ADP Workforce Now What’s New in Company and Employee …B6857CF5-9810-4EC3... · 2016. 10....

V04271580951WFN80

Copyright © 2013–2015 ADP, LLC

What’s New in Company andEmployee Maintenance

Handout Manual

ADP Workforce Now

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What’s New in Company and Employee Maintenance for ADP Workforce Now

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What’s New in Company andWhat s New in Company and Employee Maintenance forADP Workforce Now

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Agenda

People and Process Menus

Associate ID and Position ID

M l i l P i iMultiple Positions

New Hire Wizard Enhancements

Deleting Employees and Changing a Paid Employee to Deleting Employees and Changing a Paid Employee to Nonpaid

Archiving Employee Data

The Status Page

Status Changes

V lid ti T bl Validation Tables


People and Process Menus

Overview

In this topic, we will discuss the following:

Th P l d P The People and Process menus

The Personal Profile page


People Menu

You use the People menu to access information about each individual employee such as pay rates, benefits, employment profile and performance reviewsprofile, and performance reviews.


The Personal Profile Page

You view and update the following types of employee information on the Personal Profile page:

Name Name

Personal contact

Emergency contactg y

Address

Demographics


The Personal Profile Page (continued)

To access this page, select People > Personal Information > Personal Profile.

To update a profile click (edit) or (add) in the appropriate To update a profile, click (edit) or (add) in the appropriate tile and make the applicable entries.


Process Menu

You use the Process menu to access company activities and processes such as payroll, hiring and transferring employees, and delegating activitiesand delegating activities.


Associate ID and Position ID

Overview


S i d i i ID f Setting and viewing ID preferences

The differences between the associate ID and the position ID

The components of the new position ID The components of the new position ID


Associate ID and Position ID as Alternate Identifiers

The enhanced ADP Workforce Now includes an associate ID and a position ID.

Position ID

Associate ID


Setting Preferences for Viewing Associate ID and Position ID

On the toolbar, in the upper-right corner, click your name and select Preferences > Content > People.


What Do You Think? Associate ID and Position ID

What is the difference between an associate ID and a position ID?


Differentiating between Associate ID and Position ID

Characteristic Associate ID Position ID

Purpose To identify a specific employee within ADP Workforce Now

To identify an employee’s paid and nonpaid positions withinwithin ADP Workforce Now

PayrollCannot be reused or assigned

to another employee

and nonpaid positions within ADP Workforce Now PayrollTo identify each of an

employee’s multiple positionsTo identify whether theTo identify whether the

position is paid through ADP Workforce NowTo assign different employee

positions to different pmanagers

Method of generation

Automatically generated when you enter a new hire in the New Hire Wizard or on import

Automatically generated when you use the New Hire and Add Another Position wizards or onHire Wizard or on import Another Position wizards, or on import


Differentiating between Associate ID and Position ID (continued)

Characteristic Associate ID Position ID

Format A random string of 9 digits but can include up to 25 alpha

A 9-to-12 digit alphanumeric code that differs based oncan include up to 25 alpha,

numeric, or predefined special characters

Example: R0DDHL9I8

code that differs based on whether the position is paid or not paid through ADP Workforce Now Payroll

Paid and some nonpaidPaid and some nonpaid positions are assigned to a company code

Examples: 37C024680, 002775173N002775173N

Field editing options You cannot edit the field’s default. However, you can change the field’s editing

For nonpaid positions only

options by selecting Setup > Tools > System Options.

You can change the ID to a previously unused associate ID.


Position ID Components

If the Position Is Then the Position ID Consists Of

Example Consists Of

Paid through ADP Workforce Now

Company code + file number 37C024680File

NumberCompany Code

Not paid through ADP Workforce Now Payroll but assigned a company

Company code + 5-to-8 digit number + N

37C13579N5-Digit

NumberCompany Code

but assigned a company code

Not paid through ADP Up to 12 characters + N 21013579NWorkforce Now Payroll and not assigned a company code

8-Digit Number


What Questions Do You Have?

19Copyright © 2013–2015 ADP, LLC19 19Copyright © 2013–2015 ADP, LLC

Multiple Positions

Overview


U i h M l i l P i i f Using the Multiple Positions feature

Adding another position

Viewing searching for and editing an employee’s position Viewing, searching for, and editing an employee s position information


What Is Multiple Positions?

Multiple Positions is a feature in ADP Workforce Now that enables you to add a position for an existing employee so you can track the employee in two or more active positions paid orcan track the employee in two or more active positions, paid or nonpaid, at the same time.


Using Multiple Positions

You use Multiple Positions when an employee has one of the following at the same time:

More than one position (paid or nonpaid)More than one position (paid or nonpaid)

Multiple positions and reports to two or more different managers

More than one position, and multiple Forms W-2 are required because payments are issued under separate federal tax identification numbersidentification numbers


Example of Multiple Positions


What Do You Think? Adding Another Position

When do you add another position to an employee?

a. The employee has multiple positions and reports to two or more managers at the same timemore managers at the same time.

b. The employee is promoted to a new position and reports to a new manager.


Adding Another Position

Learning Byte Available

To add a new position to an employee, select Process > HR > Add Another Position.

g y


Adding Another Position (continued)

On the Position Setup step, you indicate whether the position is a paid or time-tracked position, as well as the company to which the position is assignedthe position is assigned.



On the Position Details step, you indicate whether the new position is the primary position for the employee. You also enter information such as the position start date the direct reportinformation such as the position start date, the direct report manager, and the worked-in state.



On the Time & Attendance step, you enter information such as the pay class, the Time & Attendance supervisor, and the time zonetime zone.


Viewing Other Positions

On any page that you access on the People menu, click Other Positions to view the following employee information:

Positions Positions

Primary position

Status of the position (active or inactive)


Searching for an Employee’s Other Positions

Perform a search as follows:

1. Under Employee List, click the link to launch an advanced searchsearch.

2. Click Search Options.


Searching for an Employee’s Other Positions (continued)

3. In the Show field, select Position.

Margaret Albany has two positions. You can view details about each position by clicking the appropriate link.


Accessing the Employment Profile Page

To access this page, select People > Employment > Employment Profile.

To update the Reports To field click (edit) and make the To update the Reports To field, click (edit) and make the applicable entries.

Enter your criteria to h f ifisearch for a specific

manager.


Additional Resources

For more information about multiple positions, see the following resources:

Online Help topicsOnline Help topics–Understanding Position ID

–Adding Another Position to an Employeeg p y

The Maintaining Employee Information for ADP Workforce Nowcourse, available on Learn@ADP

Learning bytes, available at (support) > Learning Resources > Just-in-Time Learning > Payroll and General Administration > ADP Workforce Now Maintaining Employee Information–Adding Another Position for an Employee–Converting a Non-Paid Employee to a Paid Employee


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Learning Bytes: Maintaining Employee Information


New Hire Wizard Enhancements

Overview


Th M N Hi T l The Manage New Hire Templates page

New fields in the new hire templates

Accessing the New Hire wizard Accessing the New Hire wizard

Additional fields and functionality in the New Hire wizard


Accessing the Manage New Hire Templates Page

Select Setup > Template Management > Hire/Re-Hire.


The Manage New Hire Templates Page

To copy and customize a standard template, select the check box next to the template and click Copy.

“(System)” indicates a standard new hire template providedtemplate provided by ADP.


New Fields in the New Hire Templates


Accessing the New Hire Wizard


To add a new employee, select Process > HR > Hire/Re-Hire.


The Hire/Re-Hire Page

Select the applicable template to enter new hire data.


The Quick Hire Template

You use the Quick Hire template when you need to quickly enter a new hire who is paid through ADP Workforce Now.

Important Note:Map the healthcare eligibility date beforecare eligibility date beforeyou enter information intothe template so that you can enter the eligibilityg ydate and coverage level to report the new hire to theapplicable states.


The New Hire Wizard: Personal Step


The New Hire Wizard: Employment Step


Deleting Employees and Changing a Paid Employee to Nonpaid

Overview


D l i hi Deleting new hires

Changing a new employee from paid to nonpaid inADP Workforce Now Payrolly


Deleting Employees and Changing a Paid Employee to Nonpaid (continued)


You can delete a new hire record before the employee is part of the next payroll, eliminating the need to terminate the employee.

T h D l E l l P HR

g y

To access the Delete Employees page, select Process > HR > Delete Employees.


The Delete Employees Page

On the Paid through ADP Workforce Now Payroll tab, new employees who are eligible to be deleted or moved to a nonpaid position are displayedposition are displayed.

Click (action) to begin the deletion process.


Deleting or Changing to Not Paid through Payroll

Determine the applicable option to select.

If You Select Then the Employee Is

Delete Deleted from ADP Workforce Now

Keep but Remove as Payroll New Employee

Moved to the Not Paid through ADP Workforce Now tab as a p ynonpaid position


Changing an Employee to Not Paid through Payroll

When you select Keep but Remove as Payroll New Employee, you need to indicate whether to keep the employee assigned to the company codethe company code.


Changing an Employee to Not Paid through Payroll (continued)

Employees who are kept and removed from Payroll are displayed on the Not Paid through ADP Workforce Now Payroll tabtab.



For more information about adding and deleting new hires, see the following resources:

Online Help topicsOnline Help topics–Adding a New Hire Template

–Adding a New Hireg

–Hiring a Candidate

–Deleting Employees

These courses, available on Learn@ADP–Creating New Hire and Status Change Templates in

ADP Workforce NowADP Workforce Now–Maintaining Employee Information for ADP Workforce Now


Additional Resources (continued)

Learning bytes, available at (support) > Learning Resources > Just-in-Time Learning > Payroll and General Administration > ADP Workforce Now Maintaining Employee InformationADP Workforce Now Maintaining Employee Information– Hiring an Employee – Deleting a New Hire – Rehiring an Employee


Archiving Employee Data

Overview


A hi i i d l ’ d Archiving a terminated employee’s data

Including archived employee data on reports


The Archive Employee Feature

You use the Archive Employee feature to remove terminated employee records from daily tasks, such as searching for an employee while still providing access to the employees’employee, while still providing access to the employees information in standard and custom reports.


Guidelines for Archiving Employee Data

You cannot archive an employee’s data if the employee meets one of the following conditions:

The employee has not been terminated in Time & Attendance The employee has not been terminated in Time & Attendance.

The employee’s benefits are still active and have not been terminated.

The employee has pending workflow events.


Accessing the Archive Employee Feature

To access the Archive Employee feature, select Process > HR > Archive Employee.


Accessing the Archive Employee Feature (continued)

On the Archive Employee page, click Ready for Archive and complete the following steps:

1 Select the check box next to the applicable names1. Select the check box next to the applicable names.

2. Click (action) and select Archive.

The employee’s position is terminated, making him eligible for the archivefor the archive.


Creating Reports with Archived Employee Data

To create custom reports that include archived employee data, select Reports > Standard Reports > All Reports.


What Do You Think? Using the Archive Employee Feature

For which of the following do you use the Archive Employee feature?

a Terminate an employeea. Terminate an employee.

b. Archive one of the employee’s terminated positions.

c. Archive all of an employee’s terminated positions.p y p



For more information about archiving employees, see the online Help topic Archiving Employees.


The Status Page

Overview


Vi i l ’ hi i l d f Viewing an employee’s current, historical, and future status information

Changing an employee’s statusg g p y


Viewing an Employee’s Current Status

To view an employee’s status, select People > Employment >Employment Profiles.


Changing an Employee’s Status

To change an employee’s status, click (edit) to the right of the employee’s current status and make the applicable entries on the Change Status pagethe Change Status page.


Viewing Historical, Current, and Future Status

To view all status records for an employee, click (edit) to the right of Status and view the timeline on the Status page.


Status Changes

Overview


M i d i i h lManaging and customizing status change templates

Using the Status Change wizards to terminate an employee or to place an employee on leavep p y


What Are Status Change Wizards?

The two available Status Change wizards include the following:

Termination

Pl L Place on Leave

These wizards are similar to the New Hire wizard. You can use them to do the following:them to do the following:

Create custom termination and leave templates.

Process status changes through the appropriate wizard.g g pp p


Managing Status Change Templates

To access the status change templates, select Setup > Template Management > Status Changes.


Accessing the Status Change Wizards

To access the Status Change wizards, select Process > HR > Terminate or Place on Leave.


The Termination Wizard


To initiate a termination, complete the following steps:

1. Click (search) and select the applicable employee.

g y

2. Select the applicable termination template.

3. Click Start a Termination.

This area displays terminations p ythat are in progress but not yet completed.


Terminating Benefit Enrollment Options


The Final Payment Step

In the Final Payment step, you indicate whether to cancel automatic pay and select the method to process the final paymentpayment.

Note: When you select Pay Data File, Manual Check, or Quick


y y , ,Calc, the corresponding page accessed on the Process menu is displayed after you complete the wizard.

What Do You Think? Employee Departure

When an employee leaves after just one pay period, which of the following do you use?

a Delete Employees activitya. Delete Employees activity

b. Termination wizard


What Do You Think? New Hire

When a new hire does not start, which of the following do you use?

a Delete Employees activitya. Delete Employees activity

b. Termination wizard


Validation Tables

Overview


A i lid i bl Accessing validation tables

Managing company field codes

Activating or inactivating field code values Activating or inactivating field code values


Accessing Validation Tables

Select Setup > Tools > Validation Tables.


The Validation Tables Page

To search for a validation table, you have the following options:

Enter a key word in the Search field.

S l lid i bl f h i i li Select a validation table from the categories or main list.


Field Codes by Company

If you use multiple company codes, you have the flexibility to manage field codes and descriptions by company.


Field Code Status

Field codes can be set up with the status Active or Inactive. You show or hide inactive codes by clicking Show Inactive or Hide InactiveInactive.


Key Points to Remember

The new Personal Profile page consolidates an employee’s name, contact, emergency contact, address, and demographic information on one page for quick viewing and updatinginformation on one page for quick viewing and updating.

The associate ID uniquely identifies an employee within ADP Workforce Now.

The position ID uniquely identifies an employee’s multiple positions.

You can add multiple positions for current employeesYou can add multiple positions for current employees.

Standard new hire templates are available. You can copy and customize these templates to meet your company’s specific

dneeds.


Key Points to Remember (continued)

Use the Delete Employees activity to delete a new hire before the employee is paid or to change a new employee from paid to nonpaidnonpaid.

Two Status Change wizards are available for terminating an employee and putting an employee on leave.

You can archive terminated employees and include archived employee data when you run applicable reports.

If you have multiple company codes certain validation tablesIf you have multiple company codes, certain validation tables have fields that you can use to manage field codes differently in each company.


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ADP Workforce Now What’s New in Company and Employee …B6857CF5-9810-4EC3... · 2016. 10....

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