ADP WORKFORCE NOW® V15 Maintaining Employee Information for ADP ... · PDF fileWelcome to...

ADP WORKFORCE NOW® V15

Maintaining Employee Informationfor ADP Workforce Now®

Automatic Data Processing, LLC ES Canada

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ADP and the ADP logo are registered trademarks of ADP, LLC. ADP A more human resource. is a service mark of ADP, LLC. Copyright © 2017 ADP, LLC. adp.com

Table of ContentsWelcome 5

Prerequisites 5

Duration 5

Course Objectives 5

Implementation Questions 5

What Is the New Hire Workflow? 6

What Are New Hire Templates? 7

Explore: The Hire/Rehire Page 9

Explore: The New Hire Wizard 10

Activity: Completing the New Hire Wizard 12

Activity: Completing the New Hire Wizard (Cont.) 13

Learning Activity: What Can You Get Done in 2 Minutes? 16

What Is a Custom Template? 17

What Are Additional New Hire Tasks? 19

What Is Rehiring an Employee? 21

The Employee Status Change Process 23

Explore: Accessing Employee Information from the People Menu 24

Activity: Placing an Employee on Leave 25

Learning Activity: Job Change Consequences 27

How Do User Rights and Workflow Affect Recording Job Changes? 28

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Activity: Entering a Salary Change 30

What Is Multiple Positions? 31

When Should You Use Multiple Positions? 32

What Are Paid and Nonpaid Positions? 33

Practice: Entering Employee Changes 34

Practice Results: Entering Employee Changes 35

Navigating the Transfer Employee Tab 38

Pay Division Transfers 42

Transfers of Province of Employment 44

Employee Transfer Wizard 44

Activity: Province of Employment Transfer 45

Impacts of Effective Dating on Province of Employment Transfers 46

Cancelling a Transfer Steps 47

The Termination Process 48

Termination Data Entry Flows 49

Activity: Terminating an Employee 51

Activity: Rehiring an Employee 56

How to Archive 57

How to Un-Archive 58

Explore: Standard Reports 59

Which Standard Reports Help You Verify Employee Changes? 60

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Running the Employee Payroll Changes Report Job Aid 62

Running the Audit Trail Report Job Aid 63

Support after Class 66

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WelcomeWelcome to Maintaining Employee Information for ADP Workforce Now.To minimize background noise, use your phone's mute function or on your phone's keypad, press *6 tomute the line and *7 to unmute the line. Be sure to state your name before speaking. Do not place yourphone on hold.This course is designed to provide you with the knowledge and hands on experience required tocomfortably get started navigating ADP Workforce Now.

PrerequisitesGetting Started With ADP Workforce Now.

DurationThis course is 4.5 hours long.

Course ObjectivesUpon completion of this course, you will be able to:

· Hire or Rehire an Employee

· Change Employee Data

· Terminate an Employee

· Add Another Position for an Employee

· Run Standard Reports to Verify Changes

Implementation QuestionsList any follow-up items that you may need to discuss with your implementation consultant (IC):• ______________________________________________________

• ______________________________________________________

• ______________________________________________________

• ______________________________________________________

• ______________________________________________________

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Hiring an EmployeeOverviewTo hire an employee, in ADP Workforce Now, you use the New Hire wizard to take you through theprocess of entering a new employee’s personal, employment, payroll, tax, and time and attendanceinformation.

What Is the New Hire Workflow?OverviewThe way your company is structured will determine the specific workflow for your organization.

DescriptionThe new hire workflow is the process that your company uses to enter new hires in ADP WorkforceNow. You may be the only practitioner at your company and you enter all new hire data, or you may beone of two or three practitioners at your company who enter new hire data. All practitioners use theNew Hire wizard when entering the data.

ExampleAcme Products has multiple practitioners. The human resource (HR) practitioner completes the firststeps in the wizard by entering information such as hire date and business unit. The employee record isthen handed off to the Payroll practitioner who enters information such as pay frequency andexemptions. In some cases, a Time & Attendance practitioner is responsible for entering informationrelated to time and attendance.

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What Are New Hire Templates?DescriptionTo begin the new hire process, you select a template. As a practitioner, you have the option to use aADP supplied System template or create a Custom template.

· System template (contain the predefined data elements that populate the wizard)

· Custom template (created and maintained by practitioners for specific business needs)

Note: During implementation, your ADP representative helps you to set up any Custom templates thatyou need to get started.

The templates consist of information such as:

· The required and optional fields.

· A list of users who will participate in entering new hires

· The approval process.

ExampleYou hire a contractor who is paid through ADP Workforce Now Payroll but will track time in ADPWorkforce Now Time & Attendance. When entering the new hire in the New Hire wizard, you select theADP-supplied template HR + Time.

Using a Custom TemplateHere are the four common reasons for using a Custom template:

1. There are multiple employees that require different data captured upon hire/re-hire/term/leave.2. Business needs are different than the criteria within the System template.3. Specific fields are mandatory.4. Specific data fields are not required in the System template.

Example of a Custom TemplateYou have a Custom template for hiring seasonal contract workers who are not paid through ADPWorkforce Now Payroll but who will track their time. You don’t need to enter payroll information such aspay rate, but you do need to enter emergency contacts for each new worker. You need for this templateto require final approval for each new seasonal contract worker who is hired.

Templates ManagementAs a practitioner, you maintain the templates and options available are based upon the productspurchased. Templates are created/maintained through Setup > Template Management > SelectHire/Re-Hire or Status Changes.

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Quick HireYou use the Quick Hire template when you need to quickly enter a new hire who is paid through ADPWorkforce Now. This one-page template includes only the fields necessary to enter personal,employment, payroll, tax and direct deposit information for the new hire. You need to enter anyadditional information, such as job title or benefits, on the applicable pages of the People menu.

Important Information· Be sure to familiarize yourself with the available templates before entering a new hire. Select a

template that includes the fields or settings that you need to set up a new employee. Forexample, if an employee is being paid through ADP Workforce Now, you must use a templatethat includes payroll fields.

· If you select one of the Quick Hire templates, you will need to enter additional employeeinformation later on.

· ADP supplied system templates are identified by the word “System” at the end of their name.These templates cannot be edited, but a practitioner can copy the template and edit that copy.

Additional ResourceFor more information about using new hire templates, see the Working with Quick Hire TemplatesLearning Bytes in the Support Center.

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Explore: The Hire/Rehire PageOverviewYou use the New Hire/Rehire page to start a new hire, view and access your in-progress hires, andview a history of your hiring activity.The following is an example of the Hire/Rehire page:

The following table describes the elements of the Hire/Rehire page:

Elements and Descriptions

Element Description

Start Hire tab Select the template needed to start a new hire.

In-Progress Hires tab View in-progress new hires and continue the hire process, if desired.

Hire History tab On this tab, you view a summary of all new hire activity, including approved,completed, canceled or rejected new hires.

Select a Templatesection

Select the appropriate new hire template.

Note: To review the content/configuration of a new hire template, the practitioner can go to: Setup >Template Management > Hire/Rehire and then click on the name of the template they wish toreview.

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

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Explore: The New Hire Wizard (cont.)

The following table describes the elements of the New Hire wizard on the Hire/Rehire page:


Element Description

1. Wizard step section Displays the steps, or types of information, that are required tocomplete the new hire process. Click the step number to navigate tothat step.

2. Save & Exit button Click to save your entries and to exit so you can perform other tasks.Note: You will be prompted to complete minimum required fieldsbefore saving.

3. Review button Click to display all your entries, then confirm before submitting to ADPWorkforce Now.

4. Personal (in step 1)section

Displays required and optional fields for each step.

5. More Fields pane Displays less commonly used fields. Select a field or click the edit iconto enter information.

Important InformationIf an error message is displayed, you must resolve the error before you can move to another step orsave your entries and exit.

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Activity: Completing the New Hire WizardScenarioYour company hired Dawn Lerner as a Customer Service Representative. She is a full-time employee,and she tracks her time using an online timesheet. At your company, only one practitioner is needed toenter a new hire. Begin by entering Dawn’s personal information.

InstructionsStarting Point: Process > HR > Hire/Rehire

Step 1: Launch the New Hire Wizard

Step Action

1 Click the HR + Payroll + Time (System) template.Result: The New Hire wizard launches, starting at step 1

2 In the Name field, enter Dawn Lerner.Result: The Payroll Name and Tax Form Name are auto populated.

3 Click the Not Provided checkbox next to the Tax ID field.

4 In the Hire Date field, select Today’s Date.

5 In the Reason for Hire field, select CURR - Existing Position.

6 In the Company Code field, select Go Green 100.

7 In the Gender field, select Female.

8 In the Birth Date field, select Nov 13, 1982.

9 From the Country dropdown, select CAN – Canada.

10 In the Address Line 1 field, enter 123 Front St. W.Result: The Province / Territory, Address Line 2, City and Postal Code fields are autopopulated.

11 Click NextResult: A green check mark appears for Step 1 Personal and Step 2 Employment isdisplayed.

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Step Action

12 Click Save and Exit

Important Information· ADP recommends that you refer to the employee's Social Insurance Number card when

entering the employee's full name.

· The legal address is used for the employee's tax documents.

Activity: Completing the New Hire Wizard (Cont.)ScenarioYour company hired Dawn Lerner as a CSR. You have already entered and saved Dawn’s personalinformation. Now, you are ready to complete the new hire process.

InstructionsStarting Point: Process > HR > Hire/Rehire


Step Action

1 Click the In-Progress Hires tab.Result: The in-progress new hires and key details are displayed.

2 Select Lerner, Dawn.Result: The New Hire wizard launches, starting at step 1.

Step 2: Employment

Step Action

1 Click 2 - Employment.Result: The Personal Information entries were accepted and the Employment step isdisplayed.

2 In the File Number field, enter 654324.

3 In the Job Title field, select CSR – Customer Service Representative.

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Step 2: Employment

Step Action

4 In the Worker Category field, select FTR – Full Time Regular.

5 In the Time & Attendance Supervisor field, select Barbato,Samuel.

6 In the Business Unit field, CAN - Canada.

7 In the Home Department field, select 310000 - Customer Service.

8 Click Next.Result: The Payroll step is displayed.

Step 3: Payroll

Step Action

1 In the Regular Pay Rate fields, select Hourly and enter 20

2 In the Standart Hours field, select 80.

3 In the Pay Division field, select 310000 - Customer Service

4 Click Next.Result: The Tax step is displayed.

Step 4: Tax

Step Action

1 In the CRA PA / RQ ID field, select 1 - desc.

2 In the Province of Employment field, select Ontario.Note: The Federal Tax Credits and Provincial Tax Credits fields are auto populated with

Standard Amount.

3 In Option for Commission Tax Calculation, default is Automatically Calculate Taxes.

4 Click Next.Result: The Tax step is displayed.

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Step 5: Time & Attendance

Step Action

1 In the Pay Class field, select FTHRS - Full Time - Hours-Entry Timesheet.

2 In the Time Zone field, select EST – Eastern Standard Time.

3 Click Next to proceed to the Review step.

Review

Step Action

1 Result: The hire entries are displayed for review

2 Confirm the information that you entered.

3 Click DoneResult: The Hire/Rehire history page is displayed with a confirmation message.

Important InformationAuto Save (New Hire Wizard only)

· Entries are automatically saved every 5 minutes. The Auto Save message is displayed at thetop of the page, underneath the SAVE & EXIT button:

· Auto Save does not validate entries. Validation occurs when the user moves to the next step orsubmits the entries to ADP.

· Auto Save in the New Hire wizard does not mean that Auto Save occurs in other pages in theapplication.

Additional ResourcesFor more information about using the New Hire wizard, see the Working with New Hires Learning Bytesin the Support Center.

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Learning Activity: What Can You Get Done in 2 Minutes?ScenarioYour company is hiring Dawn Lerner as a Customer Service Representative. She will be a full-timeemployee, and she will track her time using an online timesheet In your company, only one practitioneris needed to enter a new hire.

Question and Answer

1. What do you access to begin the hiring process?

2. What happens if you do not complete all of the required fields?

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What Is a Custom Template?DescriptionIn addition to using the ADP-supplied system templates, you can create your own custom templatesbased on your business needs. You can access the templates by going to Setup> TemplateManagement> Hire/Rehire. Custom templates automatically include all of the system-required fields.You can include additional fields that your company may require as well as optional fields.

ExampleThe following example shows a custom template that was created to hire seasonal contract workers:

Important Information· Contact Name (Including First and Last) is a required field for all employee records.

· You can enter new hire and other employee changes during any step of the payroll cycle.

· The department that you enter on the Time & Attendance page must match the department thatyou enter on the Employment page.

· Verify compliance information for each provincial and local tax so you know which additional taxfields are required for your company. For example, depending on your province, marital statusand exemptions may revert to the employee’s federal tax selections if they are not enteredseparately.

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Additional Resources

If You Need MoreInformation About…

Then See

New hire templates Creating New Hire and Status Change Templates in ADPWorkforce Now self-study.

Hiring an employee Hiring an Employee learning byte available in the SupportCenter.

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What Are Additional New Hire Tasks?OverviewAfter a new hire record has been submitted and approved, the new employee may need to performsome tasks in ADP Workforce Now.

DescriptionThe employee’s new hire tasks can include the following:

· Entering license or certification information

· Acknowledging company policies

· Verifying personal data

These tasks are configured to meet the specific needs of your organization.Note: Your employees can access online Help for information about how to complete these tasks.

ExampleYour company requires new hires to log on to ADP Workforce Now to review and electronically signcompany policies.

The following is an example of the employee's Company Policies page:

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Deleting a New HireOverviewIf you make a mistake when entering a new hire, you can delete the new hire record before it is part ofthe next payroll, eliminating the need to terminate the employee.

InstructionsStarting Point: Process > HR > Delete Employees

GuidelinesDelete a new hire only in one of the following situations:

· You assigned the wrong company code when you entered the new hire record.

· You designated the new hire as to be paid through Payroll when the position should be nonpaid.

· The employee did not start work.

Additional ResourcesFor more information about deleting a new hire record, see online Help and the Deleting a New HireLearning Byte in the Support Center.

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What Is Rehiring an Employee?OverviewYou can use the New Hire wizard to rehire employees who were previously terminated.

DescriptionYou rehire an employee when an employee who was previously terminated returns to work as an activeemployee.

ExampleRicardo Ortega left the company and now Go Green 100 wants to rehire him. Because Ricardo hadpreviously worked for this company, his Position ID already exists in ADP Workforce Now.The following alert message is displayed when you begin the rehire process:

Additional ResourcesFor more information about rehiring an employee, see online Help and the Rehiring an EmployeeLearning Byte in the Support Center.

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Rehiring a Previously Terminated Employee

Scenario

Let’s say you need to rehire John Davis, a previously terminated employee.

1. Does it make sense to rehire John using the New Hire process?

2. What would be a more efficient way to rehire John?

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Changing Employee DataOverviewYou may need to change an employee’s status for the following reasons:

· Retirement

· Leave of absence

· Termination or Rehire

· Job changes such as promotions or transfers

· Salary changes

The Employee Status Change ProcessTo keep accurate records, you need to indicate the reason for the status change, determine additionalimpacts of these changes to the employee record, and then make the changes.The following process must be completed to change an employee’s status:

Stages and Descriptions

Stage Description

1 Determine and enter the effective date, new status, and the reason for the status change.

2 Determine any impact to other areas and make updates as needed. Affected areas caninclude the following:

· Pay (an adjustment for mid-cycle or cancel Automatic Pay)

· Time-off accruals

· Employee schedule (if changing from part time to full time, or vice versa)

· Employee Self Service or Manager Self Service accounts

· Practitioner accounts

GuidelineIf your company tracks full-time equivalency and an employee’s job changes from part time to full time,you must enter 1 in the Full Time Equivalency (FTE) field on the Employment Profile page under WorkSchedule.

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Explore: Accessing Employee Information from the People MenuOverviewYou use the People menu to view or change information for an individual employee. It is divided intosubmenus so you can locate information efficiently. The following illustration is an example of thePeople menu with the Personal Information submenu selected.

The following table describes the submenus on the People menu:

Submenus and Descriptions

Submenu Description

PersonalInformation

Includes information such as addresses, emergency contacts, demographic data,compliance-related details, and professional development information

Employment Includes employment-related information such as positions, status, hire date, and payrates

Pay Includes payroll-related information such as deductions, direct deposit, taxwithholdings, and to-date accumulations

Benefits Includes information such as enrollments, dependents, and beneficiaries

Time &Attendance

Includes information such as timecards, attendance, and monthly schedule

Time Off Includes information such as a list of requests, carryover requests, and timeoffbalances

Talent Includes information such as performance reviews and goals and compensationnotices

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Activity: Placing an Employee on LeaveScenarioStarting tomorrow, Philomena Anderson will start an anticipated 12-week family medical leave.

InstructionsStarting Point: People > Employment > Employment Profile

Part 1: Starting the Leave Wizard

Step Action

1 Under Employee Search, click the link.Result: The Employee Search window opens.

2 Select the employee from the NAME list.

3 In the Status tile, next to Active, click (edit).

4 In the Select a New Status field, select Leave.Result: The Select a Leave Template field is displayed.

5 In the Select a Leave Template field, select Leave (System).

6 Click START LEAVE WIZARD.Result: The Place on Leave wizard is displayed.

Part 2: Leave Wizard: Reassigning Employees

Step Action

1 On the General Options page, enter the following information and then click Next:Leave of Absence Start Date: tomorrow's dateLeave Reason: FAM – FamilyDo you want to issue an ROE?: No

2 On the Direct Deposits page, click Next.

3 On the Record of Employment page, click Next.

4 On the Direct Reports page, click SELECT NEW MANAGERS.

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Part 2: Leave Wizard: Reassigning Employees

Step Action

Result: The Select New Managers window opens.

5 In the Available Managers list, select Barbato, Samuel, and then click (add selected).

6 Click REASSIGN EMPLOYEES

7 Select all of Philomena’s employees and drag them to the column under Barbato, Samuel,and then click Done.

8 Click Next.

Part 3: Completing the Leave Wizard

Step Action

1 On the Company Property page, click Next.

2 On the Benefits page, in the Terminate Benefits? field, select No and then click Next.

3 On the Final Payment page, click Next.

4 On the Position page, click Next.

5 On the Confirm page, click Done.Result: The Employment Profile page is displayed.

Important InformationIf the effective date falls in the middle of a pay period, note the following:

· The new employee status will be effective for the entire pay period.

· You might have to make a pay adjustment.

If the employee going on leave is a Time & Attendance supervisor, he or she must use the Delegationfeature to select another manager or supervisor to review and approve employee timecards in thesupervisor's absence. In addition, the manager or supervisor who fills in must also use Delegation toaccess those employees.

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Learning Activity: Job Change ConsequencesScenarioEmployees may change jobs within your company or your company may reorganize, causing changesto employees' job titles, home departments, and so on. In either case, job changes can affect otherelements of employees' records.

InstructionsWhat changes can accompany an employee's promotion, transfer, relocation, or demotion?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Important InformationWhen you enter a supervisor or manager start date that is in the middle of a pay period, you enable thatsupervisor or manager to view the reporting structures for the entire pay period.

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How Do User Rights and Workflow Affect Recording Job Changes?OverviewDepending on your individual responsibilities and the workflow in your company, you may beresponsible for entering some or all of the data associated with an employee's job change. If yourcompany uses Self Service, your managers may be able to enter some of these changes.

DescriptionDepending on your company’s policy, some changes made by managers may require final HRapproval.

User Rights and Workflow

Change Needed Employee Manager HR Practitioner

Job title X X

Salary or earnings X X

Status X X

Reporting relationships X X

Corporate groups (location, homedepartment, business unit, company class)

X X

Address X X

Contact information X X

Work phone, fax, mail stop X X

Tax information X X

Time zone X X

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How Do User Rights and Workflow Affect Recording Job Changes? (cont.)

ExampleYour managers can enter requests to change an employee's job title and salary. However, yourcompany’s setup requires HR practitioner approval before any changes are applied in ADP WorkforceNow.

Additional ResourceFor more information about setting up workflows, register for the Approval Process Basics for ADPWorkforce Now course.

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Activity: Entering a Salary ChangeScenarioPeter Biggins will receive a pay raise due to his recent performance. Peter’s new hourly rate is $21.Starting Point: People > Employment > Employment Profile

Instructions

Step Action

1 Under Employee Search, click the link.Result: The Employee Search window opens.

2 Search for and select Biggins, Peter.

3 In the Regular Pay tile, click (edit).Result: The Regular Pay page is displayed.

4 In the Change Will Be Effective field, enter today’s date.

5 In the Change Reason field, select PERF – Performance.

6 In the Regular Pay Rate field, change the Hourly amount to 21.

7 Click Done.

Important Information· When you enter a new value in an effective-dated field, the value that is being replaced is saved

as part of a historical record.

· Your company may decide to display employee pay rates, which will enable your employees toview their earnings when they access Self Service.

· You can view historical pay records for employees by clicking (edit) in the Regular Pay tile.On the Regular Pay page, the timeline is displayed on the left.

· If you know that the salary will increase by a percentage, click the Rate Change Calculator linkon the Regular Pay page to have the new amount calculated automatically.

Additional ResourcesFor more information about Automatic Pay and paydata grids, register for the Payroll for ADPWorkforce Now course.

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Adding Another Position for an EmployeeWhat Is Multiple Positions?DescriptionMultiple Positions is a feature in ADP Workforce Now that enables you to add a position for an existingemployee so that you can track the employee in two or more active positions, paid or nonpaid, at thesame time.

ExampleBarbara Pincent is a registered nurse (RN) at Sunrise Extended Care. She also serves as an RN atSunrise Nursing Home. She reports to the director of nursing at the extended care facility and thenursing supervisor at the nursing home and is paid differently for each position.

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When Should You Use Multiple Positions?The following table indicates when you should use Multiple Positions or another feature:

Multiple Positions

If the Employee Serves In Then use

More than one position (paid or nonpaid) Multiple positions

More than one position and multiple T-4’s arerequired because payments are issued underseparate federal tax identification numbers

Multiple positions

Multiple positions and reports to two or moredifferent managers

Multiple positions

One position and changes Provincial or localjurisdiction as a result of a transfer to adifferent location

Transfer Employee

One position and requires that a percentage ornumber of hours worked and be allocated todifferent departments

Automatic Labour Allocation

Important Information· When you set up an employee with a new paid position, an additional file number is created

through Payroll. A separate T-4 Form will generate at the end of the calendar year for each paidposition that the employee holds.

· When an employee holds multiple positions, you must designate one as the primary position.

· If the employee with the additional position is a manager, for the employee to see the My Teamtab and have access to his or her direct reports, the primary position must be the managerialposition.

· When an employee has multiple positions, the pages that you access from the People menuinclude an Other Positions link. Click the link to view all of the employee's positions.

· If you added a position for an employee and realized that you made a mistake, you can deletethe position in the same way that you delete a new hire.

Additional ResourceFor more information about adding another position, see the Changing Employee Job InformationLearning Byte’s in the Support Center.

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What Are Paid and Nonpaid Positions?DescriptionYou can choose whether to pay each position and track time through ADP Workforce Now.The following table describes the difference between paid and nonpaid positions:

Paid and Nonpaid Positions

If the position is Then the position is

Paid through Payroll Paid

Not paid through Payroll Nonpaid

Examples· Nicole works as an account developer and is paid through ADP Workforce Now. Her position is

a paid position.

· Juliette is a contractor assigned to Go Green 100. She is paid through an outside agency, notthrough ADP Workforce Now. Her position is a nonpaid position.

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Practice: Entering Employee ChangesScenarioYou need to enter some employee changes:

· David Arthurs received a 4% performance increase due to a promotion yesterday.

· Michelle Brown has just been promoted to Manager in the Customer Service departmenteffective today. She will also start her new position today. Her new job title is Customer ServiceManager and she reports to Donald East.

· Carlo Garland returned from leave today.Starting Point: People > Employment > Employment Profile

Instructions

Step Action

1 Change David Arthurs salary to $1040.00, which is an increase of 4% or $204.83.Note: The Rate Change Calculator is a convenient way to enter percentage increases.

2 Change Michelle Brown’s position and related information. Use PROM for the Job Reasoncode.Hints:

· When (add) is next to the applicable field, you can add codes to validation tableswhile making changes.

· Make sure to designate Michelle’s new management position so that the new positionis processed accurately and includes reporting relationships.

3 Activate Carlo Garland, now that he has returned from leave.

4 Click Done.Result: A message is displayed, confirming that the employee was successfully hired.

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Practice Results: Entering Employee ChangesDavid Arthurs Change

Michelle Brown’s Change

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Carlo Garland’s Change

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TransfersOverviewA Transfer occurs when you move an employee or change any of the following fields on a paid position:

· File Number

· Pay Division

· Province of Employment

· CRA /MRQ Business ID number

· Company Code

Factors in Transferring an Employee· Only paid positions can be transferred

· Transfers are not effective dated. All transfers will be processed in the current open pay period.

· Based upon CRA and MRQ Legislative Requirements, you may require multiple T4’s when youtransfer an employee. Please refer to the appropriate agency for their requirements.

· If a New Hire is transferred and processed in the same pay cycle as they are hired, the systemwill combine all the entries into one as the current information.

· Transfers occurring after your final year-end payroll has been processed may require someadditional intervention to ensure earnings appear on the correct T4. Please refer to the YearEnd Job Aids on the ADP.ca Client Service Centre

Transfer TypesThe transfer feature provides practitioners with the ability to complete the following transfer types forpaid positions:

· A change of Company Code

· A change of CRA PA/RQ ID number

· A change of Province of Employment

· A change of Employee’s Pay Division

· A change of Employee’s File Number

Note: Some entries may or may not require separate tax forms.

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Employee Transfer PagesNavigating the Transfer Employee TabStarting Point: Process > HR > Transfer Employee

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Navigating the Transfer Employee Tab (cont.)

Transfer Employee ElementsElements and Descriptions

Element Description

1-Selected Employee The magnifying glass provides practitioners with the ability to search andselect an employee or access the Manage My Lists link.

2-Transfer Date This date identifies the date the transfer takes place as of.Note: Date must be within Open Pay Period dates.Result: Once this date is populated the remaining fields will pre-populatebased upon the employee selected.

3-Company Company is pre-populated and grayed out, based upon the employeeselected.

4-CRA PA/RQ ID This dropdown provides all CRA business numbers available for thiscompany.

5-Province ofEmployment

This dropdown provides all provincial selections.

6-Pay Divisions This dropdown provides all pay divisions available in the company.

7-File Number This is an editable field that can remain the same or be changed asrequired.

8-How should thistransfer be handled?Reporting Structure

Select the option required based on Legislative Requirements, andindicate how to manage the direct reports.

9-Reporting Structure Select whether to maintain or remove direct reports from this position.

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Transfer History Image

Transfer History Image with Action Options

Transfer History ElementsElements and Descriptions

Element Description

1-Transfer InstructionLink

Displays the transfer date that was keyed into the Transfer Employeetab.

2-Transfer Date This link opens a separate window that provides the transfer summaryinformation

3-Position ID Information Display the source and transferred position ID.

4-Practitioner Information The audit trail displays the author of the transfer.

5-Other Actions This dropdown provides the action options.

1 32 4

5

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The Transfer Instructions Window

Transfer TypesLet's now take a look at how the various transfer types are completed. In this module we will reviewPay Division transfers, Province of Employment transfers and transfers between CRA/MRQ BusinessID’s.

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Pay Division TransfersPay Division Transfers are completed when an employee moves from one pay division to another.

ScenarioBradley Thomas currently works in the Production Pay Division and he is being transferred to theLearning and Development team. Transfer Bradley from pay division 710000 to pay division 600000.

Activity: Pay Division TransferStarting Point: Process > HR > Transfer Employee (Page opens to the Transfer Employee tab)

Pay Division Transfer

Step Action

1 Select the dropdown next to the magnification glass. Use the search or pageoption to select Bradley's name.

2 Select the calendar icon and select or type in the desired date.Note: Date sequence is DD/MM/YYYY. The date cannot be less than the position startdate and must be within the current pay period

3 From the Pay Division dropdown, select 600000 – Learning and Development.

4 Select Continue with the current tax form; so only one tax form will be created.

5 Select the Submit button to complete the transfer.

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Confirmation Window

Impacts of Effective Dating on Pay Division TransfersWhen the employee has effective dated entries and a pay division transfer occurs, the followingmessages appear at the bottom of the Employee Transfer page:

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Transfers of Province of EmploymentTransfers of Province of Employment are completed when an employee permanently changes theirprovince of employment. This transfer type and several others, such as changing CRA/MRQ BusinessID, use the following transfer wizard to complete the transfer process:

Employee Transfer Wizard

ScenarioEugene Gendron currently works in Quebec, is moving to Ontario and will now be working in theMississauga location. Complete a transfer that will change his province of employment to Ontario.

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Activity: Province of Employment TransferStarting Point: Process > HR > Transfer Employee

Province of Employment Transfer

Step Action

1 Select the dropdown next to the magnification glass. Use the search or page option to selectEugene's name.

2 Select the calendar icon and select or type in the desired date.Note: Date sequence is DD/MM/YYYY. The date cannot be less than the position start date

and must be within the current pay period.

3 Select the dropdown in the Province of Employment field and select Ontario.

4 Select Start with a new tax form radio button; so that Eugene will receive two tax forms.Note: If the person transferring is a manager one additional field will display with the

following choices; Maintain direct report to this position or remove direct report fromthis position.

5 Select the Submit button.Result: Employee Transfer wizard opens with three steps: Position, Federal & ProvincialTaxes and Confirmation.

6 Update each of the dropdown with the new data:§ Business Unit: CAN - Canada§ Location: MIS - Mississauga§ Home Department: Remains the same§ This position will report to: Remains the same§ Job Title: Remains the same§ Regular Pay Rate: Remains the same§ Standard Hours: Remains the same

7 Select Next.

8 Use the defaults in the Federal & Provincial Taxes tab.

9 Select Next.

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Province of Employment Transfer

Step Action

10 Review the confirmation page to validate entries, and then select Done.Note: His new address information will need to be updated on the Address page at some

point

Impacts of Effective Dating on Province of Employment TransfersWhen the employee has effective dated entries and a province of employment transfer occurs, theentries will react as follows:

· All future dated records have been transferred from the old file number to the new file number

· If this transfer resulted in a change in the business number or province of employment, the newvalues will be applied to all future dated records.

· All historical records remain on the old file number as a result of this transfer to the new filenumber

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Cancelling a TransferThe Transfer History tab contains a list of all transfers completed in the current pay cycle. Transfers canonly be cancelled within the cycle they were created.

Cancelling a Transfer StepsStarting Point: Process > HR > Transfer Employee > Transfer History TabTo cancel transfers complete the following:

Cancelling a Transfer

Step Action

1 Select the employee by selecting the box to the left of the employee name.

2 Select DELETE.Result: A Confirm Action dialogue box appears.

3 Select Yes to the question: Are you sure you want to delete the selected records?Result: A message will display confirming the cancellation.

Important:All information entered as part of the transfer task will be discarded when a transfer is cancelled. Whenyou cancel an employee transfer for which a separate tax form was requested, all cyclical paymentsand adjustments and position changes made after the transfer task was completed will be discarded.After the transfer has been successfully canceled, all applicable payments and changes that werediscarded will need to be rekeyed in the existing position.

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Terminating an EmployeeOverviewYou use the Termination wizard to take you through the process of terminating an employee. Duringthis process, you will use either an ADP-supplied system template or a custom template that youcreate.Note: The way your company is structured will determine the specific termination workflow for your

organization.

The Termination ProcessOverviewWhen you process an employee termination, you begin by changing the employee's status toTerminated. This change has an impact on other aspects of the employee's record that must beupdated to reflect the termination.

Stages and DescriptionsThe following table describes the stages in the employee termination process:Starting Point: Process > HR > Terminate

Stages and Descriptions

Stage Description

1 Select the appropriate template and start the termination.

2 Enter the termination date, reason, and other general information.

3 If applicable, change additional information such as terminating benefits, stopping directdeposit, recording the return of company property, reassigning direct reports and enteringfinal payment information.

4 Confirm and approve the termination.

Important Information· The termination effective date that you enter is the employee's last day of work.

· The tasks for terminating an employee can include an approval step, if your company requiresit.

· An employee who has been placed on a leave of absence or terminated can still be paid on afuture date, if needed

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Termination Data Entry FlowsOverviewThe way your company is structured determines the specific data entry flow for your organization.

DescriptionYou may be the only practitioner at your company and you enter all termination data, or you may beone of two or three practitioners at your company who enter termination data.

ExampleGo Green has multiple practitioners who complete steps in the wizard. The HR practitioner entersgeneral information for the termination, then the payroll practitioner changes direct deposit informationand arranges for the final payment.

Important InformationThe tasks required for terminating an employee can include an approval step, if your company requiresit.

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Termination TemplatesOverviewTo begin the termination process, you select a template. The template consists of information such as:

· Required and optional fields used by your company

· A list of users who will participate in entering termination information

· The approval process

Use an ADP supplied system template or a custom template you create.Note: Your ADP representative will create a custom template with you during implementation.

Custom Template ExampleYou created a custom template for terminating seasonal contract employees. This template skipspayroll related steps, such as updating direct deposit information, and allows you to enter informationabout company property issued to the workers and ensure final approval for the termination.

Record of EmploymentPractitioners have the option to customize the termination template by adding in an ROE step. Thisstep adds the ability to request an ROE at the time of termination rather than manually keying andrequesting it through the ROE standalone page. The complete ROE process will be discussed in thePayroll for Workforce Now module.

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Activity: Terminating an EmployeeScenarioRichard Telford has resigned to go back to school. You need to record his termination and reassign hisdirect reports to another supervisor so that their timecards can be approved.

Instructions – Step 1: General OptionsStarting Point: Process > HR > Terminate

Terminating an Employee

Step Action

1 Point to Process and, under HR, select Terminate.

2 Click the Lookup (the magnifying glass) button and then select Richard from the list.

3 In the Select a template field, select Termination (System).

4 Click START A TERMINATION.Result: The Terminate wizard begins at General Options.

5 In the Status field, accept default of Terminated.

6 In the Termination Date field, enter Today’s date. dd/mm/yyyy format.

7 In the Termination Reason field, select M - Mutual Agreement.

8 In the Eligible for Rehire field, accept default of Yes.

9 In the Do you want to issue an ROE? Field, accept default of Yes.Note: If you are offering Salary Continuance option to your terminated employees, then enter

the Salary Continuance date. (This field is information only and you will still need tomake the necessary Payroll Adjustments for those employees)

Click Next.

10 Enter Direct Deposit information, if needed. Click Next.

11 Under ROE, General section, select C- Return to School as the Reason for Issue.

12 Select Yes for Ready to Issue this ROE. Click Next.

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Instructions – Step 2: Additional OptionsAdditional Options

Step Action

1 Under Direct Deposit, click Next.

2 Under Record of Employment, click Next.

3 Under Direct Reports, Click SELECT NEW MANAGERS

4 In the Available Managers list, select Bernard Agard, and then click (add selected).

5 Click REASSIGN EMPLOYEES

6 Select all of Richard’s employees and drag them to the column under Bernard Agard.Click Done and then click Next.

7 On the Company Property page, select the relevant company PROPERTY, DATERETURNED and RETURNED TO information. Click Next.

8 On the Benefits page, Terminate Benefits: Yes; indicate Last Day of Coverage.Note: this page only displays if your company has purchased a Benefits package.

9 Click Next.

10 On the Final Payment page, accept default of Do not issue their pay and Adjustment isnot required and click Next.

11 On the Position screen, click Next.

12 On the Confirm page, click Done.

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Activity: Terminating an Employee (cont.)

Important Information· When you terminate an employee who tracks time, their position status changes to “marked for

termination” until moving to the next pay period in Time and Attendance.

· If you begin the termination process from the Status page, changes you enter other than thetermination date and reason will be erased.

· When an employee is terminated/archived in Workforce Now, the system does not terminatetheir access to Workforce Now. The reason is that termination is done in Workforce Now but theuser ID and Passwords are controlled in Netsecure. So the terminated/archived employeeseven though terminated in Workforce Now, will still have access to Workforce Now.

If this is a concern, then do the following:

Option 1:1. Create a new employee profile under Access Permissions. Define what pages you want the

terminated employee to have access to after the status change. At the minimum we recommendaccess to pay statements, tax forms under the Myself tab.

2. Create a new a Membership Rule (employment status = terminated) and attach the MembershipRule to the new profile created for terminated employees.

This will move all the terminated employees into this new profile.Anytime a terminated employee is rehired and the status is changed to Active again, the system willautomatically move them out of this custom profile and add them back the standard employee profile.

Option 2:If you do not want the terminated employees to have any access to Workforce Now after the statuschange, then do the following (this can be only done by the Security Master or ADP CTS):Go to Netsecure [Setup > Security > Security Management]1. Click People > Manage Users

2. Click on the terminated employee’s name

3. Click on the Access Information tab

4. Click Suspended and Save.

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Rehiring an EmployeeOverviewYou can select Employment Profiles under Employment in the People menu to rehire employeeswho were previously terminated.

DescriptionRehiring an employee occurs when an employee who was previously terminated returns to work as anactive employee.

ExampleRichard Telford resigned his position as Customer Service Manager to return to school. Now that hehas completed his degree, Go Green wants to rehire Richard in the same position.

Method for Rehire:People > Employment > Employment Profile > click (edit) in the Terminated tile,

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Rehiring an Employee (cont.)

The practitioner changes the position’s status from Terminated or Leave back to Active in the ChangeStatus page:

Additional ResourcesFor more information about rehiring an employee, refer to online Help and the Support Center.

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Activity: Rehiring an EmployeeScenarioRichard Telford is returning to work. You need to look him up in the system and rehire him.Starting Point: People > Employment > Employment ProfileInstructions

Additional Options

Step Action

1 In the Employment Profile page, click the Employee Search (magnifying glass) andsearch for and then select Richard Telford from the list.

2 Under Status, Click on the Edit icon next to Terminated.

3 In the Select a New Status dropdown, select Active.

4 Enter in the Rehire date, and Rehire Reason is CURR Existing Position.

5 Click Done.

6 On the Status page indicate when Change will be effective.

7 Click Done.

Note: If the employee was Archived, then the practitioner must Unarchive the employee before you canrehire that employee.

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Archive EmployeesOverviewThe archive feature allows the user to stop billing for one or more employees for a desired period oftime. This feature is commonly used for clients with seasonal operations.The employee must fulfill the following criteria in order to be archived:

· There cannot be any pending payroll transactions on any of the employee's positions; thisapplies to pending new hires or added positions.

· There cannot be any pending workflows, future-dated records, timecard entries, or any directreports related to the employee.

· The payroll must have been processed with the Terminated status of the employee.

· The position must have a status of terminated.Once the employee is archived, the following are true:

· The employee will not appear in any employee selectors or search results.

· Imports will not be permitted for the archived employee(s).

How to ArchiveThe following table lists the steps in the Archive process:

Archive Process

Step Action

1 Process > HR > Archive EmployeeResult: This will take you the Archive Employee page.

2 Click Ready for Archive tab and then Select Termination Date range from then Click SearchResult: This will display all the employees terminated within the date range you specified.

3 Select employee(s) from the list by clicking checkbox and Click Archive. Say Yes whenasked to confirm.Result: The employee(s) will show up in the Archived Tab section.

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How to Un-ArchiveThe following table lists the steps in the Archive process:

Archive Process

Step Action

1 Process > HR > Archive EmployeeResult: This will take you the Archive Employee page.

2 Click Archived tab and then Select employee(s) from the list of archived employees byclicking checkbox, then Click Un Archive.Result: The selected employee(s) will be un-archived.

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Running Standard Reports to Verify ChangesOverviewStandard reports are predefined, highly formatted output reports that you can create and run at anytime during the payroll cycle.

Explore: Standard ReportsYou can access a wide variety of reports from the Standard Reports page. The following illustration isan example of this page:

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Explore: Standard Reports (cont.)

Elements and DescriptionsThe following table describes elements found on the Standard Reports page:


Element Description

Output tab On this tab, you can access all report output (Standard, My Report, Custom).

Standard tab On this tab, you can view the library of predefined standard reports. When youcreate a standard report, you can select your own runtime and sort parameters,filter employees, and select an output type.

My Reports tab On this tab, you can view a My Report, which is a copy of a standard or teamreport with your saved parameters that you can rerun when needed.

Filter section You can filter the report output by options such as report type and category.

Which Standard Reports Help You Verify Employee Changes?OverviewYou can use the Employee Payroll Changes and Audit Trail standard reports to help verify new hire andemployee changes:

Reports and Descriptions

Report Description

Employee Payroll Changes Lists changes effective for the current payroll onlyDoes not identify the user who made a particular change

Audit Trail Provides a comprehensive history of changes, including the userwho made the change; date, time, and effective date stamps; andso onCan filter for only the information that you need, such as specificdate ranges and other categories of data

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Example: Employee Payroll Changes Report

Example: Audit Trail Report

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Running the Employee Payroll Changes Report Job AidScenarioYou want to see all of the employee changes that were entered during the current pay period.

InstructionsStarting Point: Reports > Standard Reports > All Reports

Instructions

Step Action

1 In the list of report types, select Personal & Employment.

2 In the Report Name column, click Employee Payroll Changes.

3 Select the desired report options.

4 Scroll down and click Run.Result: The report status on the Output page is Processing.

5 When the processing is complete, in the row for the report, click desired outputoption.

Important Information· The date in the Change Date field can differ from the effective date. For example, you can make

a change today and specify that it becomes effective in the future.

· You can save your own standard report, including the settings that you like to use, on the MyReports tab.

Additional ResourceFor more information about standard reports and My Reports, see online Help.

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Running the Audit Trail Report Job AidScenarioYou want to see all of the new hires and employee changes that were entered in a specific week.Starting Point: Reports > Standard Reports > Audit Trail

Instructions

Step Action

1 In the Name column, click Audit Trail.

2 Select the desired menu and report display options.

3 Scroll down and click Run.Result: The report status on the Output page is processing.

4 When the processing is complete, in the row for the report, click desired output option.

Important Information· Use the Date Range field to include only the data that you need. For example, you can select

today, last week, last month, last two weeks, or a custom date range.

· Select specific menu items to filter for the precise information that you need.

· You can save your own standard report, including your preferred settings, on the My Reportstab.

Additional ResourceFor more information about standard reports and My Reports, see online Help.

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Knowledge Check1. Which types of information could be included in a new hire, termination, or leave template? (Select

all that apply.)

a. The required and optional fieldsb. A list of users who will participate in entering new hiresc. The approval processd. The ability to add multiple positions

2. Which of the following scenarios require changing an employee's status? (Select all that apply.)

a. Mark is a file clerk who is now temporarily working in the mailroom.b. Sarah is taking a 12-week family medical leave effective tomorrow.c. Amanda has been promoted and is moving from Ontario to Quebec.d. John has taken another position and is leaving the company.

3. A pay period begins on March 21 and ends on April 3. You entered a pay increase for an employeeeffective on March 28. How can you ensure that ADP Workforce Now processes the increasecorrectly?

a. Wait until the beginning of the next pay period and make the adjustment.b. Set up a business rule to accommodate the mid-cycle increase. Then, make the adjustment.c. On the Employment Profile page, enter the new rate with a March 28 effective date.d. Because the rate increase falls in the middle of the pay period, adjust the employee earnings for

the pay period.

4. Which of the following scenarios requires adding another position for an employee?

a. Jack was promoted and will be working in a new position at another location.b. Dawn is a nurse for Lake Mary Assisted Living and will now also work as a nurse for the

Sanford Assisted Living branch of the company, which has a different Provincial Tax.c. Charles has accepted an offer for a new customer service representative position.d. Laurie works for a defense contractor and her time is allocated as 10 hours per week to the Air

Force project and 30 hours per week to the Navy project.

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Knowledge Check (cont.)

5. What is the name and location of the report that will help you verify employee changes enteredduring the current pay cycle?

a. The Audit Trail report accessed from the Standard tabb. The Employee Payroll Changes report accessed from the Standard tabc. The Employee Payroll Changes report accessed from the Custom tabd. The Earnings report accessed from the Sample tab.

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Course ClosingSupport after ClassAdditional Online ResourcesADP has multiple locations to access online resources:

· The ADP Client Service Centre:

· This is an online repository where clients can locate various types of information.

· The Bridge:

· This is an ADP sponsored online community for ADP clients to share knowledge, skills and havequestions answered by client/ADP within the community.

· Workforce Now Support Centre:

· This is an online tool built directly into Workforce Now. The tool is designed to provide userswith:

▪ Step-by-Step procedures▪ Online documentation regarding a variety of subjects▪ Learning Bytes on a variety of subjects

Let's take a look at how each of these valuable resources can be accessed.

ADP Client Service CentreThe ADP Client Service Centre is an online resource available to all ADP clients. Users can access amultitude of resources using this tool:

· The Year End service center, including reference materials and forms

· Welcome Packages, training manuals, Learning Bytes and online registration

· Health Tracking Program for clients who have purchased ADP Benefits

· Online support and service options.

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Workforce Now® Support CentreUsers have access to this tool 24/7. This tool provides a variety of online tools:

· Step by Step instructional information.

· Learning Bytes (short 2-3 min instructional videos) on a variety of topics.

· Documentation providing the user with specific details about the topic searched.

Accessing and Navigating in the Client Service Centre

Step Action

1 Use your Internet browser to log into www.adp.ca.

2 Select the Client Service Login, located in the upper-right corner of the page.

3 Enter your company code and email address, and then select Login.Result: The Client Service Centre home page displays.

4 Let's locate the Workforce Now registration area within the Client Service Centre.Select the Learning Bytes link located under the title Training.Results: The Welcome to the Learning Bytes Library page appears, and the Learning

Bytes section expands to display all products that have learning bytes.

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Accessing and Searching within the Workforce Now® Support Centre

The BridgeThe Bridge is sponsored by ADP, and is an exclusive online community for ADP clients. Thiscommunity connects HR and payroll practitioners from across Canada and provides an environmentwhere users can ask questions, find answers, and network with peers. The community is free, alwaysavailable, and is an excellent resource for support on a variety of subjects.

Selecting Report Criteria

Step Action

1

Select the Support link, located on the top right of the screen.

2Type Performance into the search field, and then select Enter or the "Magnifying Glass"icon to begin the search.Result: All topics with Performance in them will display.

3

Review the available resources.

If you want to: Then:

Read documentation Select Documentation, then select topic

View Step by Stepinstructions: Select Knowledge, then select topic

View Learning Bytes: Select Training, then select topic

4For this activity select the Training tab and select the Starting a Performance review.Results: A second window will open and the learning byte will play.

5 When completed, select the Support icon again to close.

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Benefits to Registering for the Bridge:· Allows payroll practitioners and HR professionals like you to connect, engage and share

information in an easy-to-use, fully accessible online forum.

· Acts as an additional resource for support, frequently asked questions and information for ADPclients of all sizes using all products.

· Always on, for 24/7/365 access anywhere in Canada.

· Easy to use.

Accessing and Registering for the Bridge

The Bridge Registration/Login Page

Accessing and Registering for the Bridge

Step Action

1 Use your Internet browser to log into www.adp.ca.

2 Select the Client Service Login, located in the upper-right corner of the page.

3 Enter your company code and email address, and then select Login.

4Select The Bridge, from the menu on the left.Result: An overview of what the bridge is displays.

5 Click the Visit The Bridge link located at the bottom of the overview to register.

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