Maintaining Employee Information for ADP Workforce Now. Automatic Data Processing, LLC ES Canada

Transcription

1 Maintaining Employee Information for ADP Workforce Now Automatic Data Processing, LLC ES Canada

2 ADP s Trademarks The ADP Logo, ADP, ADP Workforce Now and IN THE BUSINESS OF YOUR SUCCESS are registered trademarks of ADP, LLC Third-Party Trademarks Global Crossing and Ready-Access are registered trademarks of Global Crossing Holdings, Ltd. in the United States and other countries. Microsoft, Excel, and Word are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners ADP, LLC and its licensors. All rights reserved.

3 Contents Course Introduction Course Introduction... 1 Course Purpose... 1 Course Objective... 1 Course Agenda... 2 Module 1: Hiring, Accessing and Deleting an Employee Module 1: Introduction Purpose Topics Hiring an Employee Overview New Hire Data Entry Flow New Hire or Status Change Templates Activity: Entering a New Hire Quick Hire Overview Activity: Entering a Quick Hire Activity: Entering a Quick Hire + Time Activity: Exploring Employee Information from the People Menu Additional New Hire Tasks Deleting a New Hire Module 1: Summary Module 2: Changing Employee Status Module 2: Introduction Purpose Topics Changing Employee Status Overview The Employee Status Change Process Leave of Absence Overview Activity: Placing an Employee on Leave Transfers Activity: Pay Division Transfers Acitivity: Transfer of Province of Employment Cancelling a Transfer ADP, LLC iii W8001_ILT_WFN80V02_0515

4 Terminating an Employee Termination Data Entry Flows Termination Templates Record of Employment Activity: Terminating an Employee Rehiring an Employee Activity: Rehiring an Employee Archive Employees Module 2: Summary Module 3: Positions and ID s Module 3: Introduction Purpose Topics Adding Another Position for an Employee Overview of Multiple Positions Paid and Non-Paid Positions Position ID s Associate ID s Activity: Adding Another Position Module 3: Summary Module 4: Running Standard Reports to Verify Changes Module 4: Introduction Purpose Topics Running Standard Reports to Verify Changes Explore: Standard Reports Activity: Running the Audit Trail Report Activity: Entering and Verifying Employee Changes Module 4: Summary ADP, LLC iv W8001_ILT_WFN80V02_0515

5 Module 5: Course Closing Knowledge Check Support After Class Additional Resources ADP s Client Service Centre Course Closing Summary Course Objectives Training Evaluation Appendix 2015 ADP, LLC v W8001_ILT_WFN80V02_0515

6 Maintaining Employee Information for ADP Workforce Now Course Introduction Automatic Data Processing, LLC ES Canada

7 COURSE INTRODUCTION Course Introduction Course Purpose This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using the Maintaining Employee Information for ADP Workforce Now. Course Objectives Upon completion of this course, participants will be able to: Hire, Access and Delete an Employee Change Employee Status Identify Positions and ID s Run Standard Reports to Verify Changes Get Support after Class 2015 ADP, LLC 1 W8001_ILT_ WFN80V02_0515

8 COURSE INTRODUCTION Course Agenda During the duration of this course we will explore several topics. Each topic and module within the ADP Workforce Now training has been designed to build upon the previous topic/module. Upon completion of the training, you will have a complete picture of how each individual module functions, and how they works together to create a complete solution. In addition ADP provides three different online resource tools that are designed to support your learning after class. During this course you will explore the following topics: Modules Module 1: Hiring, Accessing and Deleting Topics Overview of Hiring an Employee New Hire Workflow New Hire Templates Quick Hire Workflow Quick Hire Template Additional New Hire Tasks Deleting a New Hire Module 2: Changing Employee Status Module 3: Positions and ID's Overview of Changing Employee Status The Employee Status Change Process Placing an Employee on Leave Transferring an Employee Terminating an Employee ROE Rehiring an Employee Archive Employees Overview of Multiple Positions Paid and Nonpaid Positions? Position ID's Associate ID's Module 4: Running Standard Reports to Verify Changes Module 5: Course Closing Appendix Overview of Reports Explore Standard Reports Knowledge Check Support After Class ADP's Client Service Centre Summary Training Evaluation Appendix A Appendix B 2015 ADP, LLC 2 W8001_ILT_ WFN80V02_0515

9 Maintaining Employee Information for ADP Workforce Now Module 1: Hiring, Accessing and Deleting New Hires Automatic Data Processing, LLC ES Canada

10 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Module 1: Introduction Purpose This module demonstrates the tasks associated with the new hire process. Objectives In this module, we will take a look at the following objectives: Explore the overview of hiring an employee Describe the new hire data entry flow Explore new hire or status change templates Explain the quick hire data entry flow Review the quick hire templates List additional new hire tasks Explore deleting a new hire 2015 ADP, LLC 1-1 W001_ILT_WFN80V02_0515

11 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Hiring an Employee Overview In ADP Workforce Now, you use the New Hire wizard to take you through the process of entering a new employee s personal, employment, payroll, tax, and time and attendance information. In some cases, you may use a shortened version called Quick Hire. But we'll get to that a little later. New Hire Data Entry flow Overview The way your company is structured determines the specific workflow for your organization. Description You may be the only practitioner at your company and you enter all new hire data, or you may be one of two or three practitioners at your company who enter new hire data. All practitioners will use the new hire wizard or quick hire when entering the data. Example Geneva Entertainment Company has multiple practitioners. The human resource (HR) practitioner completes the first steps in the wizard by entering information such as personal information and employment information. The employee record is then handed off to the payroll practitioner who enters information such as pay information and tax information. In some cases, a time and attendance practitioner is responsible for entering information related to time and attendance, if Time is in the mix. This information could include information regarding pay class and time zones. Important Information The tasks required for entering a new hire can include an approval step if your company requires it ADP, LLC 1-2 W001_ILT_WFN80V02_0515

12 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES New Hire or Status Change Templates Description To begin the new hire process, you select a template. The template consists of information such as: Required and optional fields A list of users who will participate The approval process Use an ADP supplied system template or a custom template you have created. Note: During implementation, your ADP representative helps you set up any custom templates you need to get started. Overview Practitioners have the option to use a System template or create a Custom template. System (contain the predefined data elements that populate the wizard) Custom (created and maintained by practitioners for specific business needs) Note: During implementation, your ADP representative will help you set up any custom templates that you need to get started. There is a course available on how to create custom templates offered by ADP. Using a Custom Template Here are the four common reasons for using a custom template: 1. There are multiple employees that require different data captured upon hire/rehire/term/leave. 2. Business needs are different than the criteria within the system template 3. Specific fields are mandatory 4. Specific data fields are not required in the system template Templates Management Created/Maintained through: Setup > Template Management > Select Hire/Re-Hire or Status Changes Templates are maintained by practitioners and options available are based upon the products purchased Example of Custom Template You have a custom template for hiring seasonal contract workers who are not paid through Workforce NowPayroll but who will track their time. You don t need to enter payroll information such as pay rate, but you do need to enter emergency contacts for each new worker. You need for this template to require final approval for each new seasonal contract worker who is hired ADP, LLC 1-3 W001_ILT_WFN80V02_0515

13 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Important Information Be sure to familiarize yourself with the available templates before entering a new hire. Select a template that includes the fields or settings that you need to set up a new employee. For example, if an employee is being paid through ADP Workforce Now, you must use a template that includes payroll fields. Additional Resources For more information about creating new hire templates, there is a course available on the topic offered by ADP ADP, LLC 1-4 W001_ILT_WFN80V02_0515

14 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Demonstration: Entering a New Hire Scenario Your company has hired Dirk Ziggler as a Human Resources Specialist. He is a full-time employee and tracks his time using an online timesheet. The HR practitioner needs to enter information about Dirk. Log in as the Practitioner and complete the activity. Note: In your organization, based on your requirements, you can have multiple practitioners entering information. You will need a custom template to have this setup. Part 1: Entering Personal Information Starting Point: Process > HR > Hire/Rehire Step Action 1 Point to Process and, under HR, select Hire/Re-Hire. 2 Click Start a New Hire. In the Select a Template screen, select HR + Payroll + Time (System). 3 In the Personal section, enter the following information (leave blank any fields not listed): Hire Date: Today s Date Reason for Hire: CURR Existing Position Associate ID: Accept default value Company Code: Select an English company Correspondence Language: English (Canada) Tax ID Type: Social Insurance Number Tax ID: select Not Provided National Identifier: Accept default value Salutation: Mr. First Name: Dirk Last Name: Ziggler Your entries for name will auto-fill in Payroll Name and Tax Form Name Gender: Male Birth Date: 22/5/1970 Personal Address: use as legal address Country: CAN-Canada Address 1: 1025 Main Street City: Toronto State/Province/Territory: ON Ontario Zip/Postal Code: L7A1Z7 Home Phone: Personal Cell: Marital Status: M - Married Effective Date: Use a relevant date 4 Click Next to move to the Employment section ADP, LLC 1-5 W001_ILT_WFN80V02_0515

15 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Demonstration: Entering a New Hire Part 2: Entering Employment, Payroll, Tax, and Time & Attendance Information Step Action 1 In the Employment section, enter the following information (leave blank any fields not listed): File Number: (Can be auto assigned by the system, depending on the setup) Job Title: HRSPEC - Human Resources Specialist Employee Type: FT Full-Time Employee Status - Active Reports To: Cormier, David Business Unit: HR Location: TOR- Toronto Home Department: Human Resources Home Cost number: Cost Number 1 Enter in your Work account. Time & Attendance Supervisor: Barbato, Samuel 2 Click Next to move to the Payroll section. 3 In the Payroll section, enter the following information (leave blank any fields not listed): Pay Frequency: Bi-Weekly Rate Type: Salary Regular Pay Rate: 1500 Standard Hours: 80 Pay Division: Human Resources Select Pay Adjustment is not Required. (Selecting Pay Adjustment as Required will require Manual Adjustment) 4 Click Next to move to the Tax section. 5 In the Tax section, enter the following information (leave blank any fields not listed): CRA PA / RQ ID: 1 Province of Employment: ON Ontario Standard Amount: Basic Provincial Tax Credit: Basic 6 Click Next to move to the Time & Attendance section. 7 In the Time & Attendance section, enter the following information (leave blank any fields not listed): Pay Class: FTTIME - Full Time - Entry Timesheet In the section Labor Charge: Home Department and Labor Charge must be entered and must match. Department: Human Resources Time Zone: EST Eastern Standard Time Click Next 6 Click Done ADP, LLC 1-6 W001_ILT_WFN80V02_0515

16 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Activity: Entering a New Hire Part 1: Entering Personal Information Your company has hired Martha Hughes as a Payroll Manager. She is a full-time employee and tracks his time using an online timesheet. The HR practitioner needs to enter information about Martha. Log in as the Practitioner and complete the activity. Note: In your organization, based on your requirements, you can have multiple practitioners entering information. You will need a custom template to have this setup. Starting Point: Process > HR > Hire/Rehire Step Action 1 Point to Process and, under HR, select Hire/Re-Hire. 2 In the Select a Template field, select HR + Payroll + Time (System) and click Start a New Hire. 3 In the Personal section, enter the following information (leave blank any fields not listed): Hire Date: Today s Date Reason for Hire: CURR Existing Position Associate ID: Accept default value Company Code: Select an English Company Tax ID Type: Social Insurance Number Tax ID: select Not Provided National Identifier: Accept default value Salutation: Ms. First Name: Martha Last Name: Hughes Gender: Female Birth Date: 23/06/1980 Personal Address: use as legal address Country: CA-Canada Address 1: 112 Spring Street City: Mississauga State/Province/Territory: ON Ontario Zip/Postal Code: L6W 2T7 Home Phone: Personal Cell: Marital Status: S - Single Effective Date: Use a relevant date 4 Click Next to move to the Employment section ADP, LLC 1-7 W001_ILT_WFN80V02_0515

17 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Activity: Entering a New Hire Part 2: Entering Employment, Payroll, Tax, and Time & Attendance Information Step Action 1 In the Employment section, enter the following information (leave blank any fields not listed): File Number: Job Title: PRYLMGR - Payroll Manager Employee Type: FT Full Time Employee Status - Active Reports To: Jones, Elizabeth Manager Position: Check this box Business Unit: CAN- Canada Location: MISS- Mississauga Home Department: Finance Home Cost number: Finance Enter in a Work account. Time & Attendance Supervisor: Barbato, Samuel 2 Click Next to move to the Payroll section. 3 In the Payroll section, enter the following information (leave blank any fields not listed): Pay Frequency: Bi-Weekly Rate Type: Salary Regular Pay Rate: 2500 Standard Hours :80 Pay Division: Payroll Select Pay Adjustment is not Required 4 Click Next to move to the Tax section. 5 In the Tax section, enter the following information (leave blank any fields not listed): CRA PA / RQ ID: 1 Province of Employment: ON Ontario Standard Amount: Basic Provincial Tax Credit: Basic 6 Click Next to move to the Time & Attendance section. 7 In the Time & Attendance section, enter the following information (leave blank any fields not listed): Pay Class: FTTIME - Full Time - Entry Timesheet In the section Labor Charge: Department: Finance Time Zone: EST Eastern Standard Time. Click Next 8 Click Done. Important Information Verify compliance information for each province. Workforce Now does tax calculations for Federal and Provincial tax but it is up to the employee to provide the exemption values in the properly completed form for anything other than basic exemption ADP, LLC 1-8 W001_ILT_WFN80V02_0515

18 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Quick Hire Description You have the option of adding a new hire quickly by collecting only the information that is necessary for a payroll run. By using Quick Hire or Quick Hire + Time, a new hire can be added in less time than it takes to use the New Hire process. This ensures that the employee is included in the next payroll run. However, you must still add the remaining information that is normally captured in the New Hire process, on the appropriate screens. Overview Practitioners have the option of using Quick Hire or Quick Hire + Time. Quick Hire is broken down into 3 sections: Personal Information Employment, Payroll and Tax Information Employee Activity Quick Hire + Time can only be used if your company has purchased a Time and Attendance package. It includes the same sections as Quick Hire with the addition of: Time & Attendance Using Quick Hire Here are reasons for using Quick Hire: To pay an employee whose new hire paper documents are completed but who is not yet hired into Workforce Now To hire an employee so he / she can start clocking time 2015 ADP, LLC 1-9 W001_ILT_WFN80V02_0515

19 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Demonstration: Entering a New Hire using Quick Hire Scenario Your company has hired Liz Windsor as an Analyst. She is a full-time employee. The next payroll is being run soon and the HR practitioner is using Quick Hire to ensure that her information is included. Entering a New Hire using Quick Hire Starting Point: Process > HR > Hire/Rehire Step Action 1 Point to Process and under HR, select Hire/Re-Hire 2 Click Start a New Hire 3 Under Select a Template click Quick Hire. 4 Read the reminder message to indicate whether the new hire is a tobacco user. Advise participants that this only appears when a benefits package has been applied. Point out that the fields marked with a red asterisk are mandatory. Then go on to fill in the Personal Information section. Hire Date: Today's Date Reason for Hire: CURR - Existing Position Associate ID: Accept default value Company Code: Select an English company Correspondence Language: English Tax ID Type: Social Insurance Number Tax ID: Select Not Provided National Identifier: Accept default value Salutation: Ms. First Name: Liz Last Name: Windsor Gender: Female Birth Date: 08/08/88 Country: CAN-Canada Advise participants that the information entered here will appear in Personal Profile when Quick Hire has been completed 2015 ADP, LLC 1-10 W001_ILT_WFN80V02_0515

20 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Demonstration: Entering a New Hire using Quick Hire - continued Step 5 Action Tab to move to the Employment, Payroll and Tax section. Enter the following information (leave blank any fields not listed): Advise participants that the fields shown here may vary, depending on the WORKFORCE NOW products purchased - for example, Benefit Eligibility Class may display if a benefits package has been purchased. File Number: Rate Type: Salary Regular Pay Rate: 2500 Standard Hours: 80 Pay Group: CRA PA/PQ ID: 1 Province of Employment: Ontario Primary Payment Method: Direct Deposit Account Branch: Bank: 003 Account #: Advise participants that the default for Employee Activity is set to No. If you switch the toggle to Yes, a dropdown of employee activities displays. If you make a selection, an will automatically be sent to the new hire reminding them to complete that activity. For example, providing bank account details in order to set up direct deposit. Or, reviewing an employee checklist to ensure that they have provided all of the necessary information. These choices must be added as custom activities during set-up. No Employee Activity is required for this demonstration. Point out that you must complete the Quick Hire process in one step - there is no Save and Exit option, only Cancel or Done. Click Done. Advise participants that If you click Done and a mistake has been made, a pop-up window will appear directing you to make a correction. 7 Explain that the new employee has been added and you are returned to the Hire/ReHire home screen where a confirmation message briefly displays. It reminds you to add other important information: deductions, direct deposits and tax withholdings, as soon as possible. You can review the information you just entered by clicking on the new hire s name in New Hire History. You will see a list of the steps you completed and can review the information by scrolling down on the Hire Data tab. Important Information Since Quick Hire captures only the minimum information required for the payroll to run, you must still add deductions, direct deposit and tax withholding information for the new hire ADP, LLC 1-11 W001_ILT_WFN80V02_0515

21 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Activity: Entering a New Hire using Quick Hire Scenario Your company has hired Sandy Beech as an Analyst. She is a full-time employee. The next payroll is being run soon and the HR practitioner is using Quick Hire to ensure that her information is included. Log in as the Practitioner and complete the activity. Entering a New Hire using Quick Hire Starting Point: Process > HR > Hire/ReHire Step Action 1 Point to Process and under HR, select Hire/ReHire 2 Click Start a New Hire 3 Under Select a Template click Quick Hire 4 In the Personal Information section enter the following information (leave blank any fields not listed): Hire Date: Today's Date Reason for Hire: CURR - Existing Position Associate ID: Accept default value Company Code: Select an English company Correspondence Language: English Tax ID Type: Social Insurance Number Tax ID: Select Not Provided National Identifier: Accept default value Salutation: Ms. First Name: Sandy Last Name: Beech Gender: Female Birth Date: 13/11/1982 Country: CAN-Canada Address1: 333 Myrtle Street City: Toronto State/Province/Territory: ON-Ontario Zip/Postal code: L7A1Z7 5 Tab to move to the Employment, Payroll and Tax section. Enter the following information (leave blank any fields not listed): File Number: Rate Type: Salary Regular Pay Rate: 2000 Standard Hours: 80 Pay Group: Use Period End Date 1 on cheques CRA PA/PQ ID: 1 Province of Employment: Ontario Primary Payment Method: Direct Deposit Account Branch: Bank: 003 Account #: No Employee Activity is required. Click Done ADP, LLC 1-12 W001_ILT_WFN80V02_0515

22 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Demonstration: Entering a New Hire using Quick Hire + Time Scenario Your company has hired Richard Starkey as an Admin Assistant. He is a full-time employee. Since your company also has a Time & Attendance package, the HR practitioner is using Quick Hire + Time to enter his information to make sure he is included in the next payroll. Log in as the Practitioner and complete the activity. Entering a New Hire using Quick Hire + Time Starting Point: Process > HR > Hire/ReHire Step Action 1 Point to Process and under HR, select Hire/ReHire 2 Click Start a New Hire 3 Under Select a Template click Quick Hire + Time Advise participants that the procedure is the same as for Quick Hire except for the extra section for Time & Attendance. 4 In the Personal Information section enter the following information (leave blank any fields not listed): Hire Date: Today's Date Reason for Hire: CURR - Existing Position Associate ID: Accept default value Company Code: Select an English company Correspondence Language: English Tax ID Type: Social Insurance Number Tax ID: Select Not Provided National Identifier: Accept default value Salutation: Mr. First Name: Richard Last Name: Starkey Gender: Male Birth Date: 14/6/1992 Country: CAN-Canada Address1: 992 Penny Lane City: Toronto State/Province/Territory: ON-Ontario Zip/Postal code: L7A1Z ADP, LLC 1-13 W001_ILT_WFN80V02_0515

23 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Demonstration: Entering a New Hire using Quick Hire + Time continued Step Action 5 Tab to move to the Employment, Payroll and Tax section. Enter the following information (leave blank any fields not listed): File Number: Rate Type: Salary Regular Pay Rate: 2500 Standard Hours: 80 Pay Group: Use Period End Date 1 on cheques CRA PA/PQ ID: 1 Province of Employment: Ontario Primary Payment Method: Direct Deposit Account Branch: Bank: 003 Account #: Tab to the Time & Attendance section. Pay Class: SALARY - Salary Hours - Hours-Entry Timesheet Use Time & Attendance data to pay employee: Check this box Time Zone: EST - Eastern Standard Time 7 No Employee Activity is required. Click Done. Important Information Quick Hire and Quick Hire + Time can only be used for paid employees ADP, LLC 1-14 W001_ILT_WFN80V02_0515

24 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Activity: Exploring Employee Information from the People Menu Overview Use the People menu to view or change information for an individual employee. The following illustration is an example of the People menu: Note: This screen will display information based on the product mix you have purchased. Since Personal Information is the first menu item on the list its sub-menu also displays. Sections and Descriptions The following table describes the sections on the People menu: Section Personal Information Employment Pay Benefits Time & Attendance Time Off Talent Description Includes information such as addresses, emergency contacts, and demographic data. Note: Depending on your access permissions some data may be masked. Includes employment-related information such as positions, status, and hire date Includes all payroll-related information such as pay rates, direct deposit, and tax withholdings Includes information on benefits information such as package type, dependents and beneficiaries. This menu item only appears if a Benefits package has been purchased by your company. Includes information such as timecards and employee schedules Includes information such as time-off balances, policy assignments, list of requests, request carryover and stop/restart awards Includes performance review and goal information 2015 ADP, LLC 1-15 W001_ILT_WFN80V02_0515

25 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Additional New Hire Tasks Overview Now that her new hire record is submitted and approved, Marcie may need to perform some tasks. Description Additional new hire tasks may include: Entering license or certification information Acknowledging company policies Verifying personal data If you used Quick Hire, you will need to add employee options, direct deposits and tax withholdings, as prompted at the end of the Quick Hire process. Note: Your employees have easy access to the steps to complete these tasks in the online Help. If you used Quick Hire, you have the option of sending a reminder to the new hire by selecting the activity they need to complete from the Employee Activity dropdown, during the Quick Hire process. Example Your company requires new hires to log on ADP Workforce Now to review and electronically sign company policies. Tasks such as this are configured to meet the specific needs of your organization. Or, new hires may be required to review an Employee Checklist to ensure they have provided all of the required information ADP, LLC 1-16 W001_ILT_WFN80V02_0515

26 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Deleting a New Hire Overview If you have to delete an employee in the database, contact your ADP representative ADP, LLC 1-17 W001_ILT_WFN80V02_0515

27 MODULE 1: HIRING, ACCESSING AND DELETING NEW HIRES Module 1: Summary This module covered the following objectives: Discussed the overview of hiring an employee Described the new hire data entry flow Explored new hire or status change templates Explained the quick hire data entry flow Reviewed the quick hire templates Listed additional new hire tasks Explored deleting a new hire 2015 ADP, LLC 1-18 W001_ILT_WFN80V02_0515

28 Maintaining Employee Information for ADP Workforce Now Module 2: Changing Employee Status Automatic Data Processing, LLC ES Canada

29 MODULE 2: CHANGING EMPLOYEE STATUS Module 2: Introduction Purpose This module demonstrates the tasks associated with changing employee data. Objectives In this module we will take a look at the following objectives: Explore the overview of changing employee status Explain the employee status change process Explain placing an employee on leave Explore transferring an Employee Explore terminating an Employee Explain rehiring an Employee Describe archiving an Employee 2015 ADP, LLC 2-1 W001_ILT_WFN80V02_0515

30 MODULE 2: CHANGING EMPLOYEE STATUS Changing Employee Status Overview You may need to change employee status for reasons such as status changes due to retirement or deceased etc. Best Practice When you need to update the status of an employee, use the Terminate or Place on Leave Wizard. This is accessed by pointing to Process and, under HR, selecting Terminate or Place on Leave. The Employee Status Change Process Overview You may need to change an employee s status for the following reasons: Leave of absence Termination Rehire Retirement Deceased In order to keep accurate records, you need to indicate the reason for the status change, determine additional impacts of these changes to the employee record, and then make the changes. Note: The options with each of these areas will vary depending upon the products purchased. Description Whenever you change an employee s status, you must complete the following process: Stage Description 1 Determine the effective date, new status, and the reason for the status change. 2 Determine any impact to other areas and make updates as needed. Affected areas may include: Pay (an adjustment for mid-cycle or cancel Automatic Pay) Time off accruals can be automatically stopped by the system based on policy setup. Employee Self Service or Manager Self Service accounts Practitioner accounts need additional steps in Netsecure ADP, LLC 2-2 W001_ILT_WFN80V02_0515

31 MODULE 2: CHANGING EMPLOYEE STATUS Leave of Absence Overview Leave of absence is a period of time during which an employee is to be away from the employee's primary job, while maintaining the status of employee. An employee may take a temporary leave of absence from work for exceptional circumstances such as: family, education, medical, disability or personal. Accessing the Place on Leave Wizard The recommended path for a practitioner to place an employee on leave is: Process > HR > Place on Leave > Select the Template > Select Start a Leave Event ADP, LLC 2-3 W001_ILT_WFN80V02_0515

32 MODULE 2: CHANGING EMPLOYEE STATUS Activity: Placing an Employee on Leave Scenario Michele Heroux will start an anticipated 12-week work leave starting tomorrow. She will require the following changes: Log in as a Practitioner to complete this activity. Change her status to Leave. While Michele is away, Samuel Barbato will review and approve her employees' timecards. Starting Point: Process > HR > Place on Leave Step Action 1 Point to Process, under HR select Place on Leave. 2 Click the Lookup (the magnifying glass) button and then select Heroux from the list. 3 Enter Heroux in the search field and then select Heroux from the list. 4 Select Leave from the dropdown, then select Start a Leave Event to start the wizard. 5 In the Leave of Absence Start Date field, enter tomorrow s date. 6 In the Leave of Absence Expected Return Date field, enter the return date as 12 weeks later. 7 In the Leave Reason, select FAM - Family. 8 In the Do you want to issue an ROE section, select the Yes radio button. 9 Click Next. 10 Skip over the next Direct Deposit section by clicking Next. 11 Select N- Leave of Absence in the Reason for Issue field in the ROE section. 12 Select Yes for Ready to Issue this ROE. 13 Click Next. 14 Choose Laurie Hill from the Employees to Reassign section and click on Select New Managers. 15 Select Samuel Barbato from the Available Managers list, click the right arrow to move him to the Selected Managers list and then click on Reassign Employees. 16 Click Next. 17 Click Next in the Company Property, Final Payment and Position steps. 18 Click Done ADP, LLC 2-4 W001_ILT_WFN80V02_0515

33 MODULE 2: CHANGING EMPLOYEE STATUS Best Practice Based on your company's policies, after placing managerial employees on leave, you may also need to suspend the Manager Self Service rights ADP, LLC 2-5 W001_ILT_WFN80V02_0515

34 MODULE 2: CHANGING EMPLOYEE STATUS Transfers Overview A Transfer occurs when you move an employee or change any of the following fields on a paid position: File Number Pay Division Province of Employment CRA /MRQ Business ID number Company Code The following factors are important to keep in mind when you are transferring an employee: Only paid positions can be transferred Transfers are not effective dated. All transfers will be processed in the current open pay period. Based upon CRA and MRQ Legislative Requirements, you may require multiple T4 s when you transfer an employee. Please refer to the appropriate agency for their requirements. If a New Hire is transferred and processed in the same pay cycle as they are hired, the system will combine all the entries into one as the current information. Transfers occurring after your final year-end payroll has been processed may require some additional intervention to ensure earnings appear on the correct T4. Please refer to the Year End Job Aids on the ADP.ca Client Service Centre Transfer Types The transfer feature provides practitioners with the ability to complete the following transfer types for paid positions: A change of Company Code A change of CRA PA/RQ ID number A change of Province of Employment A change of Employee s Pay Division A change of Employee s File Number Note: Some entries may or may not require separate tax forms ADP, LLC 2-6 W001_ILT_WFN80V02_0515

35 MODULE 2: CHANGING EMPLOYEE STATUS Employee Transfer Pages Navigating the Transfer Employee Tab Pathway: Process > HR > Transfer Employee There are several fields within the transfer page. Let's take a look at the elements of the Transfer Employee page: Transfer Employee Elements Element Description 1. Selected Employee The magnifying glass provides practitioners with the ability to search and select an employee or access the Manage My Lists link. 2. Transfer Date This date identifies the date the transfer takes place as of. Date must be within Open Pay Period dates. Result: Once this date is populated the remaining fields will pre-populate based upon the employee selected. 3. Company Company is pre-populated and grayed out, based upon the employee selected. 4. CRA PA/RQ ID This dropdown provides all CRA business numbers available for this company. 5. Province of Employment This dropdown provides all provincial selections. 6. Pay Divisions This dropdown provides all pay divisions available in the company. 7. File Number This is an editable field that can remain the same or be changed as required. 8. How should this transfer be handled? Reporting Structure Select the option required based on Legislative Requirements, and indicate how to manage the direct reports ADP, LLC 2-7 W001_ILT_WFN80V02_0515

36 MODULE 2: CHANGING EMPLOYEE STATUS Transfer History Image The Transfer Instructions Window 5 Transfer History Image with Action Options Transfer History Elements Element Description 1. Transfer Instruction link This link opens a separate window that provides the transfer summary information. 2. Transfer Date Displays the transfer date that was keyed into the Transfer Employee tab. 3. Position ID Information Display the source and transferred position ID. 4. Practitioner Information The audit trail displays the author of the transfer. 5. Other Actions icon Options The three options: Maintain Employee Options, Salary/Job/Employment information and Personal Information provide access to make changes to the fields on these pages as required. (Maintain Benefit Enrolments will appear if benefits package has been applied) ADP, LLC 2-8 W001_ILT_WFN80V02_0515

37 MODULE 2: CHANGING EMPLOYEE STATUS Transfer Types Let's now take a look at how the various transfer types are completed. In this module we will review Pay Division transfers, Province of Employment transfers and transfers between CRA/MRQ Business ID s. Pay Division Transfers Pay Division Transfers are completed when an employee moves from one pay division to another. Scenario Bradley Thomas currently works in the Production Pay Division and he is being transferred to the Learning and Development team. Transfer Bradley from pay division to pay division Activity: Pay Division Transfer Starting Point: Process > HR > Transfer Employee > Page opens to the Transfer Employee tab. Step Action 1 Select the dropdown next to the magnification glass. Use the search or page option to select Bradley's name. 2 Select the calendar icon and select or type in today's date. Note: Date sequence is DD/MM/YYYY. The date cannot be less than the position start date and must be within the current pay period 3 Select the dropdown in the Pay Division field and select Pay Division Select Continue with the current tax form; so only one tax form will be created. 5 Select the Submit button to complete the transfer. Confirmation Window The confirmation window provides the user with the before and after the transfer occurred ADP, LLC 2-9 W001_ILT_WFN80V02_0515

38 MODULE 2: CHANGING EMPLOYEE STATUS Impacts of Effective Dating on Pay Division Transfers When the employee has effective dated entries and a pay division transfer occurs, the following messages appear at the bottom of the Employee Transfer page: 2015 ADP, LLC 2-10 W001_ILT_WFN80V02_0515

39 MODULE 2: CHANGING EMPLOYEE STATUS Transfers of Province of Employment Transfers of Province of Employment are completed when an employee permanently changes their province of employment. This transfer type and several others, such as changing CRA/MRQ Business ID, use the following transfer wizard to complete the transfer process: Employee Transfer Wizard Scenario Eugene Gendron currently works in Quebec, is moving to Ontario and will now be working in the Mississauga location. Complete a transfer that will change his province of employment to Ontario. Activity: Province of Employment Transfer Starting Point: Process > HR > Transfer Employee Step Action 1 Select the dropdown next to the magnification glass. Use the search or page option to select Eugene's name. 2 Select the calendar icon and select or type in today's date. (DD/MM/YYYY). Note: Date sequence is DD/MM/YYYY. The date cannot be less than the position start date and must be within the current pay period. 3 Select the dropdown in the Province of Employment field and select Ontario. 4 Select Start with a new tax form radio button; so that Eugene will receive two tax forms. Note: If the person transferring is a manager one additional field will display with the following choices; Maintain direct report to this position or remove direct report from this position. 5 Select the Submit button. Result: Employee Transfer wizard opens with three steps: Position, Federal & Provincial Taxes and Confirmation. 6 Update each of the dropdown with the new data: Business Unit: Canada Location: Miss Home Department: Remains the same This position will report to: Remains the same Job Title: Remains the same Regular Pay Rate: Remains the same Standard Hours: Remains the same 7 Select Next. 8 Use the defaults in the Federal & Provincial Taxes tab. 9 Select Next. 10 Review the confirmation page to validate entries, and then select Done. Note: His new address information will need to be updated on the Address page at some point ADP, LLC 2-11 W001_ILT_WFN80V02_0515

40 MODULE 2: CHANGING EMPLOYEE STATUS Impacts of Effective Dating on Province of Employment Transfers When the employee has effective dated entries and a province of employment transfer occurs, the entries will react as follows: All future dated records have been transferred from the old file number to the new file number If this transfer resulted in a change in the business number or province of employment, the new values will be applied to all future dated records. All historical records remain on the old file number as a result of this transfer to the new file number 2015 ADP, LLC 2-12 W001_ILT_WFN80V02_0515

41 MODULE 2: CHANGING EMPLOYEE STATUS Cancelling a Transfer The Transfer History tab contains a list of all transfers completed in the current pay cycle. Transfers can only be cancelled within the cycle they were created. Cancelling a Transfer Steps Starting Point: Process > HR > Transfer Employee > Transfer History To cancel transfers complete the following: Step Action 1 Select the employee by selecting the box to the left of the employee name. 2 Select the minus icon, and select Yes to the question: Are you sure you want to delete the selected records? 3 A message will display confirming the cancellation. Important: All information entered as part of the transfer task will be discarded when a transfer is cancelled. When you cancel an employee transfer for which a separate tax form was requested, all cyclical payments and adjustments and position changes made after the transfer task was completed will be discarded. After the transfer has been successfully canceled, all applicable payments and changes that were discarded will need to be rekeyed in the existing position ADP, LLC 2-13 W001_ILT_WFN80V02_0515

42 MODULE 2: CHANGING EMPLOYEE STATUS Terminating an Employee The Termination Process Overview You use the Termination wizard to go through the process of terminating an employee. When you process an employee termination, you begin by changing the employee's status to Terminated. This change has an impact on other aspects of the employee's record that must be updated to reflect the termination. Accessing the Termination Wizard The best practice for Practitioners to terminate a position is via the following path: Process > HR > Click Terminate The wizard ensures all mandatory information is captured for the termination process. Note: The Benefits step only displays if your company has purchased a Benefits package. Description The following table lists the stages in the employee termination process: Stage Description 1 Enter the termination date, reason, and other general information, and stop the employee's pay. 2 Change additional information such as stopping direct deposit, recording that the employee returned company property, reassigning direct reports, and entering final payment information. 3 Confirm and approve the termination. Important Information The termination effective date you enter is the employee's last day of work ADP, LLC 2-14 W001_ILT_WFN80V02_0515

43 MODULE 2: CHANGING EMPLOYEE STATUS Termination Data Entry Flows Overview The way your company is structured determines the specific data entry flow for your organization. Description You may be the only practitioner at your company and you enter all termination data, or you may be one of two or three practitioners at your company who enter termination data. Example Geneva Entertainment has multiple practitioners who complete steps in the wizard. The HR practitioner enters general information for the termination, then the payroll practitioner changes direct deposit information and arranges for the final payment. Important Information The tasks required for terminating an employee can include an approval step, if your company requires it ADP, LLC 2-15 W001_ILT_WFN80V02_0515

44 MODULE 2: CHANGING EMPLOYEE STATUS Termination Templates Overview To begin the termination process, you select a template. The template consists of information such as: Required and optional fields used by your company A list of users who will participate in entering termination information The approval process Use an ADP supplied system template or a custom template you create. Note: Your ADP representative will create a custom template with you during implementation. Custom Template Example You created a custom template for terminating seasonal contract employees. This template skips payroll related steps, such as updating direct deposit information, and allows you to enter information about company property issued to the workers and ensure final approval for the termination. Record of Employment Practitioners have the option to customize the termination template by adding in an ROE step. This step adds the ability to request an ROE at the time of termination rather than manually keying and requesting it through the ROE standalone page. The complete ROE process will be discussed in the Payroll for Workforce Now module ADP, LLC 2-16 W001_ILT_WFN80V02_0515

45 MODULE 2: CHANGING EMPLOYEE STATUS Scenario Richard Telford has resigned to go back to school. You need to record his termination and reassign his direct reports to another supervisor so that their timecards can be approved. Activity: Terminating an Employee Instructions Step 1: General Options Starting Point: Process > HR > Terminate Step Action 1 Point to Process and, under HR, select Terminate. 2 Click the Lookup (the magnifying glass) button and then select Richard from the list. 3 In the Select a template field, select Termination (System). 4 Click Start a Termination. 5 In the Status field, accept default of Terminated. 6 In the Termination Date field, enter Today s date. dd/mm/yyyy format. 7 In the Termination Reason field, select N - Personal 8 In the Eligible for Rehire field, accept default of Yes. 9 In the Do you want to issue an ROE? Field, accept default of Yes. Click Next. If you are offering Salary Continuance option to your terminated employees, then enter the Salary Continuance date. Note: This field is information only and you will still need to make the necessary Payroll Adjustments for those employees. 10 Click on Direct Deposit and enter Direct Deposit information. Click Next. 11 Under ROE, General, select C- Return to school as the Reason for Issue. 12 Select Yes for Ready to Issue this ROE. Click Next. Instructions Step 2: Additional Options Step Action 1 Under Direct Reports, Click Select New Managers. 2 In the Select New Managers field, select Bernard Agard 3 On the Company Property page, select the relevant Company Property, Date Returned and Returned to information. 4 Click Next. 5 On the Direct Deposits page, click Next. 6 On the Benefits page, Terminate Benefits: Yes; indicate Last Day of Coverage. Note: this page only displays if your company has purchased a Benefits package. 7 On the Final Payment page, accept default of Adjustment is not required and click Next. 8 On the Position screen, click Next. 9 On the Confirm page, click Done ADP, LLC 2-17 W001_ILT_WFN80V02_0515

46 MODULE 2: CHANGING EMPLOYEE STATUS Important Information When you terminate an employee who tracks time, their position status changes to marked for termination until moving to the next pay period in Time and Attendance. If you begin the termination process from the Status page, changes you enter other than the termination date and reason will be erased. When an employee is terminated/archived in Workforce Now, the system does not terminate their access to Workforce Now. The reason is that termination is done in Workforce Now but the user ID and Passwords are controlled in Netsecure. So the terminated/archived employees even though terminated in Workforce Now, will still have access to Workforce Now. If this is a concern, then do the following: Option 1: 1. Create a new employee profile under Access Permissions. Define what pages you want the terminated employee to have access to after the status change. At the minimum we recommend access to pay statements, tax forms under the Myself tab 2. Create a new a Membership Rule (employment status = terminated) and attach the Membership Rule to the new profile created for terminated employees. This will move all the terminated employees into this new profile. Anytime a terminated employee is rehired and the status is changed to Active again, the system will automatically move them out of this custom profile and add them back the standard employee profile Option 2: If you do not want the terminated employees to have any access to Workforce Now after the status change, then do the following (this can be only done by the Security Master or ADP CTS): Go to Netsecure Setup > Security > Security Management 1. Click People > Manage Users 2. Click on terminated employee s name 3. Click on Access Information tab 4. Click Suspended and Save ADP, LLC 2-18 W001_ILT_WFN80V02_0515

47 MODULE 2: CHANGING EMPLOYEE STATUS Rehiring an Employee Overview You can select Employment Profiles under Employment in the People menu to rehire employees who were previously terminated. Description Rehiring an employee occurs when an employee who was previously terminated returns to work as an active employee. Example Iris Koulakis resigned her position as HR Administrator last year to care for her young children. Now that the children are attending school, Geneva Entertainment wants to rehire Iris to work in the same position. Method for Rehire: People > Employment > Employment Profile > click Edit icon under Status, The practitioner changes the position s status from Terminated or Leave back to Active in the Change Status page: Additional Resources For more information about rehiring an employee, refer to online Help and the Support Center ADP, LLC 2-19 W001_ILT_WFN80V02_0515