1 ADP Portal for Employee Self Service April – June 2009 Monthly Dalton State College 10/12/2015 Monthly

2 Before We Get Started This a one hour class– no planned breaks Other Housekeeping Issues: – Restrooms and vending machines – Cell Phone, PDAs, Pagers: Please have courtesy to turn off or adjust to vibrate A lot of information to cover in short course time, Questions reserved for last 10 minutes of class 10/12/2015 Monthly

3 Class Objectives To provide an overview to the ADP Self Service portal and some specific hands-on information for employees’ accessibility beginning August – Enter and Update addresses, phone number, dependent information, setup direct deposits, enter emergency contacts, change tax withholdings, view iPay (pay statements) and access company news and job openings. – Address exception payroll for vacation, sick days, etc. 10/12/2015 Monthly

Agenda Description of Item Estimated Time Check Off Discuss ADP HRIS portal navigation5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)5 minutes Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., 5 minutes Time Off versus Leave Time (Requests & Approvals)10 minutes Recording Time Entries (Exception Time: Vacation/Sick)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 10/12/20154 Monthly

5 ADP Portal Navigation Open Windows Internet Explorer browser, by using desktop icon or go to Start button 10/12/2015 Monthly

6 ADP Portal Navigation 10/12/2015 Web Address is entered here Monthly

7 ADP Portal Navigation Enter web Address: 10/12/2015 Monthly

Registration Steps Standard Registration: Before you begin, make sure you have your Registration Pass code (USG- 6775) available. This code was provided to you by your administrator. On the login page, click First Time Users Register Here. The Welcome page is displayed with an overview of the registration process. Click Register Now to begin the Register for ADP Services wizard. 10/12/20158 Registration Pass Code is located on the HR website in Announcements/News Monthly

10/12/20159 Click on Register Now to begin Registration Steps Monthly

10/12/ Click on Register Now to begin Registration Steps Alternative Screen Monthly

Registration Steps Enter the following information, clicking Next at the end of each page for each step prior to creating your User ID and password: – Registration Pass Code – Identity information – Contact information – Security information 10/12/201511Monthly

Creating Login for the ADP Portal 10/12/ Enter the following Registration Pass Code USG-6775 and then Click Next Monthly

Creating Login for the ADP Portal 10/12/201513Monthly

Creating Login for the ADP Portal 10/12/ If you get this page, it means you’ve entered some portion of your Identity incorrectly. Select Cancel and Request assistance from HR/Payroll Monthly

Creating Login for the ADP Portal 10/12/ When complete, Select Next Remember to enter your name and information exactly as it appears on the HR/Payroll system records Monthly

Creating Login for the ADP Portal 10/12/ When complete, Select Next Monthly

Creating Login for the ADP Portal 10/12/ When complete, Select Next Monthly

Registration Steps On Step 5, View Your ADP Services User ID, create a password and click Submit. You use this user ID and password to log into your ADP Services. On the Confirmation page, do one of the following: – Click Log On to access the product. 10/12/ Monthly

Creating Login for the ADP Portal 10/12/ Select Submit ADP Provided User ID; You create the Password Monthly

Creating Login for the ADP Portal 10/12/ You will see this if you successfully register for the User ID and password. Also will be sent to confirm your User ID. Monthly

After Registration Add Another Service (for eTime) 10/12/ Add Another Services in order to add eTime to your user profile. Monthly

10/12/ Click on Add a Service to begin Alternative “Add a Service” Page If you logged out and need to add eTime services to your profile, go back to the ADP Login page and click on the ‘First Time Users Register Here’ link. You will get a Welcome page, click on the right hand side of page ‘Add a Service’ pushbutton. If you logged out and need to add eTime services to your profile, go back to the ADP Login page and click on the ‘First Time Users Register Here’ link. You will get a Welcome page, click on the right hand side of page ‘Add a Service’ pushbutton. Monthly

After Registration Add Another Service (for eTime) 10/12/ At the pop-up window put your new User ID and password and Click OK. Monthly

After Registration Add Another Service (for eTime) 10/12/ In Manage My Services, look to the bottom of the page and see Enterprise eTime and Click on the Add link. Monthly

Creating Login for the ADP Portal 10/12/ Contact the HR or Payroll to obtain your ADP Employee ID in order to add the eTime Services to your user profile. Monthly

Creating Login for the ADP Portal 10/12/ If successfully added eTime services to your user profile, you will receive a confirmation message. Exit out of this page and go back to windows Internet Explorer to log back into ADP ( Monthly

27 10/12/2015 Click on User Login ADP Portal Navigation Monthly

Agenda Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)5 minutes Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., 5 minutes Time Off versus Leave Time (Requests & Approvals)10 minutes Recording Time Entries (Exception Time: Vacation/Sick)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 10/12/ Monthly

ADP Portal Home Page 10/12/ Benefits Information Section Forms Library Section What’s New Section All Online forms should be available after go live Benefits Information will now by online instead of being previously handled via paperwork in HR Open Enrollment information will be in this section The links will take you directly into the BOSS (Benefits system) for benefit menu options This section was previously handled by paperwork through HR will now be online. Recommended Links Section Monthly

ADP Portal Home Page 10/12/ Employees generally have at least six tab or menu options available to them. Access All of the Tabs Available (based on User Security Accesses) Monthly

31 Employee Self Service Topics The new ADP ESS portal will replace the current Portable Personnel File in PeopleSoft HRMS. Although the ADP portal may be look different, it contains similar information that are broken down into the following available Tabs (6 for most employees): Home Time Myself Money Benefits Career 10/12/2015 The six tabs or menu options are accessible through the main ADP Portal Home Page. Student and Casual workers will only use the first 4 tabs. Monthly

32 Employee Self Service Topics Home - ADP Portal Welcome page –Review HR and Benefit Announcements –Access Forms Library and recommended HR Links Time – Time and Attendance information Myself – Review and update addresses, emergency contact, personal information and phone numbers Money – direct deposit, tax withholding, voluntary deductions, pay statements and annual statements(W-2) Career – access your career profile (work history, education, licenses and certifications) Benefits –access benefits from this tab 10/12/2015 Monthly

Agenda Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)5 minutes Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., 5 minutes Time Off versus Leave Time (Requests & Approvals)10 minutes Recording Time Entries (Exception Time: Vacation/Sick)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 10/12/ Monthly

ADP Portal Home Page 10/12/ Home Tab is the main home or welcome page Monthly Employee Self Service

ADP Portal Home Page 10/12/ Time Tab is used to view the timecard exception entries Monthly

ADP Portal Home Page 10/12/ Myself Tab is used to maintain Addresses, Emergency Contact, Personal Information, and Phone Numbers Monthly

ADP Portal Home Page 10/12/ Money Tab will maintain the following information: Direct Deposit Tax Withholding Voluntary Deductions Pay Statements Annual Statements Monthly

ADP Portal Home Page 10/12/ Benefits Tab is your benefits that you are eligible and those you’ve signed up for. Monthly

ADP Portal Home Page 10/12/ Career Tab is the career profile for your work history, education, licensures and certifications Monthly

Data Flow Diagram 4010/12/2015 ADP stands for Automated Data Processing Inputs to EV5 which is the ADP HR/Payroll Systems

Agenda Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)5 minutes Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., 5 minutes Time Off versus Leave Time (Requests & Approvals)10 minutes Recording Time Entries (Exception Time: Vacation/Sick)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 10/12/ Monthly

Time Off versus Leave Time 10/12/ Time Off - Time Off is the individual’s vacation or sick time, if provided. Request for Time Off will be made online and automatically sent to your manager for approval via workflow. Once your manager approves, forwarded to payroll. Leave Time - Leave Time is now defined as Family and Medical Leave Act (FMLA), Jury Duty and/or Military Leave. Request for Leave Time will be made online and automatically sent to HR for approval via workflow. HR will notify manager for scheduling and workload shifts. Monthly

Time Off /Leave Time - Requests and Approvals 4310/12/2015 Select the Time tab at the menu row in order to create time exception entries This will take you to the Time Welcome page. There will be a link to access eTime in the bottom left hand side. Click on the link to access your timecard. Monthly

10/12/2015 Time Off /Leave Time - Requests and Approvals 4410/12/2015 Links are provided on other tab options of the portal as well specific to this tab Click on Here link to begin entering time in eTime Monthly

10/12/2015 TimeCard 10/12/ This is the menu option when you need to request Leave which was defined as the three Federally mandated leave times for FMLA, Jury Duty and Military Leave. Please contact HR/ Payroll for further details on how to request these specific leave time requests. Monthly

Agenda Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)5 minutes Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., 5 minutes Time Off versus Leave Time (Requests & Approvals)10 minutes Recording Time Entries (Exception Time: Vacation/Sick)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 10/12/ Monthly

Recording Vacation or Sick Time 4710/12/2015 Select the Time tab at the menu row in order to create time entries Monthly

10/12/2015 Time Off /Leave Time - Requests and Approvals 4810/12/2015 Monthly that have direct reports should select the first option of Managers/ Approvers: Click Here to access eTIME. You will be able to access your own timecard as well. Click on Here link to begin entering time in eTime Monthly

TimeCard 10/12/ eTime navigates to employee’s timecard. Verify your Name/ID and Time Period is current for which you reviewing or updating. Should default to current pay period/ month Menu options are noted across top of timecard (Accruals, Comment, Approvals, Leave, Save, etc. Verify your Name/ID and Time Period is current Monthly

Accruals 10/12/ Viewing Accruals in eTime Accrual Balances are updated instantly once the Timecard is saved. The Accruals Tab at the bottom left of the Timecard will reveal the balances for your Exception Time. Accrual Detail Tab Accrual Detail Tab reveals the balances of your Accruals for the current calendar year as well as the totals of the Exception Time taken to date along with the requested that has not be used as of yet. Monthly

On the 28 th of each month the accrual process will be generated automatically by eTime. Project View Timecard – Monthly Employees 5110/12/2015 The Project View timecard for Monthly Employees is to record the usage of Exception time such as Vacation or Sick. It records the total number of hours to be deducted from the accrual of the Exception Time Accrual buckets. It will add to the Accrual buckets the amount of monthly accrual that your leave enrollment permits. This is a change with the new system. Monthly

Project View Timecard – Monthly Employees 5210/12/2015 The recording of the Exception Time to be taken will only be allowed if you have the amount within the Accrual bucket. If you do not have the time in the bucket, a message will be displayed to you when you try to enter the time on the time sheet. For example, you need to take 16 hours of Vacation leave but you only have 10 hours in your Vacation Accrual. eTime will only allow you to use the 10 hours. eTime will display that you only have 10 hours and it will not allow you to save your timecard until you only enter the 10. Monthly

Project View Timecard – Monthly Employees 5310/12/2015 You must still adhere to the Board of Regents Policy ( SICK LEAVE WITH PAY) regarding Sick Leave. This policy can be viewed at this website. Monthly

Entering Exception Time- Project View Timecard 5410/12/2015 Delete Icon on far left of each row Insert Icon at right of each row TIMECARD is orange when changes were made and need to be saved. Once saved it will turn black. Monthly

Entering Exception Time- Project View Timecard 5510/12/2015 Click in the cell on the day where you need to record Exception Time. Type the number of hours to be recorded. To enter your Exception Time, follow these steps: 1.Click the drop down in the Pay Code column, select the Pay Code that applies to the Exception Time (vacation, sick) used 2.The actual hours used will be entered on the day of the Exception Time. 3.If both types of Exception Time (vacation, sick) need to be recorded on the same week, insert a row by clicking the icon. A new row will appear below the Pay Code for the first Exception Time. Monthly

Entering Exception Time- Project View Timecard 5610/12/2015 Continued from previous slide 4.On the new row from the drop down in the Pay Code column, select the Pay Code that applies to the Exception Time (vacation, sick) used. 5.On the new row of the Pay Code, enter in the day column the hours which were used for the Pay Code. 6.To remove a Pay Code if placed in error, click the icon. You will be asked to “Erase data for the entire row?” Click Yes. The row will disappear when you Save the Timecard. 7.Click ‘Save’. Notice that the TimeCard title is orange but once saved turns black. Monthly

Requirements for Exception Entries 5710/12/2015 Any Vacation/Sick time should be recorded within 24 hours of return to work. This will allow accrual records to be current. Monthly

Agenda Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)5 minutes Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., 5 minutes Time Off versus Leave Time (Requests & Approvals)10 minutes Recording Time Entries (Exception Time: Vacation/Sick)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 10/12/ Monthly

Adding Comments To Entries 5910/12/2015 To add a comment to any cell, right-click in the cell and choose ‘Add Comment’, or Comment > Add. Monthly

Save Time Entries 10/12/ You need to save your changes to your timecard. The word TIMECARD will be orange indicating changes had been made and saving is required. Click Save from the menu bar. Monthly

Approving Employee’s Timecard 10/12/ Note: All Monthly and staff are required to approve their own time prior to submission to their manager for approval to pay. Approving your timecard ‘submits’ your time card for manager approval. Approval lets a manager know that the timecard is accurate, complete and ready to be sent to payroll for processing. Approval can be removed if a manager has not submitted the timecards to payroll on time. Monthly

Deadline to Payroll 10/12/ All Time card approvals by Monthly, Staff and Managers should be completed no later than the CLOSE OF BUSINESS (5:00 PM) on the last working day of the month. Emergency needs for Payroll should be addressed no later than 9:00 AM the following work day. Monthly

Agenda Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)5 minutes Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., 5 minutes Time Off versus Leave Time (Requests & Approvals)10 minutes Recording Time Entries (Exception Time: Vacation/Sick)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 10/12/ Monthly

Additional Contact Information 6410/12/2015 For additional assistance or to answer questions further contact the following staff: – Faith Miller, HR ext – Nettie Henderson, Payroll ext – Audrey Goforth, Payroll ext Monthly

Questions and Answers 6510/12/2015 Monthly

Agenda Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career)5 minutes Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., 5 minutes Time Off versus Leave Time (Requests & Approvals)10 minutes Recording Time Entries (Exception Time: Vacation/Sick)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 10/12/ Finished Monthly