ADP Time and Attendance SUPERVISOR PRESENTATION Recording Time Worked and Approving Time Paid of Employees Gina Leimkuehler Director of Accounting

In order to get everyone on task and ready for the FLSA (Fair Labor Standards Act) changes effective December 1, 2016…. All impacted employees will begin recording their hours worked effective on the pay period beginning, Sunday 10/16/16. All employees will be asked to approve their timecard

ADP Time and Attendance Supervisor Training IF YOU ARE A SUPERVISOR WHO NEEDS TO RECORD THEIR TIME To access Your Time Card select either the Myself or My Team tab. Choose the Time & Attendance heading and Click Time.

ADP Time and Attendance Supervisor Training If you get the Welcome to ADP-Time & Attendance Gateway screen Select the 3rd option: Time & Attendance Navigator Login then click SUBMIT (If you do not select this option – you will not see all of the ADP functions needed to complete your tasks) Your Time & Attendance screen will then appear

ADP Time and Attendance Supervisor Training When you Time and Attendance Screen appears. Click on the Workspaces Tab (on the top right hand corner of your screen) Click the My Information – Project View Employee YOUR TIMECARD SHOULD APPEAR

SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING ADP Time and Attendance Supervisor Training SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING Click in the Cell Under the Appropriate Date Enter the Number of Hours you Worked (in Hours and Decimals) Click SAVE View the TOTALS for the Week to watch if you are approaching Overtime

SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING ADP Time and Attendance Supervisor Training SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING Recording your Lump Sum hours for Actual time worked YOU NEED TO: Converting Hours & Minutes to Hours & Decimals The Conversion is Minutes Worked Divided by 60 Examples: 10 min/60 = .17 23 min/60= .38 55 min/60= .92

SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING ADP Time and Attendance Supervisor Training SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING If you find you have entered your hours incorrectly or on the wrong date. Click in the Cell where the incorrect hours are and key in the correct hours SAVE

HOURLY EMPLOYEE – WEB TIME RECORDING ADP Time and Attendance Supervisor Training HOURLY EMPLOYEE – WEB TIME RECORDING Click the Record Timestamp button - Click the Refresh button (This will put the time of your punch in your time card) You will perform this action for the following: * Starting your Shift * Ending your shift * Starting your Lunch Period * Leaving work for Personal reasons * Ending your Lunch Period

APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE ADP Time and Attendance Supervisor Training APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE At the end of the pay period you will need to approve your time card, verifying that everything on your timecard is correct. Before you approve, make sure your supervisor has entered any adjustments you requested to your time card, then approve your time card. Your MUST approve your timecard in order for you to get paid.

APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE ADP Time and Attendance Supervisor Training APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE SALARY NON-EXEMPT Click Approve A message will pop up that your time card has been approved.

APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE ADP Time and Attendance Supervisor Training APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE HOURLY NON-EXEMPT Click on the More Button Click Approve A message will pop up that your time card has been approved.

ADP Time and Attendance Supervisor Training HOURLY EMPLOYEE - TIME CLOCK RECORDING Recording Time via Time Clock with your Employee Badge Badge Scanner To Clock In or Out– Slide your Badge through the badge scanner on the right hand side of the clock. You will hear a beep Your name will appear on the screen and a statement “Punch Accepted”

APPROVING YOUR TIME CARD ADP Time and Attendance Supervisor Training APPROVING YOUR TIME CARD Via the TIME CLOCK The ENTER BADGE ID Screen below will come up SCAN YOUR BADGE This will enter your badge ID Click on the Blue Button Aside of Approve Timecard

APPROVING YOUR TIME CARD ADP Time and Attendance Supervisor Training APPROVING YOUR TIME CARD Via the TIME CLOCK You will be asked to SELECT TIME PERIOD Select Current Pay Period By pushing the Blue button to the side.

APPROVING YOUR TIME CARD ADP Time and Attendance Supervisor Training APPROVING YOUR TIME CARD Via the TIME CLOCK You will get a screen that will show your punches for the pay period and if you scroll down using the arrows at the bottom of the screen you will see the totals for the pay period and the word APPROVE

APPROVING YOUR TIME CARD ADP Time and Attendance Supervisor Training APPROVING YOUR TIME CARD Via the TIME CLOCK To APPROVE your time card Push the large button at the bottom right of the time clock You will get a message “Timecard successfully approved”

HOURLY EMPLOYEE – WEB TIME RECORDING **If you find that you have missed a punch (In, Out, lunch, etc.) **If you are approaching Overtime fill out the MTA form Please fill out an MTA form, Sign the form and send to your Supervisor so they can adjust your time card or approve OT ASAP.

ADP Time and Attendance Supervisor Training COMING SOON…. Recording Time via ADP Phone Application ~~~~~~~~~~~~~~~~ The app is currently available for viewing your pay statements

ADP Time and Attendance Supervisor Training In Summary Time entry “practice” starts Sunday, October 16th – Record your hours, approve your time card Each time you APPROVE your timecard, you are attesting this information is accurate and appropriate If you are Salary Non Exempt - record Lump Sum hours per day, keep your time worked to the minute and convert to decimals These Slides and other Help aids will be posted on the training site. Instructions to approve your time card will be posted by the time clocks Mobile App can be used to view your pay statement. Time recording via the phone is coming soon

ADP Time and Attendance Supervisor Training REVIEWING EMPLOYEES TIMECARDS APPROVING & SIGNING OFF EMPLOYEE TIME

ADP Time and Attendance Supervisor Training REVIEWING TIME CARDS – APPROVING AND SIGN OFF To access the Enterprise eTime screen select the My Team tab. Choose the Time & Attendance heading and Click Time.

ADP Time and Attendance Supervisor Training There are 3 tabs under “Daily Tasks” (This is the normal Home Page) On – Premise Check: You can check what staff members have clocked in. Reconcile Timecards: This is the main screen that will come up when opening T & A. From this view you can check to see any employees have any Absences or Missed Punches. See if your employees have approved their time cards. See if you have approved and signed off on your Payroll group. Check Overtime: This screen tracks a great deal of valuable information. Employee, Primary Labor Account, Pay Role, Various types of Hours, and more. SHOW: “All Home” will be all of your employees… If you oversee managers who supervise employees, you can use the drop down to choose each of your management staff’s name to see their employees. TIME PERIOD: Current Pay Period or Previous Pay Period. Always be aware of what time period you are in

ADP Time and Attendance Supervisor Training ON PREMISE CHECK TAB As you can see by the headings the following information is available Who is clocked in by the Check mark in the On Premise Column If there hours are Unscheduled (THIS ONLY WORKS IF YOU USE A SCHEDULE) Employee’s cell number from ADP is listed so you can use this to contact them if they are not clocked in.

ADP Time and Attendance Supervisor Training RECONCILE TIMECARDS This is the default screen you will see when opening up Time and Attendance As you can see by the headings above the following information is available: If you employees have approved their time card. If you have approved and signed off of your group. The most important thing to view when approving your group is to make sure you do not have anyone with missed punches, if so correct. Payroll cannot be processed if you have outstanding missed punches. You also want to look at Unscheduled Hours - this could mean a variety of things: there is no schedule, employees are working outside their normal schedule, and Salaried Exempt employees have punches on their timecard, (i.e., second jobs).

ADP Time and Attendance Supervisor Training RECONCILE TIMECARDS TAB Maneuvering through the Reconcile Time Card Screen You can scroll through all of your employees without having to go in and out of each individual timecard or schedule. Select Action>Select All – all of your employees will be highlighted. (Right click mouse – on the highlighted area)> choose Timecard or Schedule. You can page through each employee’s time card to review and adjust if needed. A B C

ADP Time and Attendance Supervisor Training CHECK OVERTIME TAB As you can see from the headings below, for each employee you can see all of their hour types, Regular, PTO, OT and Total Hours Paid. You can view this screen throughout the week, to see the total hours your employees have and if they are approaching OT.

ADP Time and Attendance Supervisor Training APPROVING & SIGNING OFF PAYROLL Your Payroll Group needs to be approved and signed off by 10AM the Monday following the end of the pay period. It is very important for you to follow this deadline, as we have to adhere to a time line allowing ADP to process our payroll, make our Federal Tax deposits and get YOUR direct deposit to the banks to get them in your account by the Friday pay day. When approving payroll, please make sure you do the following: Review your group for MISSED PUNCHES and correct them. (SEE INSTRUCTIONS ABOVE Make sure you have approved all PTO and it is in the employees’ time cards. If you have Salaried (Exempt) employees, Make sure they do not have any punches or hours in their time card; this will cancel their automatic Salary. If they are taking time off without pay, enter TIME OFF with NO PAY in the time card. Make sure you have approved and reviewed employees that are on Leave of Absence and you have entered FMLA-PTO or UNPAID TIME OFF in their time card. APPROVE and SIGN OFF your Payroll Group.

ADP Time and Attendance Supervisor Training APPROVING & SIGNING OFF PAYROLL Missed Punches Payroll cannot be processed if your employees have outstanding missed punches. As you saw above; Missed Punches are a column on the Reconcile Timecard Screen and notated with a Check mark. From Summary…

ADP Time and Attendance Supervisor Training APPROVING & SIGNING OFF PAYROLL Missed Punches When you open the Employee’s timecard you will see the missed punch as a Red Block You need to key in the missing punch, by clicking in the red box and inserting the missed punch time. You do not need to enter the colon (:) You can enter the time as 900a for 9:00AM or enter it as 1015p for 10:15PM SAVE and it will fix the hours. If there are multiple missed punches; you need to fix one punch at a time and hit SAVE and it will recalculate the hours…then fix the next missed punch. From Employee Time Card…

ADP Time and Attendance Supervisor Training APPROVING & SIGNING OFF PAYROLL Employees on Leave of Absence or Recently Terminated If you have employees on Leave of Absence or recently terminated, these employees still need to be approved and signed off. You will find these employees in the All Inactive & Terminated Group

ADP Time and Attendance Supervisor Training APPROVING & SIGNING OFF PAYROLL Employees on Leave of Absence or Recently Terminated Enter any PTO-FMLA or PTO hours for the employee, if applicable Enter TimeOffNoPay if the employee is not to be paid

ADP Time and Attendance Supervisor Training APPROVING & SIGNING OFF PAYROLL To Approve & Sign Off your Payroll Group Make sure you select Previous Pay Period Select Action>Select All – all of your employees will be highlighted

ADP Time and Attendance Supervisor Training APPROVING & SIGNING OFF PAYROLL To Approve & Sign Off your Payroll Group (Right click mouse – on the highlighted area)> choose Timecard or Schedule Scroll through all of your employees Approve and Sign Off each employee

ADP Time and Attendance Supervisor Training Schedules: If you would like more information with the Schedules in Time & Attendance. Contact Gina and we will set up a time to review with you and your team. Please send questions to: gina.leimkuehler@greatcircle.org Remember complete and sign form and turn into your supervisor for this training. Thank you so much for attending this session!