6/11/20161 ADP Portal for Employee Self Service April – June 2009 Bi-Weekly Regular Employees Dalton State College Bi-Wkly Regular Employees

6/11/20162 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 6/11/2016 Bi-Wkly Regular Employees

6/11/20163 Class Objectives To provide an overview to the ADP Self Service portal and some specific hands-on information for employees’ accessibility beginning August – 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 time entries in the payroll for regular hours worked, vacation, sick days, etc. Bi-Wkly Regular Employees

6/11/2016 Agenda Description of Item Estimated Time Check Off Discuss ADP HRIS portal navigation5 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 (Bi- Weekly Regular Employees)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes Bi-Wkly Regular Employees4

6/11/20165 ADP Portal Navigation Open Windows Internet Explorer browser, by using desktop icon or go to Start button Bi-Wkly Regular Employees

6/11/20166 ADP Portal Navigation Bi-Wkly Regular Employees Web Address is entered here

6/11/20167 ADP Portal Navigation Enter web Address: Bi-Wkly Regular Employees

6/11/2016 Registration Steps Standard Registration: Before you begin, make sure you have your Registration Pass code (USG-6775) available. This code will be provided to you by your administrator. On the login page, click link First Time Users Register Here. The Welcome page is displayed with an overview of the registration process. Click Register Now push button to begin the Register for ADP Services wizard. 6/11/2016 Bi-Wkly Regular Employees 8 Registration Pass Code in the Announcements/News link via the Human Resource Departmental website.

6/11/2016 Bi-Wkly Regular Employees 9 Click on Register Now to begin Registration Steps

6/11/ Click on Register Now to begin Registration Steps Alternative Screen Bi-Wkly Regular Employees

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 6/11/201611Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ Enter the following Registration Pass Code USG-6775 and then Click Next Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/201613Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ If you get this page, it means you’ve entered some portion of your Identity incorrectly. Select Cancel and Request assistance from HR/Payroll Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ When complete, Select Next Remember to enter your name and information exactly as it appears on the HR/Payroll system records Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ When complete, Select Next Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ When complete, Select Next Bi-Wkly Regular Employees

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. 6/11/201618Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ Select Submit ADP Provided User ID; You create the Password Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ You will see this if you successfully register for the User ID and password. Also will be sent to confirm your User ID. Bi-Wkly Regular Employees

After Registration Add Another Service (for eTime) 6/11/ Add Another Services in order to add eTime to your user profile. Bi-Wkly Regular Employees

After Registration Add Another Service (for eTime) 6/11/ At the pop-up window put your new User ID and password and Click OK. Bi-Wkly Regular Employees

After Registration Add Another Service (for eTime) 6/11/ In Manage My Services, look to the bottom of the page and see Enterprise eTime and Click on the Add link. Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ Contact the HR or Payroll to obtain your ADP Employee ID in order to add the eTime Services to your user profile. Bi-Wkly Regular Employees

Creating Login for the ADP Portal 6/11/ 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 ( Bi-Wkly Regular Employees

26 6/11/2016 Click on User Login ADP Portal Navigation Bi-Wkly Regular Employees

6/11/2016 Agenda Description of Item Estimated Time Check Off Discuss ADP HRIS portal navigation5 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 (Bi- Weekly Regular Employees)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes Bi-Wkly Regular Employees27

ADP Portal Home Page 6/11/ 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 HR Open Enrollment information will be in this section The links will take you directly into the BOSS (Benefits system) for benefit menu options This section was previously handled by paperwork through HR will now be online. Recommended Links Section

ADP Portal Home Page 6/11/ Employees generally have at least six tab or menu options available to them. Access All of the Tabs Available (based on User Security Accesses) Bi-Wkly Regular Employees

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 Myself Money Benefits Career 6/11/2016 The six tabs or menu options are accessible through the main ADP Portal Home Page. Bi-Wkly Regular Employees

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) Career – access your career profile (work history, education, licenses and certifications) Benefits –access benefits from this tab 6/11/2016 Bi-Wkly Regular Employees

6/11/2016 Agenda Description of Item Estimated Time Check Off Discuss ADP HRIS portal navigation5 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 (Bi- Weekly Regular Employees)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes Bi-Wkly Regular Employees32

ADP Portal Home Page 6/11/ Home Tab is the main home or welcome page Bi-Wkly Regular Employees

ADP Portal Home Page 6/11/ Time Tab is used to view the timecard entries and summary information Bi-Wkly Regular Employees

ADP Portal Home Page 6/11/ Myself Tab is used to maintain Addresses, Emergency Contact, Personal Information, and Phone Numbers Bi-Wkly Regular Employees

ADP Portal Home Page 6/11/ Money Tab will maintain the following information: Direct Deposit Tax Withholding Voluntary Deductions Pay Statements Annual Statements Bi-Wkly Regular Employees

ADP Portal Home Page 6/11/ Benefits Tab is your benefits that you are eligible and those you’ve signed up for. Bi-Wkly Regular Employees

ADP Portal Home Page 6/11/ Career Tab is the career profile for your work history, education, licensures and certifications Bi-Wkly Regular Employees

6/11/2016 Data Flow Diagram 396/11/2016Bi-Wkly Regular Employees Inputs to EV5 which is the ADP HR/Payroll Systems ADP stands for Automated Data Processing

6/11/2016 Agenda Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 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 (Bi-Weekly Regular Employees)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 6/11/2016 Bi-Wkly Regular Employees 40

6/11/2016 Time Off versus Leave Time 6/11/2016 Bi-Wkly Regular Employees 41 Time Off - Time Off is the individual’s vacation or sick time, if provided. Request for Time Off will be made online via the Time tab and eTime and automatically sent to your manager for approval via workflow. 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 via Time tab, eTime and Leave menu option on the timecard entries. Any leave requests are automatically sent to HR for approval via workflow.

6/11/2016 Time Off /Leave Time - Requests and Approvals 426/11/2016 Bi-Wkly Regular Employees Select the Time tab at the menu row in order to create time entries 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

6/11/2016 Requesting Leave (FMLA, Jury, Military) via TimeCard 6/11/2016 Bi-Wkly Regular Employees 43 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.

6/11/2016 Requesting Vacation/ Sick via TimeCard 6/11/2016 Bi-Wkly Regular Employees 44 Requests for Vacation and Sick time off are recording on the timecard on the individual lines of the timecard entries using the Pay Code (types) selecting using the drop down arrow and clicking on ‘Vacation’ or ‘Sick’.

6/11/2016 Agenda – Bi-Weekly Regular Employees Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 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 (Bi-Weekly Regular Employees)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 6/11/2016 Bi-Wkly Regular Employees 45

6/11/2016 Time – Entry and Employee Approvals 466/11/2016Bi-Wkly Regular Employees Select the Time tab at the menu row in order to create time 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.

6/11/2016 eTime Link 6/11/2016Bi-Wkly Regular Employees47 Click on Here link to begin entering time into eTime

6/11/2016 TimeCard 6/11/2016 Bi-Wkly Regular Employees 48 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 All Bi-Weekly Office Staff will record total daily “Hours Worked” (Pay Codes) as well as vacation and sick hours as taken. Menu options are noted across top of timecard (Accruals, Comment, Approvals, Leave, Save, etc.,) Verify your Name/ID and Time Period is current

6/11/ Time Card View Bi-Wkly Regular Employees Lower right section is the employee’s standard (normal) work schedule Lower left section is totaling of the type of hours and location being charged Other tabs are available in lower left corner of timecard: Accruals, Audits, Comments

6/11/2016 Accruals 6/11/2016 Bi-Wkly Regular Employees 50 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.

6/11/2016 Project View Timecard – Bi-Weekly Badge Employees 516/11/2016Bi-Wkly Regular Employees The recording of the Exception Time (vacation and sick) 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.

6/11/2016 Project View Timecard – Bi-Weekly Badge Employees 526/11/2016 Bi-Wkly Regular Employees You must still adhere to the Board of Regents Policy ( SICK LEAVE WITH PAY) regarding Sick Leave. This policy can be viewed at this website. 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.

6/11/2016 Entering Time – Bi-Weekly View Timecard 536/11/2016 Bi-Wkly Regular Employees 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.

6/11/ /11/2016 Bi-Wkly Regular Employees Click in the cell on the day where you need to record 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 Time (hours worked, vacation, sick, etc.,) used 2.The actual hours used will be entered on the day of the Time. 3.If both types of Exception Time (vacation, sick) need to be recorded on the same week, insert a row by clicking the insert icon. A new row will appear below the Pay Code for the first Time. Entering Time – Recap Bi-Weekly View Timecard

6/11/2016 Entering Time- Bi-Weekly View Timecard 556/11/2016 Bi-Wkly Regular Employees 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 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.

6/11/2016 Requirements for All Times Entries for Bi-Weekly 566/11/2016 Bi-Wkly Regular Employees Any Vacation/Sick time should be recorded within 24 hours of return to work. This will allow accrual records to be current.

6/11/2016 Agenda – Bi-Weekly Regular Employees Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 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 (Bi-Weekly Regular Employees)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 6/11/2016 Bi-Wkly Regular Employees 57

6/11/2016 Adding Comments To Entries 586/11/2016 Bi-Wkly Regular Employees To add a comment to any cell, right-click in the cell and choose ‘Add Comment’, or Comment > Add.

6/11/2016 Approving Employee’s Timecard 6/11/2016 Bi-Wkly Regular Employees 59 Note: All faculty 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.

6/11/2016 Approving Employee’s Timecard 6/11/2016 Bi-Wkly Regular Employees 60 Note: All faculty 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 for processing.

6/11/2016 Viewing Sign Offs and Approvals Employees can view the approvals by their Supervisor/ Manager 6/11/201661Bi-Wkly Regular Employees

6/11/2016 Viewing Approvals – Alternate Screen Shot Employees can view their approvals and their Supervisor/ Manager approvals 6/11/201662Bi-Wkly Regular Employees

6/11/2016 Deadline to Payroll 6/11/2016Bi-Wkly Regular Employees63 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.

6/11/2016 Agenda – Bi-Weekly Regular Employees Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 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 (Bi-Weekly Regular Employees)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 6/11/2016 Bi-Wkly Regular Employees 64

6/11/2016 Additional Contact Information 656/11/2016 For additional assistance or to answer questions further contact the following staff: – Faith Miller, HR ext – Nettie Henderson, Payroll ext – Audrey Goforth, Payroll ext 4463 Bi-Wkly Regular Employees

6/11/2016 Questions and Answers 666/11/2016 Bi-Wkly Regular Employees

6/11/2016 Agenda – Bi-Weekly Regular Employees Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation5 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 (Bi-Weekly Regular Employees)10 minutes Adding Comments, Saving TimeCard, Approving own time entries 10 minutes Questions and Answers10 minutes 6/11/2016 Bi-Wkly Regular Employees 67 Finished