1 adp portal for employee self service april – june 2009 badges employees dalton state college...

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ADP Portal for

Employee Self Service

April – June 2009 Badges Employees Dalton State College

04/21/23 Badge Employees

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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


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Class Objectives

• To provide an overview to the ADP Self Service portal and some specific hands-on information for employees’ accessibility beginning August 2009. – 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.


Description of Item Estimated Time

Check Off

Discuss ADP HRIS portal navigation 5 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 (Time clocks and Badges) 10 minutes

Adding Comments, Saving TimeCard, Approving own time entries

10 minutes

Questions and Answers 10 minutes

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Agenda – Bi-Weekly Badges

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ADP Portal Navigation

• Open Windows Internet Explorer browser, by using desktop icon or go to Start button


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Web Address www.portal.adp.com

is entered here

http://www.portal.adp.com/

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• Enter web Address: www.portal.adp.com



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.


Registration Pass Code in the Announcements/News link via the

Human Resource Departmental website.


Click on Register Now to begin

Registration Steps

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Click on Register Now to begin

Registration StepsAlternative Screen

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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

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Creating Login for the ADP Portal

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Enter the following Registration Pass

Code USG-6775 and then Click Next

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If you get this page, it means you’ve entered some portion of your Identity incorrectly. Select Cancel and Request assistance

from HR/Payroll

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When complete,

Select Next

Remember to enter your name and information exactly as it appears on the HR/Payroll system

records

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When complete,

Select Next

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When complete,

Select Next

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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.



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Select Submit

ADP Provided User ID; You create the Password

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You will see this if you successfully register for the User ID and password. Also email will be sent to confirm

your User ID.

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After Registration Add Another Service (for eTime)

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Add Another Services in order to add eTime to your user

profile.

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At the pop-up window put your new User ID and

password and Click OK.

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In Manage My Services, look to the bottom of the page and see Enterprise eTime and Click

on the Add link.

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Contact the HR or Payroll to obtain your ADP Employee ID

in order to add the eTime Services to your user profile.

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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 (www.portal.adp.com).

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Click on User Login


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Completed


ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) 5 minutes


5 minutes




10 minutes




ADP Portal Home Page

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Benefits Information

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

Recommended Links

Section Forms Library

Section

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Employees generally have at least six tab or menu options available to them.

Access All of the Tabs Available (based on User

Security Accesses)

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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

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The six tabs or menu options are accessible through the main ADP Portal Home Page.

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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



Completed




5 minutes




10 minutes





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Home Tab is the main home or welcome page

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Time Tab is used to view the timecard entries and

summary information

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Myself Tab is used to maintain Addresses, Emergency Contact,

Personal Information, and Phone Numbers

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Money Tab will maintain the following information:

Direct DepositTax Withholding

Voluntary DeductionsPay Statements

Annual Statements

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Benefits Tab is your benefits that you are

eligible and those you’ve signed up for.

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Career Tab is the career profile for your

work history, education, licensures

and certifications

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Data Flow Diagram


Inputs to EV5 which is the

ADP HR/Payroll

Systems

ADP stands for Automated Data Processing


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5 minutes




10 minutes




Time Off versus Leave Time


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.

Time Off /Leave Time - Requests and Approvals


Select the Time tab at the menu row in order to

create time entries

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Time Off /Leave Time - Requests and Approvals

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Click on Here link to begin entering time

in eTime

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Request Leave Time via TimeCard

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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.

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Completed




5 minutes




10 minutes



LED Visual Indicators The top green LED flashes when the timeclock successfully reads a badge. The middle amber LED flashes when the timeclock does not successfully read a badge.

Time – Entry by Badge Employees


Badge ReaderUse to read badges when swiping in and out and performing transfers.

DO NOT USER AT THIS TIME Additional KeysESC, Help, backspace, CLR (clear), ENTER.

Front and Back of Badges

eTime Link


Click on eTime link to begin entering

time

This will allow you to see your timecard entries. Badges employees may need their manager/supervisor to access to review their time card entries.

TimeCard


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 (Save, Actions, Punch, Amount, Accruals, Comment, Approvals, Reports, Leave, etc.)

Verify your Name/ID and Time Period is current

Accruals


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 TabAccrual 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 been used as of yet.

Project View Timecard – Bi-Weekly Badge Employees


• The Project View timecard for Bi-Weekly Badge Employees are from the badge swipes made to the time clock during each scheduled work time.

• Requests for Time Off for badge employees is the same as before. You will continue to use the paper (manual) Leave Request form and forwarded to your manager/ supervisor for approval.

• The manager/supervisor is responsible for recording Vacation or Sick for the employee through eTime entries. This is the same procedure currently being done.



The recording of the Exception Time to be taken will only be allowed if you have the amount within the Accrual record. If you do not have the time in the accrual record, 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.



You must still adhere to the Board of Regents Policy (802.07.02 SICK LEAVE WITH PAY) regarding Sick Leave. This policy can be viewed at this website. http://www.usg.edu/regents/policymanual/800.phtml.

You will continue to accrue vacation and sick time (a number of hours per pay period) as we currently do in PeopleSoft. This will not change in ADP system.

http://www.usg.edu/regents/policymanual/800.phtml

Bi-Weekly View Timecard for Badge Employees


Lunches will be calculated based on the Schedule that has been assigned to the employee. The employee will not have to punch out for lunch unless the employee leaves the campus for personal matters (including off campus lunch). The employee will have to swipe their badge in and out.

Requirements for All Times Entries for Bi-Weekly


Any Vacation/Sick time should be recorded within 24 hours of return to work. This will allow accrual records to be current.



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10 minutes



• Badge Employees do not have to approve their own time entries.

• Badge swipes are considered the recorded employee’s time unless identified to the employee’s supervisor/manager for correction.

• Supervisor/Manager approval of time entries will forward to payroll for processing.

Approving Own Time


• Badge Employees do not have the ability to add Comments to their timecards.

• Badge Employees can only view their timecard information based on the badge swipes.

• There is no need to save timecard as the badge swipes will record all In/Out times. Any swipes or recordings in error will have to be fixed by your supervisor/manager.

Adding Comments and Saving TimeCard


Supervisor/Manager Fix Time Entries


Employees should notify their supervisor/ manager to fix a badge swiped in error so they can edit any punches of their badge employees either via the Punch >Edit tab option on the employee’s timecard or via the Reconcile Time online list of employees for approvals.

Deadline to Payroll


• All Time card approvals by Faculty, Staff and Managers should be completed no later than the CLOSE OF BUSINESS (5:00 PM) on the last working day of the bi-weekly pay period, which is typically Friday.

• Emergency needs for Payroll should be addressed no later than 9:00 AM the following work day, which is typically Monday.



Completed




5 minutes




10 minutes



Additional Contact Information

6204/21/23

• For additional assistance or to answer questions further contact the following staff:– Faith Miller, HR ext. 2034– Nettie Henderson, Payroll ext. 4462– Audrey Goforth, Payroll ext 4463

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Questions and Answers




Completed




5 minutes




10 minutes



Finished

1 adp portal for employee self service april – june 2009 badges employees dalton state college...

Documents

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