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Monthly - ADP Portal for ESS.ppt

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					                ADP Portal
                    for
            Employee Self Service


             April – June 2009
                 Monthly
            Dalton State College
3/27/2011           Monthly         1
                        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
                                Monthly
3/27/2011                                                  2
                        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.

                            Monthly
3/27/2011                                            3
                                            Agenda
                                                             Estimated    Check Off
Description of Item                                          Time

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 5 minutes
withholding, deductions, pay statements, etc.,
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         10 minutes
entries
Questions and Answers                                        10 minutes

                                       Monthly
3/27/2011                                                                       4
                   ADP Portal Navigation

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




3/27/2011                  Monthly                  5
            ADP Portal Navigation
                              Web Address
                           www.portal.adp.com
                             is entered here




                 Monthly                        6
3/27/2011
                  ADP Portal Navigation

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




                           Monthly             7
3/27/2011
                           Registration Steps
                               Registration Pass Code is
                             located on the HR website in
Standard Registration:          Announcements/News
• 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.




                                   Monthly
3/27/2011                                                                 8
             Registration Steps

            Click on Register Now to
                      begin




                      Monthly
3/27/2011                              9
            Registration Steps
            Alternative Screen



                        Click on Register Now to
                                  begin




3/27/2011     Monthly                              10
                        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




3/27/2011                     Monthly                            11
            Creating Login for the
                 ADP Portal




                  Enter the following
                Registration Pass Code
                 USG-6775 and then
                      Click Next



                 Monthly
3/27/2011                                12
            Creating Login for the
                 ADP Portal




3/27/2011        Monthly             13
            Creating Login for the
                 ADP Portal




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

3/27/2011        Monthly                              14
              Creating Login for the
                   ADP Portal

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




   When
 complete,
Select Next
                   Monthly
3/27/2011                                                15
              Creating Login for the
                   ADP Portal




   When
 complete,
Select Next
                   Monthly
3/27/2011                              16
              Creating Login for the
                   ADP Portal




   When
 complete,
Select Next
                   Monthly
3/27/2011                              17
                        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.




                              Monthly
3/27/2011                                                      18
            Creating Login for the
                 ADP Portal


                           ADP Provided
                            User ID; You
                             create the
                             Password




 Select
 Submit

                 Monthly
3/27/2011                                  19
            Creating Login for the
                 ADP Portal




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


3/27/2011        Monthly
                                                           20
              After Registration Add
            Another Service (for eTime)




                             Add Another Services in order
                              to add eTime to your user
                                       profile.
3/27/2011          Monthly                                   21
            Alternative “Add a Service”
                       Page
                                       Click on Add a Service to
                                                 begin




               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.

                        Monthly
3/27/2011                                                            22
              After Registration Add
            Another Service (for eTime)




                             At the pop-up window put your
                             new User ID and password and
                                        Click OK.
3/27/2011          Monthly
                                                    23
              After Registration Add
            Another Service (for eTime)




            In Manage My Services, look to
            the bottom of the page and see
             Enterprise eTime and Click on
                     the Add link.
3/27/2011                   Monthly
                                             24
            Creating Login for the
                 ADP Portal




                             Contact the HR or Payroll to
                           obtain your ADP Employee ID in
                               order to add the eTime
                            Services to your user profile.

3/27/2011        Monthly
                                                             25
                             Creating Login for the
                                  ADP Portal




                                                    If successfully added eTime
Exit out of this page and go back to               services to your user profile,
windows Internet Explorer to log back             you will receive a confirmation
into ADP (www.portal.adp.com).                                message.

  3/27/2011                             Monthly
                                                                                    26
            ADP Portal Navigation


                 Click on User
                     Login




3/27/2011        Monthly         27
                                               Agenda
                                                                Estimated    Completed
Description of Item                                             Time

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   5 minutes
withholding, deductions, pay statements, etc.,
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            10 minutes
entries
Questions and Answers                                           10 minutes

                                          Monthly
  3/27/2011                                                                       28
                        ADP Portal Home Page
                               What’s New
                                Section                  Benefits
                                                       Information
                                                         Section




                                                               All Online forms
                                                               should be
Benefits Information will now by online instead of being       available after
previously handled via paperwork in HR                         go live
                                 Recommended
Open Enrollment information will be in this section
                                       Links
The links will take you directly into the BOSS (Benefits   Forms Library
system) for benefit menu options Section                      Section
This section was previously handled by paperwork through
HR will now be online.
 3/27/2011                          Monthly                                 29
                           ADP Portal Home Page




                                          Access All of the Tabs
                                         Available (based on User
                                            Security Accesses)
            Employees generally have
            at least six tab or menu
            options available to them.


                                         Monthly
3/27/2011                                                           30
                        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                                   The six tabs or menu
    • Myself                                 options are accessible
                                             through the main ADP
    • Money
                                             Portal Home Page.
    • Benefits                               Student and Casual
    • Career                                 workers will only use the
                                             first 4 tabs.

 3/27/2011                         Monthly
                                                                 31
                         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)
            • Benefits –access benefits from this tab
            • Career – access your career profile (work history,
              education, licenses and certifications)

                                  Monthly
3/27/2011                                                          32
                                               Agenda
                                                                Estimated    Completed
Description of Item                                             Time

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   5 minutes
withholding, deductions, pay statements, etc.,
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            10 minutes
entries
Questions and Answers                                           10 minutes

                                          Monthly
  3/27/2011                                                                       33
                  ADP Portal Home Page




            Home Tab is the main home
               or welcome page



                       Monthly Employee Self Service
3/27/2011                                              34
                 ADP Portal Home Page




            Time Tab is used to view the
             timecard exception entries



                           Monthly
3/27/2011                                  35
               ADP Portal Home Page




              Myself Tab is used to
               maintain Addresses,
               Emergency Contact,
            Personal Information, and
                 Phone Numbers
                          Monthly
3/27/2011                               36
              ADP Portal Home Page




            Money Tab will maintain the
              following information:
                   Direct Deposit
                  Tax Withholding
              Voluntary Deductions
                  Pay Statements
                Annual Statements
                        Monthly
3/27/2011                                 37
                 ADP Portal Home Page




            Benefits Tab is your
            benefits that you are
             eligible and those
            you’ve signed up for.


                              Monthly
3/27/2011                               38
            ADP Portal Home Page




                     Career Tab is the
                   career profile for your
                       work history,
                   education, licensures
                     and certifications


                 Monthly
3/27/2011                                    39
                    Data Flow Diagram


ADP stands for Automated Data
Processing

                                    Inputs to EV5
                                     which is the
                                         ADP
                                      HR/Payroll
                                       Systems




 3/27/2011                Monthly                   40
                                               Agenda
                                                                Estimated    Completed
Description of Item                                             Time

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   5 minutes
withholding, deductions, pay statements, etc.,
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            10 minutes
entries
Questions and Answers                                           10 minutes

                                          Monthly
  3/27/2011                                                                       41
                  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.
                               Monthly
3/27/2011                                                            42
                                Time Off /Leave Time -
                                Requests and Approvals




                                               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
3/27/2011                                                                                  43
            Time Off /Leave Time -
            Requests and Approvals


                                     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
3/27/2011                                               44
                                           TimeCard




               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
3/27/2011                                                     45
                                               Agenda
                                                                Estimated    Completed
Description of Item                                             Time

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   5 minutes
withholding, deductions, pay statements, etc.,
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            10 minutes
entries
Questions and Answers                                           10 minutes

                                          Monthly
  3/27/2011                                                                       46
            Recording Vacation or Sick
                      Time




                  Select the Time
                     tab at the
                   menu row in
                  order to create
                   time entries


                  Monthly
3/27/2011                                47
            Time Off /Leave Time -
            Requests and Approvals


                                     Monthly that have
                                     direct reports should
                                     select the first option
                                     of Managers/
                                     Approvers: Click Here
                                     to access eTIME.
                                     You will be able to
             Click on Here link to
                                     access your own
             begin entering time     timecard as well.
                   in eTime

                       Monthly
3/27/2011                                                48
                                           TimeCard
                                                       Verify your Name/ID and
                                                        Time Period is current




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.

                                         Monthly
                                                                                      49
3/27/2011
                                              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 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
3/27/2011                                                                                   50
                  Project View Timecard –
                    Monthly Employees
  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.
  On the 28th of each month the accrual process will be
  generated automatically by eTime.
  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
3/27/2011                                                         51
                      Project View Timecard –
                        Monthly Employees
  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
3/27/2011                                                                   52
                   Project View Timecard –
                     Monthly Employees
  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.




                               Monthly
3/27/2011                                                           53
                        Entering Exception Time-
                         Project View Timecard
                                                 TIMECARD is orange when
                                                  changes were made and
                                                  need to be saved. Once
                                                   saved it will turn black.




                                    Insert Icon at
       Delete Icon on far         right of each row
        left of each row
                              Monthly
3/27/2011                                                                 54
                  Entering Exception Time-
                   Project View Timecard
   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
3/27/2011                                                        55
                  Entering Exception Time-
                   Project View Timecard
   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
3/27/2011                                                          56
                        Requirements for
                        Exception Entries
   Any Vacation/Sick time should be recorded within 24 hours
     of return to work. This will allow accrual records to be
     current.




                              Monthly
3/27/2011                                                       57
                                               Agenda
                                                                Estimated    Completed
Description of Item                                             Time

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   5 minutes
withholding, deductions, pay statements, etc.,
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            10 minutes
entries
Questions and Answers                                           10 minutes

                                          Monthly
  3/27/2011                                                                       58
                          Adding Comments To
                                Entries




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




                                     Monthly
3/27/2011                                      59
                                Save Time Entries




            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
3/27/2011                                                                  60
                        Approving Employee’s
                             Timecard




  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
3/27/2011                                                                    61
                  Deadline to Payroll

• 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
3/27/2011                                          62
                                               Agenda
                                                                Estimated    Completed
Description of Item                                             Time

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   5 minutes
withholding, deductions, pay statements, etc.,
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            10 minutes
entries
Questions and Answers                                           10 minutes

                                          Monthly
  3/27/2011                                                                       63
                          Additional Contact
                            Information
   • 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




                                Monthly
3/27/2011                                           64
            Questions and Answers




                 Monthly
3/27/2011                           65
                                               Agenda
                                                                Estimated    Completed
Description of Item                                             Time

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   5 minutes
withholding, deductions, pay statements, etc.,
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            10 minutes
entries
Questions and Answers                                           10 minutes

                                          Monthly
  3/27/2011                                                                       66

				
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