ADP Portal for Employee Self Service April – June 2009 Badges Employees Dalton State College 4/23/2017 Badge Employees Bi-Weekly Badge Employees 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 4/23/2017 Badge Employees Bi-Weekly Badge Employees 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. 4/23/2017 Badge Employees Bi-Weekly Badge Employees 3

Agenda – Bi-Weekly Badges Description of Item Estimated Time Check Off Discuss ADP HRIS portal navigation 5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., Time Off versus Leave Time (Requests & Approvals) 10 minutes Recording Time Entries (Time clocks and Badges) Adding Comments, Saving TimeCard, Approving own time entries Questions and Answers 4/23/2017 Badge Employees

ADP Portal Navigation Open Windows Internet Explorer browser, by using desktop icon or go to Start button 4/23/2017 Badge Employees Bi-Weekly Badge Employees 5

Web Address www.portal.adp.com is entered here ADP Portal Navigation Web Address www.portal.adp.com is entered here 4/23/2017 Badge Employees Bi-Weekly Badge Employees 6

ADP Portal Navigation Enter web Address: www.portal.adp.com For the first time, all users need to Click on the red bulleted link titled, “First Time Users Register Here”. This is because you don’t have a User Logon or password. You must register in order to receive an ADP provided User ID and create your password. 4/23/2017 Badge Employees Bi-Weekly Badge Employees 7

Registration Steps Standard Registration: Registration Pass Code in the Announcements/News link via the Human Resource Departmental website. Standard Registration: Before you begin, make sure you have your Registration Pass code (USG-6775) available. This code was provided to you by your administrator. On the login page, click First Time Users Register Here. The Welcome page is displayed with an overview of the registration process. Click Register Now to begin the Register for ADP Services wizard. 4/23/2017 Badge Employees Bi-Weekly Badge Employees

Click on Register Now to begin Registration Steps Click on Register Now to begin Some users may see this type of Welcome page; others will see the alternative view on the next slide. 4/23/2017 Badge Employees Bi-Weekly Badge Employees

Click on Register Now to begin Registration Steps Alternative Screen Click on Register Now to begin Registration now will begin the registration process to provide the user with a given User ID and a password that you will create. 4/23/2017 Badge Employees Badge 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 4/23/2017 Badge Employees Badge Employees

Creating Login for the ADP Portal Enter the following Registration Pass Code USG-6775 and then Click Next Registration Pass Code will be issued via email or through the HR website. Each campus will have their own unique Registration Pass Code. Do not use another campus/ college site’s pass code. It will not be able to verify you on that database. 4/23/2017 Badge Employees Badge Employees

Creating Login for the ADP Portal All fields with red arrow heads are required fields before you’ll be able to proceed to next step. 4/23/2017 Badge Employees Badge Employees

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 If you get this screen, contact HR/Payroll (Contact information for HR/Payroll is on a slide towards end of this presentation) so we can ensure the data record is correct. 4/23/2017 Badge Employees Badge Employees

Creating Login for the ADP Portal Remember to enter your name and information exactly as it appears on the HR/Payroll system records Enter your name that is on your driver’s license, social security card or what’s on your payroll check stub. The SSN can all nine digits strung together or with the dashes (123-45-6789). Just make sure both SSN and Confirm SSN fields are the same. Remember all Required fields are those noted with red arrow heads. When complete, Select Next 4/23/2017 Badge Employees Badge Employees

Creating Login for the ADP Portal We would prefer that you put your daltonstate.edu email address so we can troubleshoot the registration process more readily. When complete, Select Next 4/23/2017 Badge Employees Badge Employees

Creating Login for the ADP Portal These are similar security questions that would be asked if you pay your bills online or do internet banking features. This is added security to ensure that you are the person you say that you are. The questions may be: your favorite pet name, your mother’s maiden name, etc. You would only know the answer to the selected questions. When complete, Select Next 4/23/2017 Badge Employees Badge 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. 4/23/2017 Badge Employees Badge Employees

Creating Login for the ADP Portal ADP Provided User ID; You create the Password Select Submit 4/23/2017 Badge Employees Badge Employees

Creating Login for the ADP Portal You will receive an email confirmation of your UserID. Our recommendation is to print the email, add your password to the email and put the printed copy in a safe place in case you forgot what this information is. You will need this information to view your pay statements, annual W-2 information, etc. into the future. You will see this if you successfully register for the User ID and password. Also email will be sent to confirm your User ID. 4/23/2017 Badge Employees Badge Employees

After Registration Add Another Service (for eTime) These next steps are additional steps not previously discussed during training. This step was additional from the original training sessions. You must add eTime services to your user profile in order to access your timecard. Add Another Services in order to add eTime to your user profile. 4/23/2017 Badge Employees Badge Employees

After Registration Add Another Service (for eTime) Use the User ID will be sent to you in an email and noted at the bottom of the email page. At the pop-up window put your new User ID and password and Click OK. 4/23/2017 Badge Employees Badge Employees

After Registration Add Another Service (for eTime) This will add eTime to you user profile and you can begin to add time entries (or exceptions for vacation or sick) into your time card. A confirmation on the page will exist to confirm that eTime services were added to your user profile. In Manage My Services, look to the bottom of the page and see Enterprise eTime and Click on the Add link. 4/23/2017 Badge Employees Badge Employees

After Registration Add Another Service (for eTime) Once you have registered, you will need to contact HR/Payroll to get your ADP Employee ID. You will need this information in order to add eTime services to your user profile. Contact the HR or Payroll to obtain your ADP Employee ID in order to add the eTime Services to your user profile. 4/23/2017 Badge Employees Badge Employees

After Registration Add Another Service (for eTime) You will received a confirmation that eTime services was added to your user profile successfully. You can close or exit this page. If successfully added eTime services to your user profile, you will receive a confirmation message. Exit out of this page and go back to windows Internet Explorer to log back into ADP (www.portal.adp.com). 4/23/2017 Badge Employees Badge Employees

ADP Portal Navigation Click on User Login Log back into the main portal Login page. www.portal.adp.com Include your User ID and password before clicking OK. 4/23/2017 Badge Employees Badge Employees

Agenda – Bi-Weekly Badges Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation 5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., Time Off versus Leave Time (Requests & Approvals) 10 minutes Recording Time Entries (Time clocks and Badges) Adding Comments, Saving TimeCard, Approving own time entries Questions and Answers 4/23/2017 Badge Employees Bi-Weekly Badge Employees

Benefits Information Section ADP Portal Home Page What’s New Section Benefits Information Section All Online forms should be available after go live New Information may be that access to the Kiosk on a desktop or laptop could be available on the portal page in the Recommended Links section or accessible via the Dalton State web page. This is still being discussed. 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 Recommended Links Section Forms Library Section 4/23/2017 Badge Employees Badge Employees

Access All of the Tabs Available (based on User Security Accesses) ADP Portal Home Page Access All of the Tabs Available (based on User Security Accesses) From the main ADP portal Home page, you can access all of your tab or menu options. Employees generally have at least six tab or menu options available to them. 4/23/2017 Badge Employees Badge Employees

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 The six tabs or menu options are accessible through the main ADP Portal Home Page. 4/23/2017 Badge Employees Badge Employees 30 30

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) This portion of the portal is similar to the PeopleSoft portable personnel file. Remember, effective June 19th, 2009 the PeopleSoft portable personnel file will no longer exist. Then on July 1st you will begin to use the new ADP portal. Benefits –access benefits from this tab Career – access your career profile (work history, education, licenses and certifications) 4/23/2017 Badge Employees Badge Employees 31 31

Agenda – Bi-Weekly Badges Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation 5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., Time Off versus Leave Time (Requests & Approvals) 10 minutes Recording Time Entries (Time clocks and Badges) Adding Comments, Saving TimeCard, Approving own time entries Questions and Answers 4/23/2017 Badge Employees Bi-Weekly Badge Employees

Home Tab is the main home or welcome page ADP Portal Home Page Home Tab is the main home or welcome page The next series of slides are to simply show where each of the Tabs are located on the main ADP portal Home page. This will allow you to view your necessary information on the portal’s main page. 4/23/2017 Badge Employees Badge Employees

Time Tab is used to view the timecard entries and summary information ADP Portal Home Page Time Tab is used to view the timecard entries and summary information 4/23/2017 Badge Employees Badge Employees

ADP Portal Home Page Myself Tab is used to maintain Addresses, Emergency Contact, Personal Information, and Phone Numbers 4/23/2017 Badge Employees Badge Employees

Money Tab will maintain the following information: ADP Portal Home Page Money Tab will maintain the following information: Direct Deposit Tax Withholding Voluntary Deductions Pay Statements Annual Statements 4/23/2017 Badge Employees Badge Employees

ADP Portal Home Page Benefits Tab is your benefits that you are eligible and those you’ve signed up for. 4/23/2017 Badge Employees Badge Employees

ADP Portal Home Page Career Tab is the career profile for your work history, education, licensures and certifications 4/23/2017 Badge Employees Badge Employees

Inputs to EV5 which is the ADP HR/Payroll Systems Data Flow Diagram ADP stands for Automated Data Processing Inputs to EV5 which is the ADP HR/Payroll Systems 4/23/2017 Badge Employees Bi-Weekly Badge Employees 39

Agenda – Bi-Weekly Badges Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation 5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., Time Off versus Leave Time (Requests & Approvals) 10 minutes Recording Time Entries (Time clocks and Badges) Adding Comments, Saving TimeCard, Approving own time entries Questions and Answers 4/23/2017 Badge Employees Bi-Weekly Badge Employees

Time Off versus Leave Time 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. 4/23/2017 Badge Employees

Time Off /Leave Time - Requests and Approvals Select the Time tab at the menu row in order to create time entries 4/23/2017 Badge Employees Bi-Weekly Badge Employees 42

Time Off /Leave Time - Requests and Approvals Click on Here link to begin entering time in eTime 4/23/2017 4/23/2017 Badge Employees

Request Leave Time via 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. 4/23/2017 4/23/2017 4/23/2017 Badge Employees 44

Agenda – Bi-Weekly Badges Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation 5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., Time Off versus Leave Time (Requests & Approvals) 10 minutes Recording Time Entries (Time clocks and Badges) Adding Comments, Saving TimeCard, Approving own time entries Questions and Answers 4/23/2017 Badge Employees

Time – Entry by Badge Employees LED Visual Indicators The top green LED flashes when the timeclock successfully reads a badge. The middle amber LED flashes when the timeclock does not successfully read a badge. Badge Reader Use to read badges when swiping in and out and performing transfers. Front and Back of Badges DO NOT USER AT THIS TIME Additional Keys ESC, Help, backspace, CLR (clear), ENTER. 4/23/2017 Badge Employees Bi-Weekly Badge Employees 46

Click on eTime link to begin entering time This will allow you to see your timecard entries. Badges employees may need their manager/supervisor to access to review their time card entries. 4/23/2017 Badge Employees

Click on eTime link to begin entering time This will allow you to see your timecard entries. Badges employees may need their manager/supervisor to access to review their time card entries. 4/23/2017 Badge Employees

Verify your Name/ID and Time Period is current 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 (Save, Actions, Punch, Amount, Accruals, Comment, Approvals, Reports, Leave, etc.) 4/23/2017 Badge Employees

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 been used as of yet. 4/23/2017 Badge Employees

Project View Timecard – Bi-Weekly Badge Employees The Project View timecard for Bi-Weekly Badge Employees are from the badge swipes made to the time clock during each scheduled work time. Requests for Time Off for badge employees is the same as before. You will continue to use the paper (manual) Leave Request form and forwarded to your manager/ supervisor for approval. The manager/supervisor is responsible for recording Vacation or Sick for the employee through eTime entries. This is the same procedure currently being done. 4/23/2017 Badge Employees Bi-Weekly Badge Employees 51

Project View Timecard – Bi-Weekly Badge Employees The recording of the Exception Time 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. 4/23/2017 Badge Employees Bi-Weekly Badge Employees 52

Project View Timecard – Bi-Weekly Badge 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. 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. 4/23/2017 Badge Employees Bi-Weekly Badge Employees 53

Bi-Weekly View Timecard for Badge Employees Lunches will be calculated based on the Schedule that has been assigned to the employee. The employee will not have to punch out for lunch unless the employee leaves the campus for personal matters (including off campus lunch). The employee will have to swipe their badge in and out. Additionally, if you are asked to work through lunch, then your manager/supervisor will need to back lunches/meals from your time card. 4/23/2017 Badge Employees 54 Bi-Weekly Badge Employees 54

Requirements for All Times Entries for Bi-Weekly Any Vacation/Sick time should be recorded within 24 hours of return to work. This will allow accrual records to be current. 4/23/2017 Badge Employees Bi-Weekly Badge Employees 55

Agenda – Bi-Weekly Badges Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation 5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., Time Off versus Leave Time (Requests & Approvals) 10 minutes Recording Time Entries (Time clocks and Badges) Adding Comments, Saving TimeCard, Approving own time entries Questions and Answers 4/23/2017 Badge Employees

Approving Own Time Badge Employees do not have to approve their own time entries. Badge swipes are considered the recorded employee’s time unless identified to the employee’s supervisor/manager for correction. Supervisor/Manager approval of time entries will forward to payroll for processing. Badge employees may not be able to add comments and thus the manager/supervisor could insert comments the employee wished to include on their time entries. 4/23/2017 Badge Employees 57 Bi-Weekly Badge Employees 57

Adding Comments and Saving TimeCard Badge Employees do not have the ability to add Comments to their timecards. Badge Employees can only view their timecard information based on the badge swipes. There is no need to save timecard as the badge swipes will record all In/Out times. Any swipes or recordings in error will have to be fixed by your supervisor/manager. Badge employees may not be able to add comments and thus the manager/supervisor could insert comments the employee wished to include on their time entries. 4/23/2017 Badge Employees 58 Bi-Weekly Badge Employees 58

Supervisor/Manager Fix Time Entries Badge employees may not be able to add comments and thus the manager/supervisor could insert comments the employee wished to include on their time entries. Employees should notify their supervisor/ manager to fix a badge swiped in error so they can edit any punches of their badge employees either via the Punch >Edit tab option on the employee’s timecard or via the Reconcile Time online list of employees for approvals. 4/23/2017 Badge Employees 59 Bi-Weekly Badge Employees 59

Deadline to Payroll 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. Payroll checks will no longer be printed on our campus. Instead, the payroll will be handled in an ADP specific site (Alpharetta, GA). Because of the tight timelines that our payroll office must adhere, we must have the timecard information approved no later than the timeframes noted above. In many instances, the payroll may be completed by earlier Monday. All emergencies must be addressed in Payroll by the cutoff time or they may not be addressed until the next payroll cycle. 4/23/2017 Badge Employees Bi-Weekly Badge Employees

Agenda – Bi-Weekly Badges Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation 5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., Time Off versus Leave Time (Requests & Approvals) 10 minutes Recording Time Entries (Time clocks and Badges) Adding Comments, Saving TimeCard, Approving own time entries Questions and Answers 4/23/2017 Badge Employees

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 4/23/2017 Badge Employees Bi-Weekly Badge Employees 62

Questions and Answers 4/23/2017 Badge Employees Bi-Weekly Badge Employees 63

Agenda – Bi-Weekly Badges Description of Item Estimated Time Completed Discuss ADP HRIS portal navigation 5 minutes ADP Portal Tabs (Home/Time/Myself/Money/Benefits/Career) Review and Updating personal information, direct deposit, tax withholding, deductions, pay statements, etc., Time Off versus Leave Time (Requests & Approvals) 10 minutes Recording Time Entries (Time clocks and Badges) Adding Comments, Saving TimeCard, Approving own time entries Questions and Answers Finished 4/23/2017 Badge Employees