new hire manual
TRANSCRIPT
New Hire Manual
Created by Erica Rodriguez February, 2015
Context
Conducting a Background Check …………………………………………………………………………………………………… Pg. 3
Starting a New Background Check ………………………………………………………………………….………………….… Pg. 5
Completed Background Check ………………………………………………………………………………………………………. Pg. 11
Requesting a Motor Vehicle Report ………………………………………………………………………………………………. Pg. 14
Social Security Number Verification ………………………………………………………………………………………….….. Pg. 16
Entering a New Hire into HR & Benefits …………………………………..…………………………………………………… Pg. 26
Entering Payroll Information ………………………………………………………………………………………………………… Pg. 34
New Hires Timecards ……………………………………………………………………………………………………………………. Pg. 50
Appendix
Creating a New Title …………………………………………………………………………………………………………………… Pg. 51
Creating a New Department ……………………………………………………………………………………………………….. Pg. 55
ADP Contact ………………………………………………………………………………………………………………………………… Pg.62
Managing Payroll ………………………………………………………………………………………………………………………… Pg. 64
Work Loans ………………………………………………………………………………………………………………………………… Pg. 65
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Conducting a Background Check
Step 1. Log on to the First Advantage Website.
https://enterprise.fadv.com
Step 2. Sign In.After you have entered your log on information you will need to click on the “Sign In” button to take you to the next screen.
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Enter log on information
Click here
Step 3. Agree to Terms.Once you are signed on to the site, the below screen will appear. Scroll down and click on the “I Agree” button.
Step 4. Making your selection.When you have agreed to the terms, the below screen will appear. Click on the “Employment Screening” Box.
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Click Here
Starting a New Background Check
Step 5. Starting a new order.Under the “Employment Screening” section select “New Order”. The below screen will appear. Scroll down to the bottom until the section below appears.
Step 6. Search Type.In the Additional Search Types section you will need to scroll down until you get to the very bottom. You will need to click on “Statewide Criminal”, you can either double click on the words or you can use the right arrow to move it into the right box. There only needs to be one type in the “Selected Search Types” section. When your search type has been selected, click on the “Next” button.
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Only choose “Statewide Criminal”
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Step 7. Enter the Team Members Information.All required information has an asterisk.
When you have entered all the required information as well as the DOB, scroll all the way to the bottom of the page. You will need to click on the “Next” button to take you to the next screen.
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MUST INCLUDE DOB
MUST INCLUDE SSN
Click Here
Step 8. Verify Information.When you have verified all the information, click on the “Next” button to take you to the next screen.
Step 9. Authorization Form.You don’t need to do anything on this screen. D.C. and Georgia are the only states that we currently conduct business in that requires a state authorization form. For D.C. and Georgia you will need to mail the original forms to First Advantage. Keep a copy with the Team Members paperwork. Click on the “Next” button to take you to the next screen.
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Click Here
Click Here
Send the Authorization forms to the following address:
First Advantage CRRG Documents Attn: Terry Cerruti 480 Quadrangle Dr Bolingbrook, IL 60440
Step 10. Review Order.
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Under the “Order Summary” section click on “Subject” and “Records” to verify the information is correct. When you are done verifying the information, click on the “Submit Order” button.
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Click Here
Click Here
Step 11. Ordered Processed.When the order has been submitted the below screen will appear. Write down the order number.
When the background check has been submitted, create an excel spreadsheet where you can track your order. See sample below.
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Completed Background Check
Follow the same instructions for Steps 1-4 on pages 3-4.
Step 5. Searching for a background checks status.Under the “Employment Screening” section select “Search Order”.
Scroll all the way to the bottom until the below screen appears.
You will only need to enter information in the “Additional Search Criteria” section. Choose a date range, refer back to your excel spreadsheet. Then you will need to click on the “Search” button.
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Select date range
Click Here
Step 6. Look for the name.Locate the Team Member’s name.
Look at the “Report Status” column, there will only be 2 options, In Progress or Completed. If the status says “In Progress”, you will need to check on the status again another day. If the status says “Completed”, you will need to click on the Team Members name, and then the screen below will appear.
In order to get the completed background check you will need to click on “Statewide Criminal”. The report will appear. See sample report on page 13. The Consideration column will alert you to what the report contains, see explanations below.
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No records found
Incomplete order
Records Found
Click Here
Step 8. Print Report.Use the scrollbar to view the whole report. Once you are done viewing the report you will need to scroll the webpage down to get to the print option. You will need to print a copy to keep with the paperwork.
Once you have printed the report go back to your excel spreadsheet to update it.
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Click Here
Click here to view report
Requesting a Motor Vehicle Report (MVR)
Step 1. Send email.For Drivers and Salesmen you will need to get a Motor Vehicle Report (Driver’s License Report). Send an email to Kristina Smith, who is our HUB International Insurance Broker, at [email protected]. In the email you will need to provide the name, driver license state and number as well as the date of birth.
Step 2. Send Fax.After you have sent the email you will need to fax the following to 917-934-9030:
Release Form for Consumer Reports Disclosure and Authorization for Release of Information And a copy of the drivers license
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New Contact:
Step 3. Print Report.Kristin will send an email with the below report attached. Print the report and place it with the Team Members paperwork.
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Social Security Number Verification
Step 1. Log on to the Business Services Online Website.
http://www.socialsecurity.gov/bso/bsowelcome.htm
Step 2. Log In.When you have entered your log on information you will need to click on the box to agree to the terms. Once you have checked off the box you will need to click on the “Log In” button to take you to the next screen.
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Click here
Enter log in information
Click here
Step 3. Select your option.Select the option for “Social Security Number Verification Service”.
Select the option for “Request Online SSN Verification” to take you to the next screen.
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Click here
Click here
Step 4. Agree to Terms.When this screen appears scroll all the way to the bottom of the screen.
When you have agreed to the terms, the screen in Step 5 will appear.
Step 5. Verify Social Security Number.All required information has an asterisk. If the name contains a suffix you must include it. You should
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only conduct one search at a time. For the Employer EIN please refer to the chart below. Once all the information has been entered, right click on your mouse or hit “Ctrl P” to print. This copy is to keep a record of the SSN that was entered. When you have printed your copy you will need to click on the “submit” button.
EIN: Varies depending on company codeQLF EIN:113193390SM5 EIN:2638586781MH EIN:453829960AGL EIN:2603449048TT EIN:47-23059396CD EIN:11-28104458A8 EIN:46-2970150
Step 6. SSN Results.
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Look at the column that states “Results”. If the result states “verified” then you will need to print this page. If the result states “deceased” or “failed”, you will need to go back to see if you entered the information incorrectly. On the left side of the screen you will need to click on “Verify More SSNs” to do the verification again. If you get the same results again contact the Team Member to verify that they have given you correct information.
Entering a New Hire
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Options
Step 1. Complete the New Hire Checklist.
COMPANY CODEGeneral Manager Folder color Company Company codeRichie Mc Mullen Red Parts Authority Inc. QLF
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Howard Shapiro Red Parts Authority Inc. (NJ) QLFRichie Mc Mullen Green PA Austin Loc AGLPedro Leyton Purple Parts Authority Southern LLC. SM5Eric Schwartz Blue Parts Authority Arizona LLC. 1MHRandolph Kulamer Orange Parts Authority Georgia LLC. 8TTRichie Mc Mullen Yellow Parts Authority - WAW Loc. (Bronx) 8A8
Workers' Comp Classifications for ADP
Worker's Comp Code
Driver 7380
Stores 7999
Clerical 8810 Shop 3632
Sales 8742
Out-of state 1000
Department #'s 10 9 77 3 42 5 7 17 1
179 4 50 8
21 12
81 6 62 16
22 14
82 13 64 19
85 15
83 18 80 20
86 25
84 23 98 28
96 26
87 24 99 60
97 27
88 29 78
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89 30 90
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91 31 Y29
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0B
32 Z28
39
33
41
36
4 37
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3 4
4 40
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Home Department List
Step 2. Log on to the ADP Portal website.
www.portal.adp.com
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Click Here
Step 3. Sign In.When you have entered your log on information you will need to click on the “Submit” button. The screen below will appear.
Click on the “Submit” button to take you to the next screen.
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Enter Information
Click here
Enter Information
Click here
Step 4. Making your selection for HR & Benefits.When you have entered your log in information, the below screen will appear. Click on the “HR & Benefits” tab then select “Employee”.
Click on “add ee”.
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Click here
Click Her
Step 5. Adding New Hires Information.All required information has an asterisk.
When you have entered all the required information, click on the “Next” button to take you to the next screen.
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Click Here
All required information has an asterisk.
Look on the “W-4” form for the marital status. You don’t need to fill out “Section 503 Disability Status”.
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Must include status
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Look here
Look on the “Consumer Reports” form to get the EEO information.
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Locate EEO information here
Look on the “I-9” form for the citizenship status.
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Must include
Get citizenship status here
Note: In the Work Custom Section SUDI/SDI and State Worked In may be different.
Complete the Performance Review Section: Review Policy = Annual ReviewDue Date, Manager and End Date = 1 year from hire dateState Date = Hire DateReason = Annual Review
Get the earnings from the new hire check list. When all the information has been entered, click on the “finish” button.
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Click Here
Your New Hired Team Member has been entered successfully. Click on “Integration”, then “Edit”.
Verify that the Team Member is registered and accepted. This is to verify that all of the information has been transferred to payroll.
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WHEN ALL THE INFORMATION HAS BEEN ENTERED, VERIFY THAT ALL OF THE INFORMATION ENTERED IS CORRECT.
Step 6. Making your selection.When you have entered your log in information, the below screen will appear. Click on the “Payroll” tab then select “Employee”.
Make sure that the Team Members name appears on the tool bar. If the name doesn’t appear you will need to look for the Team Member.
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Search Team Member Here
Step 7. Setting up position.On the left side of the screen under “Employee Information” click on “Position”. In the middle of the screen you will need to click on the “Time & Attendance” tab. Click on the box that is located next to “Employee uses Time & Attendance module”. You will need to scroll down to the bottom and click on the “Save” button. Now you will need to click on “Logon to Time & Attendance module”.
Refer back to the new hire check list to obtain the information needed.
You will need to fill in the following fields: Pay Class
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Click
Click Here
Badge number (see notes below) Supervisor Transfer to Payroll (if this box is not checked off the Team Member will not get paid).
TimezoneCOMPANY
CODEBADGE ID
QLF 1AGL 2SM5 31MH 98A8 18TT 56CD 1
Ex. 4 Zeros, Company Code Badge ID number, last 4 of SSN000018740
If the Badge number is already taken use the next Badge ID number000028740
Send the Team Member’s badge number to their store manager via email.
When all the information has been entered click on the “submit” button.
In the “Employee Position” section, go to “Employee Security”. Verify that the “Security Group ID” is the same as the department that is located on the check list.
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Click Her
In the “Employee Position” section, go to “Timeclocks”. Timeclocks assigned = The store where the new Team Member will be working at.Timeclock Groups Assigned =The Company Code.
Click on “Submit” to save the Timeclocks assignments.
Step8. Entering Deductions and Deposits.
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The Team Member will need to complete a direct deposit form and provide us with a voided check or a letter from their bank.
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In the “Employee Information” section go to “Deductions/Deposits”, here you will add the direct deposit. In the middle of the screen you will need to click on the “Deposits” tab. Click on “Add New” this will bring up the screen to input the bank information.
You will need to fill in the following fields: Deduction Code
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X-Checking = 1st checking accountY-Checking = 2nd checking accountS-Savings = 1st savings accountZ-Savings = 2nd savings account
Deposit type: If the Team Member wants to deposit their pay into 1 account then you will need to check the box next to Full Deposit. If their pay is being split into different accounts you will need to enter the accounts that have a specific amount first, you will need to enter the amount in the Deduction Amount box. The account that is entered in last will be the account that gets the remaining balance, for this account you will need to check of the box for Full Deposit. A Team Member can that a portion of their check gets deposited into account and the remaining balance they will get a live check. To do this you will just need to enter the account where they want the funds
deposited to, you will just need to fill in the Deductions Amount box. There will not be an account that will receive the Full Amount.
Transit ABA Number = Rounting numberBank Deposit Account Number
When all the information has been entered click on the “done” button.
The screen below will appear with all the bank accounts that have been set up to receive direct deposit.
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Step 9. Setting up To-Date Accumulations.On the left side of the screen under “Employee Information” click on “To-Date Accumulations”. In the middle of the screen you will need to click on the “Allowed and Taken” tab. Then click on “Add New”.
You will need to fill in the following fields: Number - Code: 1. T-PTO
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Click Here
Reset year: This will be the current year. All Team Members *Must have a reset year.*
When all the information has been entered, click on the “done” button.
The screen below will appear when the information has been put in.
When a Team Member has reached their 90 days probation period their PTO will be entered at a pro-rated amount. Refer to chart on page 43.
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Start Date: 03/14/201490 Days from Start: 06/14/2014Remaining months of service: 6PTO Hours Allowed: 68
Step 10. Setting up taxes.On the left side of the screen under “Employee Information” click on “Taxes”. In the middle of the screen you will need to click on the “Federal W4” tab. Refer to the W4 form to fill out this section.
After you have filled out the Federal W4 tab you will need to click on the “State” Tab. Note that all states have different forms.
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Click Here
Click Here
Locate martial status here
Locate exemptions here
Federal Tax Form
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Click Here
State Tax Forms:
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When all the information has been entered click on the “done” button.
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Step 11. Setting up Additional Fields.On the left side of the screen under “Employee Information” click on “Additional Fields”. Then select “Status Flags”.
All Team Member's must have a reset year. The reset year for new hires must be the current year. The qualifiers for the Benefit accruals are different for acquiredTeam Members:
Non-Acquired Team Members:· Enter Date 1 and Date 4 (the dates would be the same)· Status flag W = 40 hours· Status flag V = 54 hours· Reset year (enter under the allowed and taken)Acquired Team Members:· Enter Date 1, and Date 4 (the dates would be different)· Status flag W = 40 hours· Status flag V = 54 hours
o Date 1= original hire date from acquired companyo Date 4 = acquisition date
· Reset year
The Status Flag will help in determining how much PTO they are allowed.
When all the information has been entered click on the “done” button.
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Click Here
The screen below is an example of the dates from an Acquired Team Member. To get to this screen you will select “Additional Fields” then select “Autopay Dates”.
Step 12. Timecards. Select the “Time & Attendance” tab, then select “Timecards”.
The newly hired Team Member will appear.
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Time in = Start of dayTime out = End of dayHours = Total hours worked minus lunchEarnings Code = Bereavement, Holiday, PTO, Vacation Carry Over and Workers Comp are the only codes we use.Notes = Yellow Pad = Include a comment as to why an adjustment or manual punch was done.
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WHEN ALL THE INFORMATION HAS BEEN ENTERED, VERIFY THAT ALL OF THE INFORMATION ENTERED IS CORRECT.
Appendix
Creating a New Title
Step 1. Log on to the ADP Portal website.
www.portal.adp.com
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Click Here
Step 2. Sign In.After you have entered your log on information you will need to click on the “Submit” button.
Click on the “Submit” button to take you to the next screen.
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Enter Information
Click here
Enter Information
Click here
Step 3. Making your selection.When you have entered your log in information, the below screen will appear. Click on the “HR & Benefits” tab then select “HR”.
Step 4. Create New Title.Select the “Jobs” tab, then click on the “Add” button.
All required information has an asterisk.
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Click Here
Click Here
Note: Name = New Title Job Code = Abbreviation of Title Start Date = 01/01/1950 - Will be the same every time you create a new title FLSA Code = N/A
When you have entered all the required information, you will need to scroll down to the bottom of the screen. Then click on the “Save Job Title” button.
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After you have saved the new title the below screen will appear. Scroll in the title box to verify that the title you just created is listed.
Creating a New Department
Follow Steps 1 – 2 under Creating a New Title.
Step 3. Making your selection.When you have entered your log in information, the below screen will appear. Click on the “HR & Benefits” tab, then select “Employee”.
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New Title
Click Here
Step 4. Create New Department in HR & Benefits.Select the “Corporate Groups” tab. In the box that is located next to “Structure” you will need to select “Home Department”. Then click on the “Add” button.
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Click Her
Make selection here.
Click Here
All required information has an asterisk.
Note: Start Date = 01/01/1950 - Will be the same every time you create a new title Home Department = Location & New title name Home Department Code = Two Zeros, Store number, Department Number
When you have entered all the required information, you will need to scroll down to the bottom of the screen. Then click on the “Save” button.
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After you have saved the new title the below screen will appear. Scroll in the Department box to verify that the department you just created is listed.
Step 5. Create New Department in Time and Attendance.Click on the “Time and Attendance” tab, then select “setup”.
In the middle of the screen, under “Labor Charge Fields”, select “Departments”.
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New Department
Click Here
On the right side of the screen click on the “Add New” button.
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Enter the information the same as you did on page 57. When you have entered all the information click on the “submit” button.
Once the information has been submitted the below screen will appear. The New Department has been created. In the box next to “Search” enter the “Home Department Code”.
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Click Here
Enter Here
Click Here to Search
Your new department has been created and saved.
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New Department
ADP Contact
Call ADP at 866-898-3025; refer to the contact sheet on page 63 for the options.
COMPANY CODECompany Company code Service CenterParts Authority Inc. QLF 040Parts Authority Inc. (NJ) QLF 040PA Austin Loc AGL 040Parts Authority Southern LLC. SM5 040Parts Authority Arizona LLC. 1MH 040Parts Authority Georgia LLC. 8TT 040Parts Authority - WAW Loc. (Bronx) 8A8 040
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Managing Payroll
a. Terminated Team Membersi. If the Team Member has been terminated fill out the Status Change form the same day and email
it to [email protected]. It is important that you have a comment as to why this person was terminated.2. If the Team Member resigns have them submit a letter stating that they are resigning
with an effective date and reason.3. Please be mindful as to what you write on this form, these forms get sent to
unemployment.ii. If the Team Member has been transferred fill out the Status Change form the same day and email
it to [email protected]. If the Team Member is out due to a medical reason and will be out for more than a week send an
email to [email protected]. Please inform David as soon as the incident occurs or you are made aware.
iv. All forms can be found on the pareps site under HR Forms.b. Why is it important to notify roster immediately
i. If the Team Member is terminated and they have a loan or advance for parts we need to make sure that this is paid before we can hand them their last check.
ii. If the Team Member has been transferred then they may not get paid because their new supervisor doesn’t see them on their payroll.
c. Changes made by Team Memberi. If the Team Member has moved or changed their address have them fill out a Current Information
Form.ii. If the Team Member has a Qualified Life change such as getting married, divorced or having a
baby they will need to fill out a new W-4 form as well as the Current Information form.d. Timecards
i. In the earnings code please only use PTO, don’t use sick or vacation.ii. Please split vacation days up, don’t use a lump sum. This is very important for when
unemployment asks for specific days worked.iii. Any changes made please include a note.iv. Please have payroll done by 10:30 am the latest.
e. Runsi. Please approve and submit by 10:30 am. The report will be run at 10:35 am.
1. Any runs that are not in by 10:30 will have to be applied to the next week.ii. When adding new drivers, please verify that the Team Member’s name is entered correctly.
iii. When entering the runs specify if the driver is a Parts Authority Team Member.1. Ex. Joe Doe (PA) of Joe Doe (House Driver).2. We need to distinguish which Team Member is Parts Authority and who is from a
contract company.iv. Any changes/adjustments please add an explanation on the Adj. Reason Column.
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Work Loans
Parts Authority does provide its Team Members with personal loans.
Step 1. Have the Team Member sing a promissory note.
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Step 2. Log on to the ADP Portal website.
www.portal.adp.com
Step 3. Sign In.After you have entered your log on information you will need to click on the “Submit” button.
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Click Here
Enter Information
Click here
Enter password.
Click on the “Submit” button to take you to the next screen.
Step 4. Making your selection.When you have entered your log in information, the below screen will appear. Click on the “Payroll” tab then select “Employee”.
Make sure that the Team Members name appears on the tool bar. If the name doesn’t appear you will need to look for the Team Member.
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Enter Information
Click here
Click Here
Step 5. Locating Loan and Balance.On the left side of the screen under “Employee Information” click on “To-Date Accumulations”. In the middle of the screen you will need to click on the “Deduction Goals” tab.
Deduction Amount = What the repayment amount is for each weeks pay.Limit = The original amount of the loan.Accrued = How much of the loan has been paid off.Balance = What is left to pay off on the loan.
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Click here
Click here