of the page, choose to Approve or Reject the requested change. You may add text to the Comments field to include an explanation of why the document was rejected. The employee will be able to see this information as part of their Requests in Process link on the home page. The employee can take further action or make any needed corrections, then can resubmit the request. 5. Click Save to process the document. 6. If you approve the document, the following message will appear: Document has been approved and will be committed pending validation. OK 7. Click OK to process the document. Depending on the workflow route for this type of change, the information for the employee will either be updated, or the document may continue on to the next individual in the approval process. The employee will also see this information a part of their Requests in Process link on the home page as indicated below:

Module 1: Introduction to Self Service 1 10 Questions Review what you have learned in this module by answering the following questions. Compare your answers to those on the next page. 1. True or False? The Manager role gives users the ability to view and maintain their employees information. 2. True or False? Users with different roles will see different menu options that include links to access available activities. 3. What area on the home page is used to view and update job, compensation and employment data for an individual s direct reports? Personal Information Company Information Manager Activities Training 4. True or False? Workflow refers to a process that enables managers and system administrators to approve specific updates, requests, or changes to employee data. 5. Documents that have been submitted by your employees but which will require your approval will appear in your To Do area as: Pending Documents Requests In Process Documents Saved but Not Submitted None of the above

Module 1: Introduction to Self Service 1 11 Answers 1. True or False? The Manager role gives users the ability to view and maintain their employees information. True 2. True or False? Users with different roles will see different menu options that include links to access available activities. True 3. What area on the home page is used to view and update job, compensation and employment data for an individual s direct reports? Manager Activities 4. True or False? Workflow refers to a process that enables managers and system administrators to approve specific updates, requests or changes to employee data. True 5. Documents that have been submitted by your employees but which will require your approval will appear in your To Do area as: Pending Documents

Module 1: Introduction to Self Service 1 12 Recap Now that you have completed this module, you should be able to: Log in to Self Service Navigate the home page Identify the activity areas available on the home page for Managers Access the Home, Tutorial, Help, Logout and About links Understand the purpose of the To Do area on the home page What s Next Module 2: Maintaining Employee Information teaches you how to new hire employees and how to view and update your direct reports job, compensation and employment information.

Module 2: Maintaining Employee Information In This Module Overview... 2 3 Objectives... 2 3 Topic 1: Adding New Hire Information... 2 4 How to Process a New Hire... 2 4 Topic 2: Selecting Employee Information... 2 11 How to Select Employee Information... 2 11 Topic 3: Managing Employee Job Information... 2 12 How to View Employee Job Record Information... 2 12 How to Add New Job Information... 2 13 Multiple Job Functionality... 2 14 Topic 4: Managing Employee Job Review Information... 2 16 How to View an Employee s Job Review... 2 16 How to Add New Job Review Information... 2 17 Topic 5: Managing Employee Base Compensation... 2 18 How to View Employee Base Compensation... 2 18 How to Add New Base Compensation Information... 2 19 Topic 6: Managing Scheduled Bonus & Other Compensation... 2 21 How to View or Add Scheduled Bonus Information... 2 21 How to View or Add Other Compensation Information... 2 22 Topic 7: Managing Employee Salary Reviews... 2 23 How to View Employee Salary Review Information... 2 23 How to Add New Salary Review Information... 2 24 Topic 8: Managing Employee Employment Information... 2 25 How to View Employment Records... 2 25 How to Add New Employment Information... 2 26 Topic 9: Managing Employee Credentials... 2 27 How to View, Edit or Add Education Credentials... 2 27 How to View, Edit or Add License/Certification Credentials... 2 29 How to View, Edit or Add Skill Credentials... 2 30 Topic 10: Managing Employee Disciplinary Information... 2 31 How to View Employee Disciplinary Information... 2 31 How to Add New Disciplinary Action Information... 2 32

Module 2: Maintaining Employee Information 2 2 Topic 11: Managing a Termination... 2 33 How to Terminate an Employee... 2 33 Topic 12: Viewing Employee Profiles... 2 35 How to View Selected Employee Profile Information... 2 35 Topic 13: Managing Timesheets for Direct Reports... 2 37 How to Review, Edit or Enter Timesheet Information... 2 37 Questions... 2 41 Answers... 2 43 Recap... 2 45 What s Next... 2 45

Module 2: Maintaining Employee Information 2 3 Overview This module describes the Manager Activities options that are available on the Self Service home page. This area provides links that allow you to new hire employees and view and update your direct reports job, compensation and employment information. Module 2 focuses on the New Hire and My Employees links on the Manager Activities menu. Objectives After completing this module, you should be able to: New hire an employee Update or view your employees Job and Job Review information Update or view your employees Compensation and Salary Review information Update or view Employment information Update or view your employees Credentials and Discipline information Terminate an employee View your employees profiles Update or view your employees Timesheet entries Some of the functionality contained within these topics will be available only if your company utilizes workflow. Refer to Module 1, Topic 3: The To Do Area. Based on your company set up, not all activities that are included in this module and subsequent modules may be available under the Manager role. Also, if your company has customized Self Service, you may see additional activities on the page.

Module 2: Maintaining Employee Information 2 4 Topic 1: Adding New Hire Information On the Preliminary Information for New Hire page, you are able to select the payroll service ID for a new hire and select the appropriate pay cycle, primary state, and secondary state. On the New Hire page, you are able to enter the remaining information for your new hire. Based on your company set up and workflow rules, not all sections that are included in this study guide may be available as part of the new hire process. Before adding a new hire through Self Service, receive instructions from your HR Administrator to verify you are inputting correct information. In addition, rehires cannot be entered in Self Service. If rehiring an employee, contact your HR Administrator. How to Process a New Hire To process a new hire: 1. On the Manager Activities menu, click New Hire. The Preliminary Information for New Hire page appears. 2. Select the payroll service ID (PSID) for the new hire. Once you select a PSID, the page refreshes and additional information displays.

Module 2: Maintaining Employee Information 2 5 3. Select the appropriate pay cycle, primary state (typically state of residence), and secondary state (typically state of employment, if different than the state of residence). 4. Click Next to continue the new hire process. The New Hire page appears. 5. In the Base Information section of the New Hire page, enter the employee s hire date, social security number, clock number (Payroll ID number as provided by your company), and employee name information. All fields that are marked with an * (asterisk) are required information. The social security number must be unique in the database or the new hire will not be processed. The clock number must be unique within the Payroll Service ID.

Module 2: Maintaining Employee Information 2 6 6. In the Personal, Address and Telephone Information sections, enter the employee s birth date, gender, marital status, ethnicity, address, home phone number and other confidential information. Drop down lists are available for valid selections and to provide defaults. 7. In the Employment Information section, accept the defaults or choose appropriate items from the drop down lists for category, status, and I 9 information. Enter other information as appropriate. 8. In the Compensation Information section, select the pay type for the employee.

Module 2: Maintaining Employee Information 2 7 9. Enter the pay amount, either the annual salary (for salaried employees) or the hourly rate for the employee. Scheduled Hours is used in the calculation of annual salary and annual hours for HR Reporting purposes. Your company may also choose to link this field to forecasted hours for payroll purposes. Be sure to include all compensation information as required by your company. 10. In the Job Information section, select the Job Code for the new hire. The Title field defaults to the Job Code entry, but can be edited if necessary. Select a Job Code for the new hire. Different fields may appear in this section depending upon whether your company utilizes Position Control functionality. Enter all information as required by your company. 11. Click Select to choose a Supervisor. A dialog box appears. The Supervisor field is used to generate your organizational hierarchy. The Supervisor that you select for the new hire will be able to access this employee s information in Self Service.

Module 2: Maintaining Employee Information 2 8 12. Enter all or part of the Supervisor s first or last name, then click Search to bring up a list of employee names that match your criteria. 13. Select the appropriate name and click OK. The name selected appears in the Supervisor field. 14. In the Organization Information section, select the appropriate Business Unit, Company, Division, Department, Location, and Region. Division and Department may be required entries for your company, and only choices that are valid for the new hire s PSID will appear. Different fields may also appear in this section depending upon whether your company utilizes Position Control functionality. 15. In the Other Payroll Information section, enter the appropriate information. The fields here are used for payroll purposes only and entries are defined by your company.

Module 2: Maintaining Employee Information 2 9 16. In the Federal Tax and State Tax Information sections, enter the number of exemptions, tax status, and any tax adjustment information as provided by the new hire. The Primary State and Secondary State fields appear as read only as they were already defined on the Preliminary Information for New Hire page. Primary and Secondary State fields have already been defined. Priority column determines order in which monies are deposited. 17. In the Bank Information section, enter any direct deposit information as provided by the new hire. The number of accounts an employee is allowed to have is determined by your company. Use the priority column to determine the order in which the monies should be deposited. 18. Select Account Type then enter the Account Number, Routing Number and amount to deposit in each account selected. 19. Click Yes for Deposit Remainder for the account that should receive the remainder of the funds (net amount) after all other dollar amounts have been specified. If the routing number does not already exist in the database, it must be added by an administrator before the deposit entry can be made.

Module 2: Maintaining Employee Information 2 10 If your company uses Ceridian HR/Payroll Web v2.0 and is also a licensed user of Ceridian Time & Attendance, Self Service includes the ability to integrate new hire information between these products. Therefore, you may see a Time and Attendance Information section on the New Hire page. You can enter pay, shift, labor distribution codes, and other user definable information in this section. The information entered in this area will be exported to Ceridian Time & Attendance. 20. Click Submit Now to save and process your entries on the New Hire page. Depending on the workflow route for this type of change, the information for the new hire will either be added to the database or the document may continue on to the next individual in the approval process. 21. Click Submit Later to save your entries on the New Hire page (not sent for processing.) A New Hire document will appear under the Documents Saved but Not Submitted link in the To Do area on the home page. Access the document to add further information or make corrections. Once all entries are complete, you must click Submit Now to process the new hire. 22. Click Cancel to exit the page and discard any entries. Completing the new hire process does not automatically give the new employee access to Self Service. After the employee has been added to the database, your System Administrator must assign your new hire a user account before he or she can access Self Service.

Module 2: Maintaining Employee Information 2 11 Topic 2: Selecting Employee Information On the Employee Selection page, you will be able to select an employee name from a list of your direct reports. You may also be able to work with your employees direct reports (your indirect reports) based on your company set up. You can view and modify your direct reports information, but you will only be able to view your indirect reports information. If your company uses Timesheet functionality, you can also view and update timesheet information from the Timesheets for Direct Reports link. How to Select Employee Information To select employee information: 1. On the Manager Activities menu, click My Employees. The Employee Selection page appears. 2. Select the employee you want to work with, then click Next. The Employee Activities page appears for the selected employee. 3. Select the activity you want to perform. You can update or view information for the employee from the selected link.

Module 2: Maintaining Employee Information 2 12 Topic 3: Managing Employee Job Information You can view employee job records or add a job record for an employee from the Job link on the Employee Activities page. If your company utilizes Position Control, the fields that appear in the Employee Job Information area may differ slightly from the sample. Click the Job ID to see detailed information for a specific job. How to View Employee Job Record Information To view an employee s job record: 1. Click the Job link on the Employee Activities page. The Employee Job Information page appears. 2. Click the Job ID for a specific record. The Employee Job Detail page appears. 3. Click Cancel to return to the Employee Job Information Page.

Module 2: Maintaining Employee Information 2 13 How to Add New Job Information To add new job information for an employee: All fields that are marked with an * (asterisk) are required information. 1. Click Add on the Employee Job Information page for a specific employee. The New Job for Employee page appears. 2. Enter the appropriate start date, job code, supervisor, and organization information. 3. Click Submit Now to add this new job for the employee. Your entries will be saved and processed. Self Service displays the message: Please confirm your changes. If anything is incorrect, click Cancel to return to the previous page. Click Cancel to go back and correct any errors. Click Submit Now a second time to confirm your changes. If your organization utilizes workflow, the job change information will acquire appropriate approval before the change is processed. 4. Click Submit Later if you want to enter some information and finish the rest later. Your entries will be saved. A Job change document will appear under the Documents Saved but Not Submitted link in the To Do area of the home page. You can access the document to add further information or make corrections. Once all entries are complete, click Submit Now to process the change. 5. Click Cancel to discard any entries and return to the Employee Job Information page. 6. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 14 Multiple Job Functionality If your company uses HR/Payroll Web v2.0, you have the ability to track multiple jobs for specific employees on a permanent basis. The maximum number of jobs is established by your HR administrator. The first job is considered primary and any additional entries are stored as secondary jobs. Each employee s FTE and Percent of Compensation need to be distributed across all jobs and cannot exceed 1.00 and 100%, respectively. Establishing multiple jobs does not automatically allocate salary or base pay across divisions, departments, or job cost centers for payroll accounting purposes. If your company utilizes multiple job functionality, you can view employee job records and add job records for both primary and secondary jobs from the Job link on the Employee Activities page. The process for viewing and adding job records using this functionality is the same as described above.

Module 2: Maintaining Employee Information 2 15

Module 2: Maintaining Employee Information 2 16 Topic 4: Managing Employee Job Review Information You can view employee job review information or add a job review record for an employee from the Job Reviews link on the Employee Activities page. The format of this information may differ if your company has customized the standard job review form. How to View an Employee s Job Review To view an employee s job review record: 1. Click the Job Reviews link on the Employee Activities page. The Job Review Information page for the selected employee appears. 2. Click the Review ID on the Job Review Information page. The Job Review Detail page appears. 3. Click Cancel to return to the Job Review Information page.

Module 2: Maintaining Employee Information 2 17 How to Add New Job Review Information To add new job review information for an employee: 1. Click Add on the Job Review Information page for the selected employee. The New Job Review page appears. 2. Fill in the appropriate base information. 3. Click Save to save your changes and return to the Job Review Information page. 4. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 18 Topic 5: Managing Employee Base Compensation You can view or add employee base compensation information for an employee from the Compensation (base) link on the Employee Activities page. How to View Employee Base Compensation To view base compensation information for an employee: 1. Click the Compensation link on the Employee Activities page. The Base Compensation Information page appears. 2. Click the Comp ID to view an employee s base compensation record. The Base Compensation Detail page for the employee appears. 3. Click Cancel to return to the Base Compensation Information page.

Module 2: Maintaining Employee Information 2 19 How to Add New Base Compensation Information To add new base compensation information for an employee: 1. Click Add on the Base Compensation Information page for the selected employee. The Preliminary Information for New Base Compensation page appears. 2. Enter the start date and the pay type for the compensation change. 3. Click Next. The New Base Compensation page appears. 4. Enter the change reason, the appropriate pay cycle and scheduled hours (if changing), and the amount of the compensation change (annual amount for salaried employees, hourly amount for hourly employees). All fields that are marked with an * (asterisk) are required information. 5. Click Submit Now to save this new base compensation for the employee. Your entries will be saved and processed. Self Service displays the message: Please confirm your changes. If you wish to save, click Save again. If anything is incorrect, click Cancel to return to the previous page. Click Cancel to go back and correct any errors. Click Submit Now a second time to confirm your changes. If your organization utilizes workflow, the salary change information will acquire appropriate approval before the change is processed. 6. Click Submit Later if you want to enter some information and finish the rest later. Your entries will be saved. A Compensation change document will appear under the Documents Saved but Not Submitted link in the To Do area of the home page. You can access the document to add further

Module 2: Maintaining Employee Information 2 20 information or make corrections. Once all entries are complete, click Submit Now to process the change. 7. Click Cancel to discard any entries and return to the Base Compensation Information page. 8. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 21 Topic 6: Managing Scheduled Bonus & Other Compensation You can view or add a scheduled bonus and other compensation records for an employee from the Scheduled Bonus or Other Compensation links on the Employee Activities page. How to View or Add Scheduled Bonus Information To view or add a scheduled bonus for an employee: 1. Click the Scheduled Bonus link on the Employee Activities page. The Scheduled Bonus Information page appears. The scheduled bonus information is for HR purposes only and does not flow to payroll. 2. Click Add to add a new scheduled bonus for an employee. The New Scheduled Bonus page appears. If the Mark as Awarded checkbox is unchecked, award information can be updated. 3. Enter the target date, target amount, bonus type, description and reason. 4. If known, enter the actual awarded amount and award date for the bonus. If the Mark as Awarded checkbox is not checked, actual award information can be updated by your HR Administrator at a later time. Scheduled bonus information cannot be edited in Self Service. 5. Click Save to save the scheduled bonus information and return to the Scheduled Bonus Information page. 6. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 22 How to View or Add Other Compensation Information To view or add other compensation information for an employee: 1. Click the Other compensation link on the Employee Activities page. The Other Compensation Information page appears. The other compensation information is for HR purposes only and does not flow to payroll. As with scheduled bonuses, existing other compensation information records cannot be edited in Self Service. 2. Click Add to add other compensation information for an employee. The New Other Compensation page appears. All fields that are marked with an * (asterisk) are required information. 3. Enter the starting date, ending date and amount of the compensation. 4. Select the type (as defined by your company) and reason for the payment. 5. Click Save to save the other compensation information and return to the Other Compensation Information page. 6. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 23 Topic 7: Managing Employee Salary Reviews You can view employee salary review information or add a salary review record for an employee from the Salary Reviews link on the Employee Activities page. The format of this information may differ if your company has customized the standard salary review form. How to View Employee Salary Review Information To view an employee s salary review record: 1. Click the Salary Reviews link on the Employee Activities page. The Employee Salary Review Information page appears. 2. Click a Review ID link. The Employee Salary Review page appears. 3. Click Cancel to return to the Employee Salary Review Information page.

Module 2: Maintaining Employee Information 2 24 How to Add New Salary Review Information To add new salary review information for an employee: 1. Click Add on the Employee Salary Review Information page. The New Salary Review page appears. 2. Enter the appropriate review information and projected salary change, if any. Any projected salary review information is for informational purposes only and does not affect current compensation records. 3. Click Save to save your changes and return to the Employee Salary Review Information page. 4. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 25 Topic 8: Managing Employee Employment Information You can view an employee s employment history records or add an employment record for an employee from the Employment link on the Employee Activities page. Click the Employment ID to view an employee s employment record. How to View Employment Records To view an employee s employment record: 1. Click the Employment link on the Employee Activities page. The Employment Information page appears. 2. Click an Employment ID. The Employment Detail page appears. 3. Click Cancel to return to the Employment Information page.

Module 2: Maintaining Employee Information 2 26 How to Add New Employment Information To add new employment information: 1. Click Add on the Employment Information page to add new employment information for an employee. The New Employment Information page appears. 2. Enter a starting date (required field), select a new status and/or employment category. 3. Click Save to save your changes and return to the Employment Information page. 4. Click Cancel to return to the Employee Activities page. You will receive the following message if you try to terminate an employee from the New Employment Information page: You cannot change the status of an Active employee to Terminated. Please contact your HR department to make this change. Termination must be performed using the Termination link on the Employee Activities page and requires the use of workflow. The process of terminating an employee is discussed later in this module.

Module 2: Maintaining Employee Information 2 27 Topic 9: Managing Employee Credentials You can view or edit an employee s education, licenses/certifications and skills, or add credentials for an employee from the Credentials link on the Employee Activities page. Education information can include the schools an employee attended, degrees attained, major areas of study, and G.P.A. License and certification information can include the employee s effective date of accreditation, location where license or certification was issued, and cost. Skill information can include type of skill (languages, computer experience, etc.), level of skill, and years of experience. How to View, Edit or Add Education Credentials To view, edit or add an education credential record: 1. Click the Credentials link on the Employee Activities page. The Employee Credentials page appears. 2. Click the Education link. The Education Information page appears.

Module 2: Maintaining Employee Information 2 28 3. Click the starting date for the education information you wish to view or change (edit). The Changes to Education Information page appears. All fields that are marked with an * (asterisk) are required information. The Changes to Credential Information pages and the New Credentials pages (see Step 6, below) contain identical information. 4. Enter any necessary changes to the education information. 5. Click Save to save your changes and return to the Education Information page. 6. Click Add to add new education information for an employee. The New Education page appears. 7. Enter the new education information for the employee. 8. Click Save to save your changes. 9. Click Cancel to return to the Employee Credentials page. 10. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 29 How to View, Edit or Add License/Certification Credentials To view, edit or add a license/certification credential record: 1. Click the Credentials link on the Employee Activities page. The Employee Credentials page appears. 2. Click the License/Certification link. The License and Certification Information page appears. 3. Click the starting date for the license/certification you wish to view or change (edit). The Changes to License and Certification Information page appears. The Changes to Credential Information pages and the New Credentials pages (see Step 6, below) contain identical information. 4. Enter any necessary changes to the license/certification information. 5. Click Save to save your changes and return to the License and Certification Information page. 6. Click Add to add new license/certification information for an employee. The New License and Certification page appears. 7. Enter the new license or certification information for the employee. 8. Click Save to save your changes. 9. Click Cancel to return to the Employee Credentials page. 10. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 30 How to View, Edit or Add Skill Credentials To view, edit or add a skill credential record: 1. Click the Credentials link on the Employee Activities page. The Employee Credentials page appears. 2. Click the Skills link. The Skill Information page appears. 3. Click the starting date for the skill you wish to view or change (edit). The Changes to Skill Information page appears. The Changes to Credential Information pages and the New Credentials pages (see Step 6, below) contain identical information. 4. Enter any necessary changes to the skill information. 5. Click Save to save your changes and return to the Skill Information page. 6. Click Add to add new skill information for an employee. The New Skill page appears. 7. Enter the new skill information for the employee. 8. Click Save to save your changes. 9. Click Cancel to return to the Employee Credentials page. 10. Click Cancel to return to the Employee Activities page.

Module 2: Maintaining Employee Information 2 31 Topic 10: Managing Employee Disciplinary Information You can view an employee s disciplinary information or add a disciplinary record for an employee from the Discipline link on the Employee Activities page. How to View Employee Disciplinary Information To view an employee s disciplinary record: 1. Click the Discipline link on the Employee Activities page. The Disciplinary Actions page appears. 2. Click the appropriate Offense Date for the selected employee. The Disciplinary Action Detail page appears. 3. Click Cancel to return to the Disciplinary Actions page.

Module 2: Maintaining Employee Information 2 32 How to Add New Disciplinary Action Information To add a new disciplinary action record for an employee: 1. Click Add on the Disciplinary Actions page for the selected employee. The New Disciplinary Action page appears. All fields that are marked with an * (asterisk) are required information. 2. Enter the appropriate offense date (required), select the offense from your defined company list, and enter a more detailed description (required). 3. Enter the date that the action took place, select the form of action and the employee that performed the action. 4. Click Save to save your changes. 5. Click Cancel to return the Employee Activities page.

Module 2: Maintaining Employee Information 2 33 Topic 11: Managing a Termination You can terminate an employee in Self Service only if your company utilizes workflow. Upon approval, an administrator must enter the employee termination into the HR/Payroll database in order for it to be processed. You can begin the termination process from the Termination link on the Employee Activities page. Before terminating an employee, check to see if the employee has any direct reports by clicking the direct reports link at the top of the Employee Termination page. If the employee does have direct reports, you will need to update the supervisor information for those employees. How to Terminate an Employee To terminate an employee in Self Service: 1. Click the Termination link on the Employee Activities page. The Employee Termination page appears. 2. Enter the HR termination date (required) for the selected employee. 3. Select the reason for termination and the rehire status. 4. If appropriate, enter information regarding the employee s new company. You can also select the employee who performed the exit interview. 5. If the employee is eligible for COBRA, check the box and enter the appropriate qualifying event information.

Module 2: Maintaining Employee Information 2 34 6. Click Terminate to complete the termination. If you select Terminate, Self Service displays the following message: Please confirm your changes. If you wish to save, click Save again. If anything is incorrect, click Cancel to return to the previous page. Click Cancel to go back and correct any errors or click Terminate a second time to confirm your changes. A message similar to the following will appear: 7. Click OK to return to the Employee Activities page. 8. Click Cancel to return to Employee Selection page. 9. Click Cancel to return to the home page. You will see a Requests in Process item for the termination in the To Do section of the home page. You can click the Requests in Process link to view the document you submitted to workflow. Completing the termination process does not automatically delete the employee as a user in Self Service. Verify with your System Administrator that the terminated employee will no longer have access to Self Service.

Module 2: Maintaining Employee Information 2 35 Topic 12: Viewing Employee Profiles You can view an employee s profile from the Profile link on the Employee Activities page. On the Employee Profile page, you are able to review your employees Personal, Employment, Job, Compensation, Job Review, and Salary Review Information as of the current date. The Bonus Information section may or may not display based on company settings. How to View Selected Employee Profile Information To view employee profile information as of a selected date: 1. On the Manager Activities menu, click My Employees. The Employee Selection page appears. 2. Select the employee you want to work with, then click Next. The Employee Activities page appears for the selected employee.

Module 2: Maintaining Employee Information 2 36 3. Click Profile. The Employee Profile page appears. 4. Change the date on the Employee Profile page for the selected employee. 5. Click Refresh. You will see the employee s information as of the date you entered (a history of the employee s profile data changes). 6. Click Cancel to return to the Employee Activities page. 7. Click Cancel to return to the Employee Selection page. You can choose to select another employee, or click Cancel to return to the home page.

Module 2: Maintaining Employee Information 2 37 Topic 13: Managing Timesheets for Direct Reports If your company utilizes Self Service timesheet functionality, you can review, edit or enter timesheet information for your direct reports from the Employee Selection page. How to Review, Edit or Enter Timesheet Information To access timesheet information for an employee: 1. On the Manager Activities menu, click My Employees. The Employee Selection page appears. 2. Click the Timesheets for Direct Reports link. The Select a Pay Period page appears.

Module 2: Maintaining Employee Information 2 38 If you have direct reports in more than one Payroll Service ID (PSID), a PSID dropdown list will display for you to select from. Pay frequency links will also appear at the top of the page if you have direct reports under more than one frequency. 3. Click the appropriate PSID and frequency link to view the applicable pay periods for each frequency available. 4. Click the link for the desired pay period to display your employee summary information. The Timesheet Summary page appears. The Timesheet Summary page indicates the status of your employee timesheets: (none) This is a default status for each pay period. If hours were not entered for a period, the status will be (none). Saved Your direct report has entered time and saved it, but not submitted the timesheet. When a timesheet has a saved status, either yourself or your employee can still make further changes. Submitted Your direct report has made timesheet entries and submitted the timesheet for processing. Once a timesheet is submitted, it can only be viewed. The Timesheet Summary page also displays a summary of hours entries by pay type, including total hours entered. 5. Select the current pay period from the Select a Pay Period page to be able to edit or enter timesheet entries for your employees from the Timesheet Summary page.

Module 2: Maintaining Employee Information 2 39 6. For the current pay period, click an employee name to view detailed hours by day. The Employee Timesheet page appears. 7. Enter hours on an employee s behalf, or modify entries that employees have made. 8. Click the + button to enter more than one pay type for a work day. 9. Click the button to delete the last pay type entered. The pay types that are available for entry are designated by your system administrator and are based on PSID, pay frequency and exempt/non exempt status. As each entry is made, Self Service updates the summary information at the bottom of the page. Use the Summary section to verify the accuracy of your entries. If your company utilizes workflow for employee timesheets, and the employee has already submitted the timesheet for approval, you will see the following message on the Employee Timesheet page: "Warning: There is a pending workflow document for this employee. Click here for details." In addition, you will see the following message in the Status section: This timesheet is not editable at this time. It has already been submitted to workflow and is pending approval. In order to process the timesheet, you must approve the workflow document. 10. Click Cancel to return to the Timesheet Summary page. (No changes will be saved.) 11. Click Save to save any entries you have made and return to the Timesheet Summary page.

Module 2: Maintaining Employee Information 2 40 The Save setting allows you or your employee to return later to submit the timesheet (the employee will see any updates you have made). The timesheet can continue to be edited as long as the pay period is current and it is prior to the payroll cutoff dates established at your company (cycle data batch has not been closed in HR/Payroll). 12. Click Submit Timesheet to send the timesheet to payroll for processing and return to the Timesheet Summary page. 13. Continue entering or reviewing hours by choosing another employee name or click Cancel to return to the Select a Pay Period page. 14. Click Cancel to return to the Employee Selection page. 15. Click Cancel to return to the home page. Use caution when entering hours for your employees. If you only key exception hours (such as overtime or vacation) and do not key regular hours, your employee may not be paid correctly. Verify the correct procedure for entering timesheet hours with your payroll administrator.

Module 2: Maintaining Employee Information 2 41 Questions Review what you have learned in this module by answering the following questions. Compare your answers to those on the next page. 1. True or False? Along with new hires, rehires can be entered in Self Service. 2. When entering a new hire, which of the following must be unique in order for the new hire information to be processed? Name Security Clearance Social Security Number All of the above 3. True or False? Completing the new hire process automatically gives the new employee access to Self Service. 4. True or False? Under Manager Activities, based on company set up, you can view and modify your direct reports information and you may also be able to view your indirect reports information. 5. To select an activity to perform for a direct report, access the following page: Employee Selection Employee Activities Manager Activities 6. True or False? Based on company set up, you can view, modify an existing record, or add a new job record for your direct report. 7. True or False? Adding a scheduled bonus for a direct report does not flow to payroll. 8. True or False? All types of status changes (e.g. FMLA, leave of absence, termination) can be completed from the New Employment Information page.

Module 2: Maintaining Employee Information 2 42 9. Identify the type of employee credentials that can be added in Self Service. Education Licenses/Certifications Skills All of the above 10. True or False? Termination of an employee must be performed using the Termination link on the Employee Activities page and requires the use of workflow. Also, upon approval, the employee termination will need to be entered into the HR/Payroll database in order to be processed. 11. True or False? Completing the termination process automatically deletes the employee as a user in Self Service. 12. True or False? On the Employee Profile page, the Bonus Information section may or may not be visible based on company settings. 13. True or False? If your company utilizes timesheet functionality, you can edit or enter timesheet entries for your employees for current and past pay periods. 14. On the Timesheet Summary page, which status(es) allow you to make entries to your employee s timesheet (choose all that apply)? (none) Saved Submitted All of the above 15. True or False? More than one pay type can be entered for a work day on the employee timesheet.

Module 2: Maintaining Employee Information 2 43 Answers 1. True or False? Along with new hires, rehires can be entered in Self Service. False Rehires cannot be entered in Self Service. 2. When entering a new hire, which of the following must be unique in order for the new hire information to be processed? Social Security Number 3. True or False? Completing the new hire process automatically gives the new employee access to Self Service. False 4. True or False? Under Manager Activities, based on company set up, you can view and modify your direct reports information and you may also be able to view your indirect reports information. True 5. To select an activity to perform for a direct report, access the following page: Employee Activities 6. True or False? Based on company set up, you can view, modify an existing record, or add a new job record for your direct report. False Based on company set up, you can view or add a new job record for your direct report. You cannot modify existing job records. 7. True or False? Adding a scheduled bonus for a direct report does not flow to payroll. True 8. True or False? All types of status changes (e.g. FMLA, leave of absence, termination) can be completed from the New Employment Information page. False Employee status changes, with the exception of terminations, can be completed from the New Employment Information page.

Module 2: Maintaining Employee Information 2 44 9. Identify the type of employee credentials that can be added in Self Service. All of the above 10. True or False? Termination of an employee must be performed using the Termination link on the Employee Activities page and requires the use of workflow. Also, upon approval, the employee termination will need to be entered into the HR/Payroll database in order to be processed. True 11. True or False? Completing the termination process automatically deletes the employee as a user in Self Service. False 12. True or False? On the Employee Profile page, the Bonus Information section may or may not be visible based on company settings. True 13. True or False? If your company utilizes timesheet functionality, you can edit or enter timesheet entries for your employees for current and past pay periods. False If your company utilizes timesheet functionality, you can edit or enter timesheet entries for your employees for the current pay period only. 14. On the Timesheet Summary page, which status(es) allow you to make entries to your employee s timesheet (choose all that apply)? (none) Saved 15. True or False? More than one pay type can be entered for a work day on the employee timesheet. True

Module 2: Maintaining Employee Information 2 45 Recap Now that you have completed this module, you should be able to: New hire an employee Update or view your employees Job and Job Review information Update or view your employees Compensation and Salary Review information Update or view Employment information Update or view your employees Credentials and Discipline information Terminate an employee View your employees profiles Update or view your employees Timesheet entries What s Next Module 3: Reporting and Delegating Manager Responsibilities teaches you how to run reports on your employees information and delegate your manager responsibilities to other employees when you are not available.

Module 3: Reporting & Delegating Manager Responsibilities In This Module Overview... 3 2 Objectives... 3 2 Topic 1: Using Standard Reports... 3 3 How to Run a Standard Report Using Crystal Reports 8.5... 3 4 How to Run Standard Reports Using Crystal Reports XI... 3 6 Topic 2: EZ Query... 3 9 How to Use EZ Query for Ad Hoc Reporting... 3 10 Topic 3: Workflow Responsibility... 3 15 How to Delegate Workflow Responsibility... 3 15 Topic 4: Delegate Responsibility... 3 17 How to Delegate Responsibility... 3 17 Questions... 3 19 Answers... 3 21 Recap... 3 23 What s Next... 3 23

Module 3: Reporting & Delegating Manager Responsibilities 3 2 Overview This module describes additional options that are available under the Manager Activities area on the Self Service home page. This area provides links that allow you to run reports on your employee information, including ad hoc queries using the EZ Query tool, and to delegate workflow and manager responsibilities to other employees. Objectives After completing this module, you should be able to: Run standard reports on your employee information from your company s reports library. Run ad hoc queries using the EZ Query tool. Assign workflow responsibility to another user. Delegate manager role responsibility to another user. Some of the functionality contained within these topics will be available only if your company utilizes workflow. Refer to Module 1, Topic 3: The To Do Area. Based on your company set up, not all activities that are included in this module may be available under the Manager role. Also, if your company has customized Self Service, you may see additional activities on the page.

Module 3: Reporting & Delegating Manager Responsibilities 3 3 Topic 1: Using Standard Reports The Reporting link appears under the Manager Activities area on the home page. Reports generated will only contain information about your direct reports, and possibly your indirect reports (based on company settings). Generating a standard report in Self Service involves three steps: Searching for the report. Selecting the report. Generating the report. Reports can be viewed in a browser or emailed. Ceridian recommends using the email option for large reports that take longer to print so that your browser can remain available while the report is processing. Click the Reporting link to open the Report Search page. The following process explains how to run standard reports in Self Service if your company is not using HR/Payroll Web with Crystal Reports XI. If your company is using HR/Payroll Web with Crystal Reports XI, refer to the next process in this topic.

Module 3: Reporting & Delegating Manager Responsibilities 3 4 How to Run a Standard Report Using Crystal Reports 8.5 To search for a standard report: 1. Click the Reporting link on the Manager Activities menu. The Report Search Page appears. 2. Key in all or part of a report name in the Report Name text box on the Report Search page. You can also select a Report Keyword from the associated dropdown list to filter the list of reports. If you do not enter or select specific search criteria, all reports available will display. To select a standard report: 1. Click Search. The Report Selection page displays with all reports that matched your search criteria.

Module 3: Reporting & Delegating Manager Responsibilities 3 5 2. Select the desired report in the Report section. 3. In the Report Dates section, enter the Effective Date or Date Range for the data you wish to view. For point in time reports, enter an Effective Date. For reports that include employee information that was effective over a period of time, select the Date Range Report link to enter a Start Date and End Date for the range. If you are unsure whether a report is set up as a point in time or date range report, check with your HR administrator. If a Direct Reports section displays, your company has enabled the option to allow managers to include information about their indirect reports. Select the Display Indirect Report Information checkbox to include those employees on the selected report. Two options are available to run a standard report: Display in Browser or Email. Both require Adobe Reader. Both options are discussed here. To display the report in your browser: 1. In the Output Selection section, select Display in Browser. 2. Click Save to generate the report. The Generated Report page appears. 3. Click the link to view the report. Based on your company s report security settings, you may have to enter a password to display the report. 4. Click Print to print the report you generated. 5. Click Save to save the report for future reference. If you save the report for future reference, remember that the data represents records that were active as of the date(s) you chose when you generated the report. 6. Close the report. The Generated Report page appears. 7. Click Cancel to return to the Report Selection page.

Module 3: Reporting & Delegating Manager Responsibilities 3 6 8. Use the Report Selection and/or the Report Search pages to access additional reports or click Cancel to return to the home page. To email the standard report: 1. In the Email Address section, enter a valid email address. 2. In the Output Selection section, select Email. 3. Click Save. The Generated Report page appears with a confirmation that your report has been sent. 4. Click Cancel to return to the Report Selection page. 5. After the recipient receives the email, they can click the link provided in the email to access the report. How to Run Standard Reports Using Crystal Reports XI To search for a standard report: 1. Click the Reporting link on the Manager Activities menu. The Report Search Page appears. Click this link to open the Manage Emailed Reports page. This page can be used to manage previously emailed reports. You can view the report, verify the email status of the report, and delete the report from this page. 2. Key in all or part of a report name in the Report Name text box on the Report Search page. You can also select a Report Keyword from the associated dropdown list to filter the list of reports. If you do not enter or select specific search criteria, all reports available will display.

Module 3: Reporting & Delegating Manager Responsibilities 3 7 To select a standard report: 1. Click Search. The Report Selection page displays with all reports that matched your search criteria. If the Direct Reports section displays, your company has enabled the option to allow managers to include information about their indirect reports. Select the Display Indirect Report Information check box to include those employees on the selected report. 2. Select the desired report in the Report section. The list of standard reports that displays on the Report Selection page is dependent on the security access associated with your Self Service log in. 3. In the Report Dates section, enter the Effective Date or Date Range for the data you wish to view. For point in time reports, enter an Effective Date. For reports that include employee information that was effective over a period of time, select the Date Range Report link to enter a Start Date and End Date for the range. If you are unsure whether a report is set up as a point intime or date range report, check with your HR administrator. Two options are available to run a standard report: Display in Browser or Email. Both options require Adobe Reader. Both options are discussed here.

Module 3: Reporting & Delegating Manager Responsibilities 3 8 To display the report in your browser: 1. In the Output Selection section, select Display in Browser. 2. Click Run. The report displays in your browser. If a Security Information message displays, click Yes. To email the standard report: 1. In the Email Address section, enter a valid email address. 2. In the Output Selection section, select Email. 3. Click Run. The Generated Report page appears. 4. Click the link. The Manage Emailed Reports page appears. Select the Delete check box and click Save to delete the report. Click this button to view the report. Success in the Status column indicates that the report was successfully sent to the email address entered on the Report Selection page. After the recipient receives the email, they can click the link provided in the email to access the report. Clicking the link opens the Self Service log in page. Only individuals with a valid login ID and who have the appropriate security access are able to view the report. 5. Click Cancel to return to the home page.

Module 3: Reporting & Delegating Manager Responsibilities 3 9 Topic 2: EZ Query The EZ Query link appears under the Manager Activities area on the home page. The EZ Query tool is used for ad hoc reporting on your direct reports, and possibly indirect reports (based on company settings). You can quickly and easily access current data on your employees. There are several pre defined system queries that can be used to extract specific information and from which you can create your own user defined queries. With EZ Query you can: Select and order fields Sort the records on the report by any field used in the query Choose one of two output formats for the report: Excel spreadsheet puts the data in an Excel table embedded in the browser. Use the Excel toolbar to export the data directly to Excel. HTML table or Export puts the data in a non editable grid However, you have an option to export the data as a comma delimited (.csv) file after the query is run. In version 2.4, EZ Query is only available for companies whose Self Service and HR/Payroll applications are hosted by Ceridian. Companies who host their own Self Service and HR/Payroll applications cannot access EZ Query.

Module 3: Reporting & Delegating Manager Responsibilities 3 10 How to Use EZ Query for Ad Hoc Reporting To generate reports using EZ Query: 1. Click the EZ Query link on the Manager Activities menu. The EZ Query interface page appears. 2. Select the Query Type from the dropdown list. The Available Fields section displays the tables that are available for reporting. All standard queries have the word (system) following the query name. 3. Click a folder to open a table and select from the list of fields available. 4. Click a field name to move it to the Selected Fields section. 5. Use the arrow keys on the right to change the order of the fields you select. 6. Click the X button to remove a highlighted field from the Selected Fields list. Click a folder to open a table.

Module 3: Reporting & Delegating Manager Responsibilities 3 11 7. Click Next once you have selected and ordered the fields you want to include in your query. The Query Sort By page appears. 8. Use this page to sort your query results. Choose to sort by any field you included in your query. 9. Choose ascending or descending order for each field selected. To ensure the query retrieves accurate data, always accept the default Start and End date of today s date. To retrieve data based on a past date or on a date range, generate a standard report from the Reporting link under Manager Activities on the home page.

Module 3: Reporting & Delegating Manager Responsibilities 3 12 10. Click Next to continue once you have selected your sort criteria. The Summary page appears. Choose your output format then click Run Query. 11. Review the summary of the query that will be used to generate the results. 12. Click Back to return to the previous pages if any changes need to be made. Filter Results By always defaults to your direct reports. 13. Choose your output format, then click Run Query.

Module 3: Reporting & Delegating Manager Responsibilities 3 13 14. If you choose the Excel Spreadsheet output format, your output will appear in a Microsoft Excel spreadsheet embedded in the browser. Click the Excel icon to open a copy of the spreadsheet in Microsoft Excel. 15. If you choose the HTML Table or Export format, your output will appear in a non editable grid. 16. Click Export to export the data as a comma delimited (.csv) file that can then be imported to Microsoft Excel or other software.

Module 3: Reporting & Delegating Manager Responsibilities 3 14 17. Once the query has been run, enter a query name and description in the Save Query section then click Save Query. Your user name will be appended to the query name for reference. 18. Click Home on the menu bar to return to the home page.

Module 3: Reporting & Delegating Manager Responsibilities 3 15 Topic 3: Workflow Responsibility If you are a manager in Self Service and can review or approve workflow documents for your direct reports, you can temporarily reassign your workflow responsibilities to another user for times when you will be out of the office or unavailable. The Workflow Responsibility link appears under the Manager Activities area on the home page. Use the Workflow Responsibility link to temporarily reassign workflow responsibilities. How to Delegate Workflow Responsibility To delegate workflow responsibility to another Self Service user: 1. On the Manager Activities menu, click Workflow Responsibility. The Workflow Responsibility page appears. 2. If you have not already chosen an employee to delegate workflow to, or wish to change the employee who is currently selected, click the Pick an employee link. The Employee Search page appears.

Module 3: Reporting & Delegating Manager Responsibilities 3 16 3. Enter a first or last name for an employee, or search through a listing of all employees. Select the employee to be given workflow responsibility. 4. To change the Responsible Member already selected, click the Pick a different employee link. 5. To delegate workflow responsibility to the selected employee, click the Delegate Workflow checkbox. 6. Click Save. When workflow is delegated to another user, that user has access to your workflow documents so that employee requests can be processed in a timely manner while you are away. The delegated user sees your original workflow documents under the Pending Documents link in the To Do area on their own home page. The document ID includes an asterisk along with the message that it is delegated workflow. 7. Click Cancel to return to the home page.

Module 3: Reporting & Delegating Manager Responsibilities 3 17 Topic 4: Delegate Responsibility In addition to the four standard roles in Self Service, System Administrators may also create delegate roles. Delegate roles allow you, as a Self Service manager, to delegate specific authority to other users during your absence. Users may be assigned multiple delegate roles. As a manager in Self Service, you can assign a delegate role to a user, which means that the user will have all the rights associated with that specific delegate role (such as manager activities). Users with a delegate role can access information about your direct reports. You can also unassign the user as your delegate. However, the actual delegate role must be deleted by the System Administrator once the role is no longer appropriate. How to Delegate Responsibility To delegate role responsibility to another Self Service user: 1. On the Manager Activities menu, click Delegate Responsibility. The Delegate Responsibility page appears. Margaret Boucher is the employee who has the delegated manager responsibility while this manager is on vacation.