ADP Portal for Employee Self Service April

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ADP Portal forEmployee Self Service April
June 2009Monthly Dalton State College
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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

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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.

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Agenda
Description of Item Estimated Time Check Off
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 withholding, deductions, pay statements, etc., 5 minutes
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 entries 10 minutes
Questions and Answers 10 minutes
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ADP Portal Navigation

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

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ADP Portal Navigation
Web Address www.portal.adp.com is entered here
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ADP Portal Navigation

• Enter web Address www.portal.adp.com

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Registration Steps
Registration Pass Code is located on the HR
website in Announcements/News

• 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.

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Registration Steps
Click on Register Now to begin
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Registration Steps Alternative Screen
Click on Register Now to begin
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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

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Creating Login for the ADP Portal
Enter the following Registration Pass Code
USG-6775 and then Click Next
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Creating Login for the ADP Portal
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Creating Login for the ADP Portal
If you get this page, it means youve entered
some portion of your Identity incorrectly.
Select Cancel and Request assistance from
HR/Payroll
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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
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Creating Login for the ADP Portal
When complete, Select Next
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Creating Login for the ADP Portal
When complete, Select Next
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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.

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Creating Login for the ADP Portal
ADP Provided User ID You create the Password
Select Submit
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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.
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After Registration Add Another Service (for eTime)
Add Another Services in order to add eTime to
your user profile.
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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.
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After Registration Add Another Service (for eTime)
At the pop-up window put your new User ID and
password and Click OK.
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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.
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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.
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Creating Login for the ADP Portal
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).
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ADP Portal Navigation
Click on User Login
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Agenda
Description of Item Estimated Time Completed
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 withholding, deductions, pay statements, etc., 5 minutes
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 entries 10 minutes
Questions and Answers 10 minutes
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ADP Portal Home Page
Whats New Section
Benefits Information 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
Forms Library Section
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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.
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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. Student
and Casual workers will only use the first 4 tabs.
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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)

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Agenda
Description of Item Estimated Time Completed
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 withholding, deductions, pay statements, etc., 5 minutes
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 entries 10 minutes
Questions and Answers 10 minutes
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ADP Portal Home Page
Home Tab is the main home or welcome page
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ADP Portal Home Page
Time Tab is used to view the timecard exception
entries
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ADP Portal Home Page
Myself Tab is used to maintain Addresses,
Emergency Contact, Personal Information, and
Phone Numbers
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ADP Portal Home Page
Money Tab will maintain the following
information Direct Deposit Tax
Withholding Voluntary Deductions Pay Statements
Annual Statements
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ADP Portal Home Page
Benefits Tab is your benefits that you are
eligible and those youve signed up for.
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ADP Portal Home Page
Career Tab is the career profile for your work
history, education, licensures and certifications

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Data Flow Diagram
ADP stands for Automated Data Processing
Inputs to EV5 which is the ADP HR/Payroll Systems
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Agenda
Description of Item Estimated Time Completed
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 withholding, deductions, pay statements, etc., 5 minutes
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 entries 10 minutes
Questions and Answers 10 minutes
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Time Off versus Leave Time

• Time Off -
• Time Off is the individuals 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.

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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.
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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
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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.
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Agenda
Description of Item Estimated Time Completed
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 withholding, deductions, pay statements, etc., 5 minutes
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 entries 10 minutes
Questions and Answers 10 minutes
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Recording Vacation or Sick Time
Select the Time tab at the menu row in order to
create time entries
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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 access
your own timecard as well.
Click on Here link to begin entering time in eTime
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TimeCard
Verify your Name/ID and Time Period is current
eTime navigates to employees 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.
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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.
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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.
• It will add to the Accrual buckets the amount of
  monthly accrual that your leave enrollment
  permits.

On the 28th of each month the accrual process
will be generated automatically by eTime.
This is a change with the new system.
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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.

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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.

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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 right of each row
Delete Icon on far left of each row
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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
• Click the drop down in the Pay Code column,
  select the Pay Code that applies to the Exception
  Time (vacation, sick) used
• The actual hours used will be entered on the day
  of the Exception Time.
• 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.

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Entering Exception Time- Project View Timecard

• Continued from previous slide
• 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.
• On the new row of the Pay Code, enter in the day
  column the hours which were used for the Pay
  Code.
• 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.
• Click Save. Notice that the TimeCard title is
  orange but once saved turns black.

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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.

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Agenda
Description of Item Estimated Time Completed
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 withholding, deductions, pay statements, etc., 5 minutes
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 entries 10 minutes
Questions and Answers 10 minutes
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Adding Comments To Entries
To add a comment to any cell, right-click in the
cell and choose Add Comment, or Comment gt Add.
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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.
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Approving Employees 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.

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Deadline to Payroll

• All Time card approvals by Monthly, Staff and
  Managers should be completed no later than the
  CLOSE OF BUSINESS (500 PM) on the last working
  day of the month.
• Emergency needs for Payroll should be addressed
  no later than 900 AM the following work day.

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Agenda
Description of Item Estimated Time Completed
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 withholding, deductions, pay statements, etc., 5 minutes
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 entries 10 minutes
Questions and Answers 10 minutes
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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

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Questions and Answers
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Agenda
Description of Item Estimated Time Completed
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 withholding, deductions, pay statements, etc., 5 minutes
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 entries 10 minutes
Questions and Answers 10 minutes
Finished