1 adp portal for employee self service april – june 2009 monthly dalton state college 10/12/2015...

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ADP Portal for

Employee Self Service

April – June 2009Monthly

Dalton State College

04/21/23 Monthly

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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.

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Agenda

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 (Exception Time: Vacation/Sick) 10 minutes

Adding Comments, Saving TimeCard, Approving own time entries

10 minutes

Questions and Answers 10 minutes

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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

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

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

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Registration StepsStandard 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.

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Registration Pass Code is located on the HR website in Announcements/News

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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.Monthly

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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 www.portal.adp.com 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 www.portal.adp.com 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.

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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.Monthly


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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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Agenda


Completed


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


5 minutes




10 minutes


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ADP Portal Home Page

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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 HROpen Enrollment information will be in this sectionThe links will take you directly into the BOSS (Benefits system) for benefit menu optionsThis section was previously handled by paperwork through HR will now be online.

Recommended Links

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. Student and Casual workers will only use the first 4 tabs.

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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

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Agenda


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 exception

entries

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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 StatementsMonthly


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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

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ADP stands for Automated Data Processing

Inputs to EV5 which is the

ADP HR/Payroll

Systems

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Completed




5 minutes




10 minutes


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Time Off versus Leave Time

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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.

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Time Off /Leave Time - Requests and Approvals

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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 thebottom left hand side. Click on the link to access your timecard.

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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

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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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Agenda


Completed




5 minutes




10 minutes


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Recording Vacation or Sick Time

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Select the Time tab at the menu row in order to

create time entries

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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

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TimeCard

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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

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Accruals

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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 be used as of yet.

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On the 28th of each month the accrual process will be generated automatically by eTime.

Project View Timecard – Monthly Employees

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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.

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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.

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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.

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

Entering Exception Time- Project View Timecard

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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.

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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.

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Continued from previous slide4. 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.

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Requirements for Exception Entries

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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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Agenda


Completed




5 minutes




10 minutes


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Adding Comments To Entries

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To add a comment to any cell, right-click in the cell and choose ‘Add Comment’, or Comment > Add.

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Save Time Entries

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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.

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Approving Employee’s Timecard

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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.

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Deadline to Payroll

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• 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.

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Agenda


Completed




5 minutes




10 minutes


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Additional Contact Information

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• 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

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Agenda


Completed




5 minutes




10 minutes


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Finished

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1 adp portal for employee self service april – june 2009 monthly dalton state college 10/12/2015...

Documents

adp self service portal

adp services user

adp services wizard

login page

following information

dependent information

personal information

time users