1. Time & Attendance Supervisor Basics for ADP Workforce Now

2. Welcome to Time & Attendance Supervisor Basics for ADP Workforce Now
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3. Copyright and Trademarks
Copyright © 2015 ADP, LLC. All rights reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. The ADP logo, ADP , and IN THE BUSINESS OF YOUR SUCCESS are registered trademarks of ADP, LLC. All other trademarks and service marks are the property of their respective owners.
This course is copyrighted by ADP.
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4. Introductions and Expectations
Your name
Your location
Your role

5. Norms
Be responsible for your own learning.
Return promptly from breaks.
Participate. Ask any question that comes to mind.
Make mistakes. This is a safe environment.

6. [PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE]
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME]
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Purpose
This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using the Time & Attendance Supervisor Basics for ADP Workforce Now®
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7. Course Objectives
This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using the Time & Attendance Supervisor Basics for ADP Workforce Now
Outline the Time & Attendance Process Flow
Enter Time
Edit Time Cards
Assign or modify employee schedules
Prepare for Payroll Processing
Utilize Reports

8. Course Agenda
During this course, we will explore several topics. Each topic and module within the ADP Workforce Now training is designed to build upon the previous topic/ module. Upon completion of the training, you will have a complete picture of how each individual module functions, and how they work together to create a complete solution.
In addition, ADP provides three different online resource tools that are designed to support your learning after class.
You will explore the following topics

9. Course Agenda Module Topics Module 1
Introducing ADP Workforce Now Time & Attendance
The ADP Workforce Now User Interface
Time Entry
Editing Timecards
Scheduling Employees
Preparing for Payroll Processing
Reports
Knowledge Check
Brief
Module 2
Support after Class
Course Closing

10. Introducing ADP Workforce Now Time & Attendance

11. The Time & Attendance Overview
ADP Workforce Now Time & Attendance simplifies the job of collecting your employees’ time and attendance information, and moving it quickly and accurately through the payroll process.

12. The Time & Attendance Process Flow
In centre of diagram, are four different roles (not titles) that an organization may have. They may have one, two, three or all four. Supervisor may be director of department heading different sections but for Time and Attendance, he/she is a Supervisor. Time & Attendance Practitioner and Payroll Practioner may have same roles.

13. Time & Attendance Stages and Descriptions1
After the new payroll cycle starts, employees enter their time data in Time & Attendance, and the timecard punches are collected. The application applies rules, totals hours, calculates overtime, and highlights missed punches and other exceptions as per client requirements. 2
Time & Attendance supervisors review and edit time information and generate reports. 3
Time Practitioner checks pending events, payroll & time pair related exceptions, checks payroll export then locks pay period (so no further entries can be made to Time & Attendance data). 4
The Payroll Practitioner receives the pay and punch detail files and submits the payroll to ADP. 5
ADP processes the payroll file and the output – including checks, vouchers, and reports – to the Payroll practitioner. 6
Payroll Practitioner verifies the information and then starts a new payroll cycle in Payroll. 7
Practitioner can now move to a new pay period in Time & Attendance.

14. ROLES
These are roles, not titles.

15. The Employee’s Role
The Employee:
Enters own time (if applicable) or clocks in using ADP time clock
Views own time sheet, schedule, and personal and attendance information
Enters own supplemental earnings (if applicable)

16. Assigns employee schedules (if applicable)
The Supervisor’s Role
The Supervisor:
Edits timecards
Assigns employee schedules (if applicable)
Approves employee timecards and time off requests (if applicable)
Generates reports
By looking at schedules, supervisors can check if employees were late, or they missed a day. They can track employees.

17. The Practitioner’s Role
Creates schedules (if applicable)
Edits employee timecards
Maintains employee information
Generates reports
Prepares Time & Attendance data for payroll processing
The Practitioner creates recurring schedules and the Supervisor assigns them to those employees who keep track of them. Typically Supervisors edit employee timecards.

18. Explore: Navigation Elements
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME]
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Explore: Navigation Elements
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19. Time Entry Overview
ADP Workforce Now provides two basic tools for recording time for employees logging in to the application:
Clocking buttons that you click to create time-stamped records that indicate when you started and stopped working
An electronic time sheet on which you can record your worked time and some types of non-worked time (such as vacation or illness)

20. Time Entry Methods Overview
ADP Workforce Now supports four methods in which employees can record the hours they have worked. Your ADP representative will work with you to determine the method best suited to your company’s payroll requirements.

21. Time Entry Methods and Descriptions
Stage
Description
Clocking
Employees clock in and clock out using the buttons in ADP Workforce Now or use a data-collection device.
Employees can view their timecards.
Time-Based
Employees enter their in and out times on their timecards (if applicable).
Employees may use a clock (or another data-collection device) to enter their hours.
Employees can edit their timecards.
Hours-Based
Employees enter their hours on their timecards.
View Only
Employees can use only a clock (or another data-collection device) to enter their time.
Employees can view their timecards only.
First three are done in Workforce Now. Fourth one is done with a data collection device (entering data on a clock, punching in data, swiping a card).

22. Additional Information
Clock in and out times are based on ADP's system clock. This means that even if an employee uses different computers to clock in or out, both times are based on the same clock, ensuring that total recorded working time is accurate.
For ease of use, clocking buttons are located in several places. Confirm with your practitioner which of the following locations are available to your employees:
Myself > My Time Entry
ADP Workforce Now Home page (optional)
The Web-Clocking (kiosk) page (optional)
Employees use a clock (or another data-collection device) to enter their time, can only view their timecards.

23. Poll

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Questions
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25. Editing Timecards Overview
One of your more important tasks is to edit your employees' timecards to make corrections on a daily basis and to fix exceptions.
Editing timecards daily, stops the build up of exceptions at the end of the week. It makes it easier to monitor. (It’s hard to remember all the details of daily entries).

26. What are Timecard Exceptions?
A timecard exception is generated when you attempt to process a time pair that does not meet certain expectations or requirements. There are many exceptions that can be set up at the implementation phase or while working in the service world. These will depend on the setup decided.
Examples
The timecard is missing supervisor approval
The timecard is missing hours
The timecard is missing an in or out punch
The employee has clocked out early or late
The number of hours in the schedule does not match the number of hours worked
Editing timecards daily, stops the build up of exceptions at the end of the week. It makes it easier to monitor. (It’s hard to remember all the details of daily entries).

27. Examples of Timecard Exceptions
The timecard is missing supervisor approval.
The timecard is missing hours.
The timecard is missing an in or out punch.
The employee has clocked out early or late.
The number of hours in the schedule does not match the number of hours worked.
Editing timecards daily, stops the build up of exceptions at the end of the week. It makes it easier to monitor. (It’s hard to remember all the details of daily entries).

28. Processing Symbols and Descriptions
Timecard exceptions are identified by symbols. The severity of a timecard exception is indicated by one of the following three symbols:
Stage
Description
You must resolve exceptions marked with the Error icon before the payroll can be processed.
Exceptions marked with the Warning icon do not have to be resolved.
Note: Supervisor approvals can be required. This means that supervisor approvals, which are still indicated with a Warning icon, must be recorded before payroll can be processed. Your ADP representative can change the severity off an error.
Exceptions marked with the Message icon do not require action before the payroll can be processed

29. Best Practice
You should clear exceptions on a daily basis. You’ll receive a notification in the Message Center when an exception is generated. You can also receive s if you have chosen that option from the preferences.
Editing timecards daily, stops the build up of exceptions at the end of the week. It makes it easier to monitor. (It’s hard to remember all the details of daily entries).

30. Explore: The Individual Timecard Page
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Explore: The Individual Timecard Page
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31. The Timecard Page

32. Time Card Page Elements and Descriptions
Timecard tab
Review, edit, and approve individual employee timecards and handle exceptions. The Individual Timecard combines employees with exceptions and exceptions by type on a single grid.
Timecard information is totaled by week and pay period with the option to display the hours in a daily or cumulative view.
Tabs to access totals, time off balances, and schedules.
Timecard and row menus to complete tasks
Totals tab
Displays employee totals for the time period by pay code or by week.
The default view is Display Totals by Pay Code. You can point to a pay code to view the pay code and pay code description. Rate masking (XXXXX) is applied to dollars.
Schedule Tab
If schedules are enabled for your company, you can click the Schedule tab to view the employee’s schedule displayed in blue below the employee’s In – Out times. This allows you to compare the worked time to the scheduled time. The schedules display in blue and are read-only.
You can edit timecard transactions from the Schedules page.
Supplemental Earnings tab
Shows the supplemental pay sources and their corresponding codes
Time Off Balances
Shows the available balance for each time off policy defined
Preferences
Allows you to specify how the Individual Timecard is displayed
First three are done in Workforce Now. Fourth one is done with a data collection device (entering data on a clock, punching in data, swiping a card).

33. Time Card Page Elements and Descriptions
Legend
Shows the visual indicators and their associated meanings:
First three are done in Workforce Now. Fourth one is done with a data collection device (entering data on a clock, punching in data, swiping a card).

34. [PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE]
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Advanced Searching
In addition to a basic search, there are more advanced options for filtering and searching in ADP Workforce Now.
Supervisors can search by all employees, or if they head several departments, select My Lists and see employees reporting to them. They can see people belonging to a specific department.
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35. Time & Attendance Supervisor Search Fields
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Time & Attendance Supervisor Search Fields
Last Name
Position ID
Company Code
File #
Home Department
Status
Rate Type
Job Title
Pay Class - Time & Attendance
Time & Attendance Supervisor
Supervisors can search by all employees, or if they head several departments, select My Lists and see employees reporting to them. They can see people belonging to a specific department.
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36. [PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE]
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Adding Search Fields
You can add other Time & Attendance fields to the employee Search Options page by clicking Edit Search Fields and selecting the fields you wish to add. All of the Time & Attendance specific fields contain the words Time & Attendance so you can easily identify them.
You can filter the search fields to add those which you need, for example you can search those employees who work in the warehouse, or drivers on the road etc.
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37. Demonstrations Adding Missed Punches Inserting a New Row
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Demonstrations
Adding Missed Punches
Inserting a New Row
Deleting a Row
Editing Hours
Correcting Department Transfers
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38. Activities Adding Missed Punches Inserting a New Row Deleting a Row
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME]
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Activities
Adding Missed Punches
Inserting a New Row
Deleting a Row
Editing Hours
Correcting Department Transfers
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39. Scheduling Employees

40. Scheduling Employees Overview
A schedule contains information about a typical workday for an employee. A schedule could include details such as start and stop times, the time allocated for lunch, and pay codes. Schedules can include worked time.

41. Types of Schedules
You can work with two types of schedules:
Shift – Use to assign a schedule to one or more employees only for specific days
Schedule Template – Use to assign a repeatable schedule to one or more employees for multiple days

42. Overview of the Schedule Editor
The Schedule Editor consists of two tabs: the Shifts tab and the Templates tab. You use the Shift tab to:
Change information for individual or multiple shifts at the same time
Sort the employee list on various criteria
Edit individual cells in the shift schedule

43. Overview of the Schedule Editor

44. Overview of the Schedule Editor
The default view of the scheduling grid includes start and end times and total hours but can be changed to include labor charges and other column totals.
The Templates tab allows you to create and manage schedule templates, as well as edit your own schedule based on user access permissions. Schedule templates can be made public or private.

45. Explore: The Schedule Editor
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Explore: The Schedule Editor
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46. The Schedule Editor

47. Demonstrations Assigning a Schedule Template to Multiple Employees
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Demonstrations
Assigning a Schedule Template to Multiple Employees
Editing an Employee’s Schedule
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48. Activity Assigning a Schedule Template to Multiple Employees
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME]
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Activity
Assigning a Schedule Template to Multiple Employees
Editing an Employee’s Schedule
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49. Preparing for Payroll Processing

50. Preparing for Payroll Processing Overview
After a pay period has ended, your practitioner must complete a number of tasks to prepare the data for payroll processing and close the pay period. Then, your practitioner must move to the next pay period and move the data in the current pay period into an archive, where it can no longer be edited.
Your responsibilities at the end of the period include the following tasks:
Checking employee timecards for errors, known as fixing exceptions
Making final edits
Approving timecards
Approving time off requests

51. Fixing Exceptions
You can locate timecard exceptions in two ways: by employee and by type of exception. On the Timecard Exceptions page, you can view, note, and resolve exceptions that have been generated by the application.

52. Demonstrations Fixing Exceptions by Employee Fixing Exceptions by Type
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Demonstrations
Fixing Exceptions by Employee
Fixing Exceptions by Type
Approving Total Hours Worked
Approving Individual Timecards
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53. Activities Fixing Exceptions by Employee Fixing Exceptions by Type
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME]
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Activities
Fixing Exceptions by Employee
Fixing Exceptions by Type
Approving Total Hours Worked
Approving Individual Timecards
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54. REPORTS

55. Reports Overview
In this topic, you will look at the standard reports that ADP has provided, how the reports are organized, and how you can edit the reports to meet your needs
The standard reports that ADP has provided
How the reports are organized
How you can edit the reports to meet your needs

56. Frequently Run Reports
Reasons to Run a Report
You would frequently run reports to check:
Employee timecards
Exceptions to schedules
Employee accrual balances
Daily schedules
Department allocations
Employee overtime

57. Report Types and Descriptions
My Team Actual vs. Scheduled Hours
Provides the details on the difference between the actual time employees worked and the time they were scheduled to work. This report is available in three formats: Employee Summary, Employee Detail, and Worked/Non-Worked Summary.
My Team Approaching Weekly Overtime
Provides a list of employees whose hours have reached a specified limit. The report can also list employees who have not reached the specified limit.
My Team Daily Schedule
Provides detailed start and stop times by employee
My Team Department Detail
Provides employee hours by worked department
My Team Department Summary
Provides a summary of hours worked by department
My Team Employee Daily Totals
Provides a complete breakdown of employee hours and dollars by earnings code on a daily basis. Use it to review subtotals for each employee for the chosen time frame.
My Team Employee Rates
Provides a list of employee rates
First three are done in Workforce Now. Fourth one is done with a data collection device (entering data on a clock, punching in data, swiping a card).

58. Report Types and Descriptions
My Team Employee Total Hours
Provides a complete breakdown of employee hours and estimated wages by department and earnings code
My Team Punch Source
Provides detailed timecard information grouped by the source of the in punch
My Team Timecard
Provides a detailed timecard report for each employee
My Team Timecard Detail with Signature
Provides a timecard report with signature line for each employee
My Team Timecard Exception
Provides a list of timecard exceptions by employee
My Team Timecard with Payroll
Provides a complete record of each employee’s timecard, including the daily payroll totals. It includes actual time pair totals, daily payroll totals, and the payroll summary on a single report.
First three are done in Workforce Now. Fourth one is done with a data collection device (entering data on a clock, punching in data, swiping a card).

59. [PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE]
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Explore: Reports
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60. Demonstration Locating a Report Saving a Report Viewing Report Output
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Demonstration
Locating a Report
Saving a Report
Viewing Report Output
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61. Activities Locating a Report Saving a Report Viewing Report Output
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Activities
Locating a Report
Saving a Report
Viewing Report Output
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62. Additional Information
My Reports are private; if you save a My Report, it will be available only to you to run in the future.
If you want to update the report criteria on a report you have saved, access the My Reports tab and click the report name.

63. Let’s Take a Break.

64. Knowledge Check Knowledge Check
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Knowledge Check
Knowledge Check
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© 2011 ADP, Inc.
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65. Question 1
Which of the following are types of exceptions? Select the best response.
Missing supervisor approval
Missing out punch
Clocked out early
All of the responses
Answers to the quiz are located within the instructor guide

66. Question 2
How can you tell when a timecard has an error? Select the best response.
The processing symbol indicates an error.
The Red stop can stop your payroll from processing. It has to be addressed and resolved before the payroll can be moved forward.
The Yellow warning flag indicates that something must be corrected.
If you require supervisor authorizations on all your Time, and you are at the end of the pay period, as the administrative practitioner, you take your Time & Attendance Data and you create your payroll files and send it to payroll, at that point, the assumption is all the punches that were in Time & Attendance, have been approved.
Answers to the quiz are located within the instructor guide

67. Question 3 An example of a Schedule Template is:
Edward Bonner will work from 9:00 a.m. to 5:00 p.m. Monday through Thursday. Edward's practitioner will create the 9:00 a.m. to 5:00 p.m. template schedule, and his supervisor will assign the schedule to him.
True
False
Answers to the quiz are located within the instructor guide

68. Question 4 You would frequently run reports to check:
Employee timecards
Exceptions to schedules
Department allocations
Employee overtime
All of the above responses are correct
Answers to the quiz are located within the instructor guide

69. Module 1: Debrief
How comfortable do you feel about The Time & Attendance Process Flow?
What are some important points you remember about Timecards?
How would you summarize what we've just discussed?

70. Module 1: Summary
In this module the following topics have been explored:
Outlining the Time & Attendance Process Flow
Entering Time
Editing Time Cards
Scheduling Employees
Preparing for Payroll Processing
Utilizing Reports

71. Course Closing

72. Support After Class – Additional Online Resources
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Support After Class – Additional Online Resources
ADP 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 have questions 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 users with:
Step-by-Step procedures
Online documentation regarding a variety of subjects
Learning Bytes on a variety of subjects
Let's us take a look at how each of these valuable resources can be accessed. 72

73. ADP Client Service Centre
The ADP Client Service Centre is an online resource available to all ADP clients. Users can access a multitude of resources using this tool:
The Year End service centre, 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.

74. Accessing and Navigating in the Client Service Centre
Step
Action 1
Use your Internet browser to log into 2
Time & Attendance supervisors review and edit time information and generate reports. 3
Time Practitioner checks pending events, payroll & time pair related exceptions, checks payroll export then locks pay period (so no further entries can be made to Time & Attendance data). 4
The Payroll Practitioner receives the pay and punch detail files and submits the payroll to ADP.

75. Activity: Accessing and Navigating in the Client Service Centre
Refer to your handout manual to complete the Client Service Centre activity.

76. Workforce Now® Support Centre
Users 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.

77. Activity: Accessing and Searching within the Workforce Now® Support Centre
Refer to your handout manual to complete the Workforce Now Support Centre activity.

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

79. 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 ADP clients of all sizes using all products.
Always on, for 24/7/365 access anywhere in Canada.
Easy to use.

80. Activity: Accessing and Registering for the Bridge
Refer to your handout manual to complete The Bridge Registration/Login activity.

81. Course Closing You are now able to:
Outlining the Time & Attendance Process Flow
Entering Time
Editing Time Cards
Scheduling Employees
Preparing for Payroll Processing
Utilizing Reports

82. Survey
How satisfied are you that the training you completed prepared you to begin using your ADP solution?