Payroll Basics for ADP Workforce Now. Automatic Data Processing, LLC ES Canada

Transcription

1 Payroll Basics for ADP Workforce Now Automatic Data Processing, LLC ES Canada

2 PAYROLL LEVEL 1 FOR WORKFORCE NOW ADP s Trademarks The ADP Logo and ADP Workforce Now are registered trademarks of ADP, Inc. In the Business of Your Success is a service mark of ADP, Inc. 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 ADP, LLC ii W002_ILT_WFN80V02_0415

3 PAYROLL LEVEL 1 FOR WORKFORCE NOW Table of Contents Module 1: Payroll Basics Purpose Objectives Payroll Navigation Overview Tool Bar Navigation Navigation Icons Payroll Toolbar Company Level Toolbar Elements of the Payroll Toolbar Employee Toolbar Elements of the Employee Toolbar The Payroll Cycle Payroll Cycle Overview Overview of the Icons in the Workforce Now Payroll Cycle ADP Workforce Now Modules and Features Overview Modules Working with Payroll The Time & Attendance Module HR Module Time Off Module Benefits Module Features Used with Payroll Security Effective Dating Workflow Module 1: Debrief Review Discussion Summary ADP, LLC iii W002_ILT_WFN80V02_0415

4 PAYROLL LEVEL 1 FOR WORKFORCE NOW Module 2: Processing Basic Payroll Purpose Objectives Setting up Login ID s and Passwords Overview Home Page Elements and Descriptions Schedules Overview Schedule Types Payroll Schedules Payroll Schedule Image Pay Period Schedules Pay Period Schedule Image Payroll Schedules Creating Multiple Schedules Demonstration: Creating Multiple Pay Period Schedules Scenario Activity: Creating Multiple Schedules in ADP Workforce Now Creating a Special Run Schedule Payroll Schedule Type Image Demonstration: Creating a Special Run Schedule Scenario Activity: Creating a Special Run Schedule in ADP Workforce Now Editing Pay Period Schedules Demonstration: Editing Pay Periods Schedules Scenario Activity: Editing a Pay Period Schedule Payroll Data Cyclical and Non Cyclical Data Cyclical Data Non Cyclical Data Payroll Cycle Tools for Multiple Companies Notes The Start New Cycle Icon 2-11 Accessing the Payroll Cycle (Single/Multiple) 2-12 Demonstration: Accessing the Payroll Cycle for a Single Company Demonstration: Accessing the Payroll Cycle for Multiple Companies ADP, LLC iv W002_ILT_WFN80V02_0415

5 PAYROLL LEVEL 1 FOR WORKFORCE NOW Starting a New Payroll Cycle Overview Demonstration: Starting a New Payroll Cycle (Single) Demonstration: Starting a New Payroll Cycle (Multiple) Scenario Activity: Starting a New Payroll Cycle (Multiple) Paydata Overview Pay Rate Types Salary Salary Example Exception Hourly Exception Hourly Example Hourly 2-15 Hourly Example Paydata Grids and Batches Overview Paydata Grids and Batches Grid and Batch Example Terms and Descriptions Paydata Entry Example Paydata Grids Demonstration: Creating a New Paydata Grid Scenario Activity: Creating a New Paydata Grid Relabeling Column Headers Demonstration: Relabeling Column Headers Scenario Activity: Relabeling Earning 1 - Regular Relabeling: Regular - Code and Value Results Activity: Relabeling Double Time Relabeling: Double Time - Code and Value, Rate Results Copying and Customizing a Paydata Grid Demonstration: Copying and Customizing a Paydata Grid Scenario Activity: Copying and Customizing an Existing Paydata Grid Editing a Paydata Grid Demonstration: Editing a Paydata Grid ADP, LLC v W002_ILT_WFN80V02_0415

6 PAYROLL LEVEL 1 FOR WORKFORCE NOW Scenario Activity: Editing a Paydata Grid Batch Pre-work (First time only) Managing My Lists Demonstration: Manage My Lists Scenario Activity: Creating Managed Lists Creating Batches Demonstration: Creating Paydata Batches Scenario Activity: Creating a Paydata Batch (Hourly Payments) Activity: Creating a Paydata Batch (Salary & Commissions Payments) Paydata Navigation Paydata Links and Icons Paydata Icons Paydata Links Other Actions Terms and Descriptions Adding a Column Overview Demonstration: Adding a Column Scenario Activity: Add a Column Inserting an Employee Overview Demonstration: Inserting an Employee Scenario Activity: Inserting an Employee Insert Employee - Option 2 Image Fill a Column Overview Demonstration: Fill a Column in the Paydata Grid Scenario Activity: Fill a Column Fill Page Column Image Changing the Default Sort Overview Demonstration: Changing the Default Sort Scenario Activity: Changing the Default Sort Changing Default Sort Image ADP, LLC vi W002_ILT_WFN80V02_0415

7 PAYROLL LEVEL 1 FOR WORKFORCE NOW Deleting Sort Criteria Demonstration: How to Delete Sort Criteria Scenario Activity: Deleting Sort Criteria Deleting Sort Rows Image Paydata Entries Entering Hourly Paydata Demonstration: Entering Hourly Paydata Scenario Activity: Entering Hourly Paydata Creating a New Payment Row Demonstration: Create a New Payment Row Scenario Activity: Creating New Payment Rows Enter Overtime and Double Time Payments Demonstration: Create Overtime and Double Time Payments Scenario Activity: Entering Overtime Payments Activity: Entering Double Time Payments Verify Input Overview Terms and Descriptions Demonstration: Verify Input Scenario Activity: Verify Input Preview Payroll and View Preview Results Overview Demonstration: Request Preview Reports Scenario Activity: Requesting Preview Reports Request Preview Image Viewing Preview Results Demonstration: Viewing Preview Reports Scenario Activity: View Preview Results View Preview Results Image ADP, LLC vii W002_ILT_WFN80V02_0415

8 PAYROLL LEVEL 1 FOR WORKFORCE NOW Extended Learning Opportunities Process Payroll Overview Overview Demonstration: Processing Payroll Scenario Activity: Processing Payroll Viewing Payroll Reports Demonstration: Viewing Payroll Reports Scenario Activity: Viewing Payroll Reports Knowledge Check Module 2: Debrief Review Discussion Summary Support After Class Additional Online Resources ADP Client Service Centre Accessing and Navigating in the Client Service Centre ADP Workforce Now Support Centre Accessing and Searching within the ADP Workforce Now Support The Bridge Benefits to Registering for the Bridge Accessing and Registering for the Bridge The Bridge Registration/Login Page Course Closing Summary Course Objectives Training Evaluation ADP, LLC viii W002_ILT_WFN80V02_0415

9 Payroll Level 1 for ADP Workforce Now Course Introduction Automatic Data Processing, LLC ES Canada

10 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 Payroll for ADP Workforce Now. Course Objectives Upon completion of this course, participants will be able to: Navigate the Payroll Cycle Identify all steps within the Payroll Cycle Define the requirements for setting up payroll security Evaluate how each of the ADP Workforce Now modules and features work together Log into ADP Workforce Now Create/edit pay period schedules Access the payroll cycle Start the payroll cycle Set up paydata grids and batches Create a list Verify input Preview payroll and view preview results Process payroll 2015 ADP, LLC 1 W002_ILT_WFN80V02_0415 3

11 COURSE INTRODUCTION Course Agenda 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 module/topic. Upon completion of the training, you will have a complete picture of how each individual module functions, and how they work 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: Payroll Basics Module 2: Processing Basic Payroll Module 3: Course Closing Topics Payroll Basics Overview Payroll Navigation Payroll Toolbar Employee Toolbar The Payroll Cycle ADP Workforce Now Modules & Features Debrief Processing a Basic Payroll Logging into ADP Workforce Now Schedule Overview Starting a Payroll Cycle Accessing the Payroll Cycle (Single/Multiple) Starting a New Payroll Cycle Paydata Entering Paydata Paydata Grids and Batches Overview Relabeling Column Headers Copying and Customizing a Paydata Grid Editing a Paydata Grid Paydata Batches Managing My Lists Paydata Navigation Paydata Entries Verifying Input Preview Payroll and View Preview Results Viewing Preview Reports Process Payroll Knowledge Check Debrief Support After Class Course Closing 2015 ADP, LLC 2 W002_ILT_WFN80V02_0415 5

12 Payroll Part 1 for ADP Workforce Now Module 1: Payroll Basics Automatic Data Processing, LLC ES Canada

13 MODULE 1 - PROCESSING BASIC PAYROLL Module 1: Processing Basic Payroll Purpose This module will provide an overview of the payroll features and how the other modules and features work with payroll. Objectives At the completion of this module, you will be able to: Navigate the Payroll Cycle Identify all steps within the Payroll Cycle Evaluate how each of the ADP Workforce Now modules and features work together 2015 ADP, LLC 1-1 W002_ILT_WFN80V02_0415 3

14 MODULE 1 - PROCESSING BASIC PAYROLL Payroll Navigation Overview Toolbar Navigation Some icons are common to all toolbars, whereas others fields differ based on the menu they appear in. Toolbar Navigation Icons The following chart displays the common elements found on all toolbars: Icons Help Icon Search Scrolling Search Action Icon Description The Help icon appears at the page and field level. Page Level Help: Provides help regarding all fields on the current page. Field Level Help: Provides specifics regarding the current field. The Magnifying Glass is found at both company level and the employee level. Company Level: When located on a company level page the window will display a list of all companies listed within the client ID. Employee Level: When located on an employee level page, the window will display a list of all employees within the company code selected. Note: The list of employees displayed will be determined by the filter selected. These icons appear at both the company and employee levels. Company Level: When selected will toggle between companies. Employee Level: When selected will toggle between employees. This icon appears in the all toolbars on all pages. It provides the practitioner with access a variety of other options or pages based on the page it appears on ADP, LLC 1-2 W002_ILT_WFN80V02_0415 5

15 MODULE 1 - PROCESSING BASIC PAYROLL Payroll Toolbars Company Level Toolbar An example of a company level toolbar is the payroll toolbar. It contains a variety of payroll information, along with the navigation icons discussed in the chart on the previous page. The payroll toolbar appears as follows: Elements of the Payroll Toolbar This chart provides a description for each field located on the company payroll toolbar: Status field Payroll Type Element Pay Period End Date Pay Date Deduction Schedule/ Earnings Schedule Edit Schedule Link Pay Cycle Icons Company Group Actions Link Status field Description Displays the status of the current payroll cycle. Displays the type of payroll run: Regular or Special. Displays the pay period end date listed in the schedule. Displays the pay date listed in the schedule. Each earning or deduction has its own schedule. This displays the payroll earnings and deduction schedule. This schedule identifies if there are any earnings and deductions that are scheduled to be processed this pay period. When enabled, provides access to the Pay Period Schedule. Pay cycle consists of a seven-step process represented by icons that guide the practitioner through the various activities processed in a payroll. Note: Not all steps are required for each payroll. Provides access to features used by clients with multiple company codes. The options available are: Start new payroll cycles, request previews or process payrolls for multiple companies simultaneously. Displays the status of the current payroll cycle ADP, LLC 1-3 W002_ILT_WFN80V02_0415 7

16 MODULE 1 - PROCESSING BASIC PAYROLL Employee Toolbar The employee level toolbar contains information specific to the employee that has been selected, in addition to the navigation icons discussed in the previous chart. The employee level toolbar appears as follows: Elements of the Employee Toolbar This chart provides a description for each field located on the company payroll toolbar: Element Tax ID Position ID Job Title Home Department Status Description Displays the tax packet the employee has been placed in. This field will display either the position ID or associate ID, based upon the selection in the setup. The field value will contain either the position or associate ID. Displays the employee's job title. Displays the employee's home department. Displays the employee's current status ADP, LLC 1-4 W002_ILT_WFN80V02_0415 9

17 MODULE 1 - PROCESSING BASIC PAYROLL The Payroll Cycle Payroll Cycle Overview The payroll cycle is a user friendly series of tasks designed to guide the practitioner through their payroll entries. Most tasks will be used every payroll. Note: The Add New Hires and Enter Employee Changes may not be required each pay. Starting Point: Process > Payroll > Payroll Cycle or Start New Cycle There are six steps in the payroll cycle outlined in the following chart: 2015 ADP, LLC 1-5 W002_ILT_WFN80V02_

18 MODULE 1 - PROCESSING BASIC PAYROLL Overview of the Icons in the Workforce Now Payroll Cycle The icons in the following graphic correspond to the six steps identified in the Workforce Now payroll cycle: The following table describes the purpose of each of these icons: Icon Start New Cycle Add New Hires Enter Employee Changes Enter Paydata Verify Input Preview Process Description Clears all temporary information from previous pay periods and advances the cycle to the next pay period. Once the cycle has been started, the icon reads Cycle Started and it is grayed out. You cannot start a new cycle unless the previous cycle is complete and there is no active user lock for the company. You must also accept the payroll before you start a new cycle. Note: A schedule must exist in order to start a new cycle. Accesses the New Hire Wizards. These wizards contain step-by-step instructions to walk practitioners through the required fields to hire a new employee. There is also a Quick Hire Wizard to help speed up this process. Note: You can also import new hires. Used to enter permanent employee changes. Note: Changes can also be imported or entered though self service entry. Examples: Address changes, direct deposit changes or pay rate changes. Contains three options: Current Pay, Payment Adjustment and EI History. Data can be manually keyed or imported into paydata. When the cycle is closed, the icon reads "View Paydata", when it is open it reads "Enter Paydata." Examples: Entry of Hours, one-time deductions, manual cheque updates. Provides an opportunity to validate entries and balance values. Located directly within ADP Workforce Now the practitioner must validate and then mark as inspected. This is a two-stage process: Request the preview payroll, and then View Preview results. Only specific reports are available in preview mode. Previews can be requested as many times as required to ensure accuracy. This is a two-stage process: Process the payroll, and then view the payroll output reports. The payroll data is sent to ADP for processing, and the final reports are displayed in ADP Workforce Now based upon your processing schedule ADP, LLC 1-6 W002_ILT_WFN80V02_

19 MODULE 1 - PROCESSING BASIC PAYROLL ADP Workforce Now Modules & Features Overview The payroll module works in conjunction with many other products and features to create a seamless solution. Modules Working with Payroll Examples of modules that correspond directly with Payroll are Time & Attendance, HR, Time Off and Benefits. The Time & Attendance Module Timecard information is entered/scheduled in the Time & Attendance module and then sent to Payroll for processing. Example: Timecards have been gathered and approved for processing. The Time & Attendance practitioner with the appropriate security access selects the Prepare for Payroll process to initiate the transfer of data to payroll. Time & Attendance data joins the payroll data at the Verify Payroll stage and appears on preview and process reports. Once the payroll is processed the payment are made to the required employees. HR Module In the past when HR and payroll were separate, entries had to be made multiple times or imports were required to ensure that both systems were in sync. Workforce Now allows the personal data to be entered once and all modules purchased link to that information. Example: Sally Hodgen is hired as a salaried employee and needs to be paid. Sally's name will automatically appear within payroll due to the integration with the HR module. No additional entries are required. Time Off Module Workforce Now allows the Time Off information to be entered once and visible in both payroll and time off sections of Workforce Now. The two modules also have a direct feed so that time information can be prepared for payroll and it will feed directly into payroll. Example: An employee is entitled to two weeks vacation. An employee requests one week of vacation through the employee self-service request feature. The time off request is approved and the vacation is automatically paid out through payroll on the required dates. Benefits Module An integrated Benefits module may be included with your implementation if you purchase the HR module as well. The Benefits module allows you to set up and manage various benefit plan types, including Health and Welfare, Insurance and Custom benefit plans. Example: Your organization has a different benefits package for new employees depending on the level for which they are hired. Regular employees are eligible for the Bronze Benefits Package, while anyone hired as a Manager is eligible for the Silver Benefits Package. You can create separate Benefit Offerings to reflect the various Benefits packages your organization requires ADP, LLC 1-7 W002_ILT_WFN80V02_

20 MODULE 1 - PROCESSING BASIC PAYROLL Features Used with Payroll Here are some examples of features that enhance the Payroll module: Security The Security feature provides practitioners with the ability to create security at: Menu level: Practitioners can specify which menus and submenus for which each profile has view and/or edit privileges. Person and company level: Where personal level access is granted. Example: The Payroll Supervisor is responsible for opening the pay cycle, reviewing the preview reports for accuracy and then processing the payroll once validated. Create a custom practitioners profile that provides access to the menu options for opening a pay cycle, previewing reports and processing payroll. Effective Dating The Effective Dating feature allows practitioners to identify when a task will take place, today or in the future. Future-dated entries will remain in ADP Workforce Now until the date entered falls within the payroll period dates. Example: Annual raise amounts have been confirmed for all associates in the company. The payroll administrator has decided to be proactive and key the entries in advance with a date in the future. The entries will not take effect until the effective date falls within the payroll period dates. Workflow Workflows can be designed to create a notification or an approval process when specific changes are made. When a change is made, the workflow is triggered and a notification and or an approval request goes to the recipient's message centre for review. Example: Using the example of a raise, Sally (manager) enters a raise into the system for Jacob (employee). A workflow is then triggered sending a notification to Sally's manager with an approval request to Brenda in HR. The item must be approved by Brenda before the change is processed in payroll. Additional Resources For additional information, refer to the following training courses: Workflow Management Effective Dating Security 2015 ADP, LLC 1-8 W002_ILT_WFN80V02_

21 MODULE 1 - PROCESSING BASIC PAYROLL Module 1: Debrief Review Discussion Discuss the following considerations: 1. How will the unification of modules and features benefit or reduce the workload in your company? 2. Are there any similarities between the steps in your current payroll system and the Workforce Now Payroll Cycle? Summary Upon completion of this module, the user can: Navigate the Payroll Cycle Identify all steps within the Payroll Cycle Evaluate how each of the ADP Workforce Now modules and features work together 2015 ADP, LLC 1-9 W002_ILT_WFN80V02_

22 Payroll Part 1 for ADP Workforce Now Module 2: Processing a Basic Payroll Automatic Data Processing, LLC ES Canada

23 Module 2: Processing Basic Payroll Purpose In this module, we will explore the steps within the payroll cycle that are used every payroll. We will see how to pay salaried, exception hourly and hourly employees. In module 3, we will then expand our knowledge and explore the remaining Payroll Cycle icons; New hire, employee changes, paydata adjustments/updates and EI History tasks. Objectives At the completion of this module, you will be able to: Set up login ID's and Passwords Create/edit pay period schedules Access the payroll cycle Start the payroll cycle Set up paydata grids and batches Enter Paydata entries Verify Input Preview Payroll and View Preview Results Process Payroll 2015 ADP, LLC 2-1 W002_ILT_WFN80V02_0415 3

24 Setting up Login ID's and Passwords Overview Implementation provides the initial Security Master URL, ID and password for the client. The security master is then responsible for creating all remaining user profiles and distributing the URL, IDs and passwords to their employees. As a user you will be provided with a: URL to access the company website A user ID and a temporary password in order to complete the log in process. Note: Passwords are case-sensitive You will be provided with four ID's for the training environment. All exercises within the payroll module will be completed by Donald East's login ID ADP, LLC 2-2 W002_ILT_WFN80V02_0415 5

25 Home Page Elements and Descriptions Element Mega Menu Sub Menu Support link Description The mega menus will appear differently based upon the employee's menu security access. Each item on the mega menus contains sub menus, providing users with additional activities from which to select. Opens the support window, providing access to Learning Bytes, online help and additional training documents. Log Out link This link is used to log out of ADP Workforce Now securely. Preferences Holds the user's preferred languages, content (Message centre preferences), communications (contact info) & personal security (Change password or security questions). Message Centre Workflows trigger messages to the message centre. The user can view notifications, or edit/approve changes from the message centre. Calendar My Profile Search People Menu Process Menu Holds the employee's contact information. Provides the option to search for: People, Activities, Reports or a Directory Is used to access employee-level information such as Pay details, Personal Information, Employment Information, Benefits Information, and Statutory Compliance. Is used to access tasks such as Payroll Cycle activities, Utilities (Importing/Exporting), Benefits, Tools, Workflow, Time & Attendance, HR, Time Off, Talent and Year End ADP, LLC 2-3 W002_ILT_WFN80V02_0415 7

26 Schedule Overview Schedule Types There are two schedule types that must be coordinated so that payroll is processed accurately and on time: The Mainframe Payroll Schedule Workforce Now Pay Period Schedule Payroll Schedules Payroll Schedules are set up for each client on ADP's mainframe. This schedule contains Input Date, Run Date and Return Date for each pay cycle. The initial schedule is set up by Implementation and then the mainframe automatically, generates the remaining dates based on the pay frequency, desired input and return dates, as well as funding terms. A copy of the Payroll Schedule showing the Input Date, Run Date and Return Date is provided to the client during the initial implementation process. Schedules are automatically generated in the spring of each year. The schedules cover the time period of June 1st of the current year, to May 31st of the following year. Clients are then responsible for validating and requesting any changes with their ADP representative. Payroll Schedule Image 2015 ADP, LLC 2-4 W002_ILT_WFN80V02_0415 9

27 Pay Period Schedules Users are responsible for setting up their companies ADP Workforce Now Pay Period schedules. Practitioners have the option to add the pay period schedules as required or all at once; however if no current pay period schedule exists, the pay cycle cannot be opened. This schedule contains: Pay Period End Date, Pay Date, Run Type, Earnings and Deductions Schedules. Additional or Unscheduled Schedules. If an additional or unscheduled Pay Period Schedule is required, the user would complete the setup in the ADP Workforce Now schedule and then MUST contact ADP to create a corresponding Payroll Schedule within the mainframe to process the payroll. Pay Period Schedule Image Starting Point: Process > Payroll > Payroll Cycle > Edit Schedule link Payroll Schedules The following payroll schedule options are available to Practitioners: Create regular schedules Create special run schedules Edit pay period schedules Let's explore how each of these tasks is completed ADP, LLC 2-5 W002_ILT_WFN80V02_

28 Creating Multiple Schedules Payroll schedules must be entered on mass annually to prepare for the new-year. Demonstration: Creating Multiple Pay Period Schedules We will now demonstrate the process of creating multiple pay period schedules within ADP Workforce Now. Scenario The new payroll schedules have arrived from ADP and have been verified. Donald must now enter all of the Pay Period Schedules into ADP Workforce Now. Activity: Creating Multiple Schedules in ADP Workforce Now Log into Workforce Now as Donald East and use one of the following pathways to access the payroll schedules page: Starting Point: Process > Payroll > Payroll Cycle > Edit Schedule link Starting Point: Setup > Payroll > Payroll Schedules Step Action 1 Single Company: Select the Add icon. Multiple Companies: Select your assigned English company from the company dropdown field, and then select the Add icon. Result: The Add - Pay Period Schedule page is displayed. 2 Complete the fields with the following data: Period End: Select the date this Thursday. Pay Date: Select the date next Thursday. Type: Leave as default (Regular). Deduction Schedule & Earnings Schedule: Change this based on what pay of the month it is. Start New Month Totals: This box is only checked on the first pay of each month. 3 Select Add Another and repeat step 2 & 3 creating a total of three regular schedules. The Period End and Pay Dates for the other two schedules will be calculated on a bi-weekly basis. So schedule 2 will be two weeks after schedule 1 and schedule 3 will be two weeks after schedule 2. 4 Once completed save the document and then return to the payroll cycle: Select Done > Select the Go to Payroll Cycle button. **Note: All mandatory fields are marked with a red asterisk* 2015 ADP, LLC 2-6 W002_ILT_WFN80V02_

29 Creating a Special Run Schedule There are times when an additional payroll must be run in order to make payments such as Bonuses. Payroll Schedule Type Image The setup for a special run is the same as a regular run with one exception, the practitioner would select special instead of regular in the type field. Demonstration: Creating a Special Run Schedule We will now demonstrate the process of creating a special run schedule within ADP Workforce Now. Scenario It is bonus time and a special run needs to be scheduled in order to make the payments. ADP has been contacted and the payroll schedule has been set up, now it is time to set up the schedule in ADP Workforce Now. Activity: Creating a Special Run Schedule in ADP Workforce Now Using Donald East's login ID access the Pay Period schedule using one of the following pathways: Starting Point: Process > Payroll > Payroll Cycle > Edit Schedule link Starting Point: Setup > Payroll > Payroll Schedules Step Action 1 Single Company: Select the Add icon. Multiple Companies: Select the correct company from the company dropdown field, and then select the Add icon. Result: The Add - Pay Period Schedule page is displayed. 2 Complete the fields with the following data: Period End: One week from today. Pay Date: One week from today. Type: Select the Special radio button. Deduction Schedule & Earnings Schedule: Select 4- Fourth Pay of the Month for both fields. Start New Month Totals: Leave blank 3 Once complete, select Done, and then select Go to Payroll Cycle button to return to the Payroll Cycle page 2015 ADP, LLC 2-7 W002_ILT_WFN80V02_

30 Editing Pay Period Schedules There are times a schedule needs to be altered. For example, a run date was missed and now the schedule needs to be adjusted to meet funding terms. All fields within the pay period schedule can be changed. However, some changes will have impacts. Examples: If the pay periods end date is changed, any ROE's that have been requested will be affected. When run dates are missed, the ADP schedule must be updated in order for the payroll to process. If a special run is selected, it must be scheduled with ADP or it will not be processed. Demonstration: Editing Pay Period Schedules We will now demonstrate the process of editing pay period schedules within ADP Workforce Now. Scenario David missed the run date and must now alter the schedule so that the payroll will be processed accurately. ADP has been contacted and all dates have been bumped forward one day. All dates in the schedule must now be moved forward one business day. Activity: Editing a Pay Period Schedule Using Donald East's login ID, select a pathway to access the pay period schedules page: Starting Point: Process > Payroll > Payroll Cycle > Edit Schedule link Starting Point: Setup > Payroll > Payroll Schedules Step Action 1 Select the first regular schedule link created in the previous activity. The link is located in the Period End column. Note: When a client has multiple companies, be sure to select the correct company prior to selecting the schedule link. Result: The Edit - Pay Period Schedule page is displayed. 2 In this scenario, we are editing only the pay date. To edit, either click in pay date field and change the day to one day in the future (Date Format is: DD/MM/YYYY), or select the calendar icon and select the next day field. 3 When completed select Done. Result: The edits are updated in the Pay Period Schedule page ADP, LLC 2-8 W002_ILT_WFN80V02_

31 Payroll Data Understanding the types of data you are entering and ways of reducing keying time can be valuable asset before opening a Payroll Cycle. Let's take a look at how these details can save you time. Cyclical and Non-Cyclical Data Many clients do not want payroll cycles opened until they are ready to key payroll. Understanding the difference between cyclical data and non-cyclical data can help you save time. There are many different types of data. Some examples are payments and adjustments, Record of Employment (ROE) or employee changes. To save time, it would be valuable to know what data can be entered into a closed pay period and what data must wait until the pay cycle is open. The terms used to describe these two types of data are cyclical and non-cyclical data. Let's take a look at these terms and see the types of data fit within each of the categories: Cyclical Data Cyclical data refers to data that you enter for each payroll cycle. Some examples of cyclical data are: ROE requests Enter pay data Non-Cyclical Data Non-Cyclical data refers to data that you enter on periodically in the payroll cycle. You can entered this type of data into a closed cycle, however the data will not be processed until the cycle is opened and the payroll is processed. Some examples of non-cyclical data are: Employee changes Entering a new hire 2015 ADP, LLC 2-9 W002_ILT_WFN80V02_

32 Payroll Cycle Tools for Multiple Companies Several features within the payroll cycle can be used to complete the same task for multiple companies at the same time. The tasks are: Start New Cycle, Preview Payroll, and Process Payroll. To access this option select the Company Group Actions link, located below the Next Step box on the Payroll Cycle page. Notes Clients with multiple company codes starting a single company at a time should validate they have selected the correct company prior to opening a pay period. Additional Resources Refer to the following training material for more information: Getting Starting with Effective Dating Web-based Training Workforce Now Security Web-based Training 2015 ADP, LLC 2-10 W002_ILT_WFN80V02_

33 The Start New Cycle Icon The payroll cycle is currently closed. The practitioner has had the opportunity to enter any required non-cyclical information. The actual entry process for an open pay cycle is the same as it would be for a closed Pay Cycle. Non-cyclical type of entries will be discussed further in Part 2 of this course. Now that all required schedules have been created, let's explore how to open a new pay cycle and how that looks. Start New Cycle is the first icon in the payroll cycle. It opens the cycle so that all tasks are enabled. Once the cycle has been started the icon will grey out and the wording will change to Started Cycle (see icon images). Note: Once the Start New Cycle icon is selected, ADP Workforce Now clears any existing paydata from the previous payroll and advances the payroll calendar to the next pay period. Starting a new cycle will trigger any effective dated entries for his period to take effect ADP, LLC 2-11 W002_ILT_WFN80V02_

34 Accessing the Payroll Cycle (Single/Multiple) The Start New Cycle page differs based on whether the clients have a single or multiple companies. Let's take a look at the multiple ways to access the payroll cycle. Demonstration: Accessing the Payroll Cycle for a Single Company Clients with a single company can access the Start New Cycle page by using one of the following pathways. Starting Point: Process > Payroll > Payroll Cycle > Start New Cycle Icon Starting Point: Process > Payroll > Start New Cycle Starting Point: Process > Payroll > Payroll Cycle > Edit Schedule link > Start New Cycle button Demonstration: Accessing the Payroll Cycle for Multiple Companies Clients with multiple companies can access the Start New Cycle page by using one of the following pathways. Starting Point: Process > Payroll > Start New Cycle > Select company(ies) > Select Start Cycle Button Starting Point: Process > Payroll > Payroll Cycle > Company Group Actions link > Start New Cycle link > Select company(ies) > Select the Start Cycle Button 2015 ADP, LLC 2-12 W002_ILT_WFN80V02_

35 Starting a New Payroll Cycle Overview Starting a new cycle enables the practitioner to enter cyclical data into the payroll and triggers any effective dated entries dated less than or equal to the pay period end date. As we discussed earlier, ADP Workforce Now provides tools that will reduce the entry time for clients with multiple companies, Let's take a look at how a new cycle is started for both a client with a single company code and one with with multiple company codes. Demonstration: Starting a New Payroll Cycle (Single Company) We will now demonstrate the process of starting a new payroll cycle for a single company. the Start New Cycle icon. Starting Point: Process > Payroll > Payroll Cycle Starting Point: Process > Payroll > Start New Cycle Demonstration: Starting a New Payroll Cycle (Multiple) We will now demonstrate the process of starting new payroll cycles for multiple companies. Scenario It is time to open the next pay cycle for both of your companies. Since the practitioner has security access to both company codes, he can save time by opening both payroll cycles at the same time. Activity: Starting a New Payroll Cycle (Multiple) Using Donald East's login ID, select a pathway to start a new cycle. Starting Point: Process > Payroll > Payroll Cycle > Company Group Actions Starting Point: Process > Payroll > Start New Cycle Step Action 1 Select the Company Group Actions link > Start New Cycle link. 2 Select both companies by placing a checkmark in the box to the left of company code. 3 Select Start Cycle button ADP, LLC 2-13 W002_ILT_WFN80V02_

36 Paydata Overview The wording below the Paydata icon changes based upon the status of the pay cycle. It reads View Paydata when the pay cycle is closed and Enter Paydata when the pay cycle is open. To begin entering paydata the icon must read Enter Paydata. To access Paydata select one of the following pathways: Starting Point: Process > Payroll > Payroll Cycle > Paydata Icon > Paydata Starting Point: Process > Payroll > Paydata The paydata icon contains three main options: In this module, we will explore the Paydata option ADP, LLC 2-14 W002_ILT_WFN80V02_

37 Pay Rate Types Payments are calculated based upon different pay rates types, which are determined based on an employee's role in the company. The following are common pay rate types: Salary Pay rates and standard hours are entered during the hiring process for all salaried employees. The salary per pay field is calculated by taking the annual salary and dividing the annual salary by the number of pay period in the calendar year. The standard hours are used for the Record of Employment. Salaried payments are automatically generated each pay period. The amount paid is equal to the salary per pay or the adjusted amount, regardless of the number of hours worked. No manual intervention is required with this payment type unless adjustments to the payment are required. Salary Example Bill has a biweekly salary of $2,600. If no changes are required for this pay period, ADP Workforce Now will automatically create a payment of $ (minus deductions) for Bill with no manual intervention required by the practitioner. Exception Hourly A regular hourly rate and standard hours are entered as part of the hiring process for all exception hourly employees. This payment type is calculated by taking the regular hourly rate and multiplying it by the standard hours. Exception hourly payments are automatically generated each pay period, and can be adjusted as required. No manual intervention is required with this payment type unless adjustments to the payment are required. Note: Standard hours can be overridden with a different value at any time. Exception Hourly Example Pauline receives a bi-weekly payment for 20 standard hours per week, at a rate of per hour. If no changes are required for this pay period, ADP Workforce Now will automatically create a payment of $ (minus deductions) for Pauline with no manual intervention by the practitioner Hourly An hourly employee rate is entered as part of the hiring process for all hourly employees. There are no automatic payments generated for this payment type. The number of hours worked per pay period either must be entered by the practitioner or prepared and sent to payroll from the Time and Attendance module. Once the system has this information the payment is calculated by multiplying the number of hours worked by the rate in ADP Workforce Now. Hourly Example Sally worked 78 hours the first pay period and 73 hours the next pay period. These hours may arrive into payroll in one of two ways: By keying the data directly into the Paydata grid. If you use the Time and Attendance module, the hours accrued will be uploaded from Time and Attendance into the Payroll Cycle ADP, LLC 2-15 W002_ILT_WFN80V02_

38 Paydata Grids and Batches Overview Grids and batches are the two components that make up the paydata grid. Practitioners have the option to create a new grid, use a default grid or use a custom grid created in the past. Grids remain even after payroll processing takes place. Practitioners must create their batches each pay period. These two components form the earning headers and the employee names make up the rows. Paydata Grids and Batches Grids and batches work together to create a customized template used for entering Paydata each pay period. The grid creates the headers, and the batch populates the employees. Each of these can be customized as required. Grid and Batch Example David had three groups of payment types in his company and he wants to keep them in separate batches. He can use the same grid (headers), but have three different batches each with the different payment types. Terms and Descriptions Term Paydata grid Paydata batch Description A grid is a series of labeled columns and rows that you use to enter paydata that contains commonly-used pay information fields as column headers. You can also create a custom grid to specify fields for specific paydata tasks. A batch is a group of payment records (for a specific payment type) for multiple employees. Note: Batches must be recreated each pay period and are deleted as part of the Start New Cycle process. Paydata Entry Example This is an example of how the grid and batch come together to make the Paydata Entry page. Paydata Grid Paydata Batch 2015 ADP, LLC 2-16 W002_ILT_WFN80V02_

39 Paydata Grids There are three default grids in ADP Workforce Now. The defaults are easily identified with a caution sign. Practitioners cannot alter the default grids; however, they can copy a default and create a custom grid from it. Grid Defaults Let's take a look at how to create a new Paydata grid and then how to copy an existing grid and customize it. Demonstration: Creating a New Paydata Grid We will now demonstrate the process of creating a new paydata grid. Scenario Before paydata can be entered, Donald must create a paydata grid, or select an existing one. Donald has determined that he will need to create a grid because the defaults do not provide all the headings that he requires. Once the grid is created, he will create the batch. Activity: Creating a New Paydata Grid Using Donald East's log ID, select a pathway to access the paydata grid. Starting Point: Process> Payroll > Payroll Cycle > Paydata Icon > Paydata option Starting Point: Process > Payroll > Paydata > Grid Setup Tab Step Action 1 In the Grid Setup tab, select the Add icon. Results: The Paydata Grid - Add Grid page is displayed. 2 Complete the fields with the following: Payment Type: Select Current Pay from the dropdown. Grid Name: Type Go Green (in both language fields). Description: Type New Grid (in both language fields). Copy from Grid: Leave blank. 3 Select Save & Continue. Result: The Define - Grid page is displayed. 4 Select Earnings 1 and Earning 2 (by holding down the CTRL button) from the Available Fields box and then select the single arrow pointing to the right to move to the Selected Fields box. Note: To capture multiple entries select the first option, hold the Ctrl key, then select the remaining options. 5 Select Done ADP, LLC 2-17 W002_ILT_WFN80V02_

40 Relabeling Column Headers When columns are selected for the grids they are generic. Practitioners are responsible for labeling the columns based on their requirements. Demonstration: Relabeling Column Headers We will now demonstrate the process of relabeling a column header. Scenario John (the payroll manager) is responsible to validating all of the entries made in payroll prior to the payroll being processed. Currently the headers do not have proper earning names. David must re-label the column headers to their proper names so that John can complete his payroll validation. Activity: Relabeling Earnings 1 - Regular Using Donald East's log ID, select a pathway to relabel the headers. Starting Point: Process > Payroll > Paydata > Grid Setup Tab > Select the grid link Step Action 1 Select the Go Green Link. Result: The Paydata Grid window is displayed. 2 Select the Save & Continue button. 3 Select Earnings 1 from the Selected Field box. Result: The Edit Data box is populated. 4 Select the Edit button in the Edit Data Box. Result: An Edit Data window is displayed. 5 Populate the following fields with these values: Field Type: Select Earnings - Value Earnings Code: Select 01- Regular from the dropdown list. Value: Leave Blank Column Heading: Enter Regular into both the English and French fields. 6 Select Done and remain on this page for the next exercise. Result: The earning will appear as Earning 1 in the selected box and Regular in the paydata grid ADP, LLC 2-18 W002_ILT_WFN80V02_

41 Relabeling: Regular - Code and Value Results 2015 ADP, LLC 2-19 W002_ILT_WFN80V02_

42 Activity: Relabeling Earning 2 - Double Time Step Action 1 Select Earnings 2 from the Selected Field box. Result: The Edit Data box is populated. 2 Select the Edit button in the Edit Data Box. Result: An Edit Data window is displayed. 3 Field Type: Select Earnings - Value, Rate Earning Code: Select 04- Double Time from the dropdown list. Value: Leave Blank Rate: Leave Blank Column Heading: Enter Double Time into both the English and French fields. 4 Result: The earning will still appear as earning21 in the selected box; however it will now appear as regular in the paydata grid. Relabeling: Double Time - Code and Value, Rate Results 2015 ADP, LLC 2-20 W002_ILT_WFN80V02_

43 Copying and Customizing a Paydata Grid The copy feature provides user with the ability to customize the grid as business needs require. Demonstration: Copying and Customizing an Existing Paydata Grid We will now demonstrate the process of copying and then customizing an existing a paydata grid. Scenario David must create a customized paydata grid to pay the Commission + Salary employees with the following headers; File #, name, home department, regular and commissions. Since the default ADP Current Pay grid contains four out of five of the predefined fields, David will copy this grid and then customize it. Activity: Copying and Customizing an Existing Paydata Grid Using Donald East's log ID, select a pathways to access the paydata grid. Starting Point: Process> Payroll > Payroll Cycle > Paydata Icon > Paydata option Starting Point: Process > Payroll > Paydata Step Action 1 In the Grid Setup tab, select the Add icon. Results: The Paydata Grid - Add Grid page is displayed. 2 Complete the fields with the following: Payment Type: Select Current Pay from the dropdown. Copy from Grid: Select ADP Current Pay Grid Name: Key Salary + Commission (in both language fields). Description: Type New Grid (in both language fields). 3 Select Save & Continue. Result: The Define - Grid page is displayed with the following default fields in the Selected Fields box: File #, Name, Associate ID, Home Department, Earnings 1. 4 Click on Associate ID in the Selected Field box, and select the single arrow pointing to the left. Click on the Earnings 2 in the Available Fields box, and then select the single arrow pointing to the right. Result: The Associate ID option is no longer part of the selection and the Earnings 2 option has been added to the selection. 5 Rename Earnings 1 to Regular and Earnings 2 to Commission. Reference Relabeling Column Headings activity for assistance, and then select Done. Result: The paydata grid is displayed ADP, LLC 2-21 W002_ILT_WFN80V02_

44 Editing a Paydata Grid When changes occur, practitioners can use the edit feature to make changes to the paydata grid. Demonstration: Editing a Paydata Grid We will now demonstrate the process of editing a paydata grid. Scenario John the payroll manager notified David that he does not require Home Department in the grid, but he does need double time added. David must now make the edits to the paydata grid that was just created. Activity: Editing a Paydata Grid Using Donald East's log ID, select a pathway to access a paydata grid. Starting Point: Process> Payroll > Payroll Cycle > Paydata Icon > Paydata option Starting Point: Process > Payroll > Paydata Step Action 1 In the Grid Setup tab, select the Commission grid link from the Grid Name column. Results: The Edit - Grid page is displayed. 2 Select the Save & Continue button. Result: The Define - Grid page is displayed. 3 To remove the Home Department highlight the field in the Selected Fields box and move to the Available Fields box using the single arrow pointing to the left. Adding Double Time: 1. Highlight the field Earnings 3 in the Available Fields box and move to the Selected Fields box using the single arrow pointing to the right. 2. Select the Edit button in the Edit Data box 3. Select 04 - Double Time from the dropdown in field Earning Code. 4. Type Double Time into the English and French Column Heading field Select Done. 5 In the Grid Setup tab, select the Commission link from the Grid Name column. Results: The Edit - Grid page is displayed. Note: In both of these scenarios the Define - Grid page will contain options in the Selected Fields box. All options in the Selected Fields box can be returned to the Available Fields box with the exception of Name. Batch Pre-work (First time only) Now that our headers have been created within the grid setup, it is time to create the batches. The batches determine the payment type and which employees will appear in the payment batch. Part of the batch process the practitioner must select the employees one by one. ADP Workforce Now contains a tool called Manage My lists which allows the practitioner to create custom employee lists which they can select in place of the individual selection process. Let's see how these lists are setup ADP, LLC 2-22 W002_ILT_WFN80V02_

45 Managing My Lists Creating customized lists of employees according to specific criteria is very beneficial when creating batches. Selecting a list from a dropdown reduces time, especially when this process is required each pay period. The alternative is to individually search and select all employees that are to appear in a batch. Multiple lists can be created and reused as required for batches and in many other areas within ADP Workforce Now. Let's review the process of creating a list. Demonstration: Manage My List We will now demonstrate how to create a Manage My List. Scenario David is a proactive individual who will use the Manage My Lists feature to reduce the amount of time that he spends selecting employees for a variety of features within ADP Workforce Now. Activity: Creating Managed Lists Using Donald East's log ID, follow this pathway to create a list. Starting Point: Process > Payroll > Paydata > Current Cycle tab You can create a list of employees that meet specific criteria when you are setting up a paydata back. We will create a list that will be used in the next exercise; we will name the list: Hourly Employees. Step Action 1 Select Current Pay for the Type, then select Add a Batch. 2 In the Batch Name field, type Hourly Employees. In the Grid field, select ADP Current Pay. Click Next. 3 Select Manage My Lists. 4 Populate the following data in these fields: List Name: Hourly Employees. List Privacy: Select Public from the dropdown Include Future New Hires?: Select Yes. Field Name: Select Rate Type from the dropdown. Comparison: Select is equal to from the dropdown. Field Value: Select Hourly from the dropdown. 5 Select Done. Results: When this list is selected, all Hourly Employees are displayed ADP, LLC 2-23 W002_ILT_WFN80V02_

46 Creating Batches ADP Workforce Now does not contain default batches. Practitioners must create required batches each pay period. There are three batch options to select from: Current Pay Bonus Pay Separate Pay Note: All batches are cleared in the Start New Payroll Cycle process ADP, LLC 2-24 W002_ILT_WFN80V02_

47 Demonstration: Creating Paydata Batches We will now demonstrate how to create a paydata batch. Scenario Now that David has created the headers, on the Grid, he will use the lists he created in the Manage My Lists tools to create two of the three payment batches; one for hourly employees and one for employees that are paid automatically because they are salaried. The salary & commission batch will be created by selecting the individual employees. Activity: Creating a Paydata Batch (Hourly Payments) Using Donald East's log ID, select a pathway to access the paydata batch. Starting Point: Process > Payroll > Payroll Cycle > Paydata Icon > Paydata option > Current Cycle Tab Starting Point: Process > Payroll > Paydata > Current Cycle Tab Step Action 1 Click on the Type dropdown, and select Current Pay from the list. 2 Select the Add a Batch button. 3 Complete the following fields with this data: Batch Name: Type Hourly Employees. Grid: Select ADP Current Pay from the dropdown list. 4 Select Next. 5 Select Hourly Employees from the Filter dropdown, and then select the Select All button. 6 Select the Create Batch button. Result: The Paydata Entry - Hourly Employees grid is displayed. 7 Select Return to create the next batch. Activity: Creating a Paydata Batch (Salary & Commissions Payments) Step Action 1 Click on the Type dropdown, and select Current Pay from the list. 2 Select Add a Batch. 3 Complete the following fields with this data: Batch Name: Type Commission. Grid: Select ADP Current Pay from the dropdown list. 4 Select Next. 5 Select the following employees by clicking the checkbox to the left of each name: Eric George, and Michele Heroux. When complete, select the Create Batch button. Result: The Paydata Entry - Sales Commissions page is displayed. 6 Select Save. 7 Select Return ADP, LLC 2-25 W002_ILT_WFN80V02_

48 Paydata Navigation Now that the paydata batch(es) have been created, let's take a moment to explore the paydata batch. We will review the icons and link used within the paydata batch and some other action features that will provide the practitioner with tools to assist them when making entries. Paydata Links and Icons Both links and icons assist practitioners in adding and customizing the paydata grid according to their requirements. Paydata Icons The icons on this page are as follows: Add Icon: Provides the practitioner with the ability to insert one or more employees into the existing batch. Employees are selected by searching by last name, tax ID, File number or employee ID or by selecting for the employee from the employee list. Subtract Icon: Provides the practitioner with the ability to delete employees from the batch. Paydata Links The links are located beside the Add and Subtract icons on this page and contain the following paydata links as well as a Return button at the bottom of the page: 2015 ADP, LLC 2-26 W002_ILT_WFN80V02_

49 Other Actions Terms and Descriptions Terms Fill Column Add Column Edit Custom Sort Description Provides practitioners with the ability to pre-populate cells based upon a specific criteria outlined in the MEI Fill Columns (insert an employee) page. Example: All employees are to receive a bonus payment of the same amount. Key the values once and all people in the batch receive the payment. This option allows the practitioner to: Add new columns from a list of available header fields Reorganize the order of the columns Note: Existing columns cannot be removed Provides the ability to customize how the data in the grid will be sorted. Example: The list could be sorted by last name in ascending order ADP, LLC 2-27 W002_ILT_WFN80V02_

50 Adding a Column Columns are added when additional payment types are required in the paydata grid. Demonstration: Adding an Column We will now demonstrate how to add a column (an additional payment type) into the paydata grid. Scenario David is required to pay out the $ car allowance payments to all employees in the Sales Commissions batch. David can enter these payments using one of two methods: By adding a second payment row to each employee or by adding a payment column. David will use the Add Column feature to create a payment column, and then he will change the title to Car Allowance. Activity: Add a Column Using Donald East's log ID, select a pathway to access the add column feature. Starting Point: Process > Payroll > Payroll Cycle > Paydata > Paydata > Current Cycle Tab > Select the Sales Commission batch link. Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select the Sales Commission batch link. Step Action 1 Select the Other Actions link, and then select Add Column. 2 Select Earnings 3 and move the field to the Selected Fields box using the single arrow pointing to the right. Note: The file # and name fields are defaults and cannot be altered. 3 Select the Earnings 3 field from the Selected Fields column. 4 Click in the Edit button. 5 Use these entries in the edit field: Field Type: Earnings - Value Earning Code: 30 - Car Allowance Value: Column Heading: Type in Car Allowance (in English and French fields) Result: The column will appear with a payment of $ for each employee ADP, LLC 2-28 W002_ILT_WFN80V02_

51 Inserting an Employee Overview There are some circumstances where batches are created and then additional employees need to be added to the batch. This option provides the ability to make those additions. Demonstration: Inserting an Employee We will now demonstrate how to insert an employee into the paydata grid. Scenario Tyffany Martinez and Laurie Hall need to be added into the Sales Commission batch. David will use the Insert an Employee feature to add Tyffany and Laurie into the existing batch. Activity: Inserting an Employee Using Donald East's log ID, select a pathway to access the insert an employee feature. Starting Point: Process > Payroll > Payroll Cycle > Paydata > Paydata > Current Cycle Tab > Select Sales Commission Batch. Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select Sales Commission Batch. Step Action 1 Select the Add icon in the Paydata Entry page. 2 Employees can either be located by: 1. Searching by Last Name, Tax ID, File Number or Employee ID, then select 2. Selecting the Select an employee from a list link and selecting the employee(s) by selecting the checkbox to the left of the required name. Since we are adding only one employee, we will use the last name search. 3 If option 1 is used to select the employee, then select Next. If option 2 is used to select the employee name(s), then select the Insert into Batch button. In our scenario the next step would be to select Next. Result: Tyffany and Laurie now appear in the list. 4 Populate the Regular Value for Tyffany and Laurie as $ Car Allowance. Insert Employee - Option 2 Image 2015 ADP, LLC 2-29 W002_ILT_WFN80V02_

52 Fill a Column Overview This feature can be used to update numerous codes or values all at once. Demonstration: Fill a Column in the Paydata Grid We will now demonstrate how to fill a column in a paydata grid. Scenario The Car Allowance amount has been raised from $ to $ for this pay period. Since the entries have already been entered David must now make the corrections. This can be accomplished in two ways: By using the fill a column feature or by manually changing the values in the grid. David will enter these payments by using the fill a column feature. Activity: Fill a Column This feature provides practitioners with the ability to enter the same value for multiple employees. These new values can replace current values or populate blank values. For this example we will fill blank values. Using Donald East's log ID, select a pathway to access the fill a column feature. Starting Point: Process > Payroll > Payroll Cycle > Paydata > Paydata > Current Cycle Tab > Select the batch name link. Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select the batch name link. Step Action 1 Select the Fill Column link. 2 Select the Overwrite all cells on page radio button. 3 Click in the Car Allowance - Code > Value field and select 30 - Car Allowance. 4 Click in the Car Allowance - Value > Value field and key in Select Done. Result: Paydata entry page displayed and the values are now updated according to the change. Fill Page Column Image 2015 ADP, LLC 2-30 W002_ILT_WFN80V02_

53 Changing the Default Sort Overview Batches can be sorted using any of the options located in the dropdown. The default sort is by last name in ascending order. Demonstration: Changing the Default Sort We will now demonstrate how to change the default sort. Scenario The grid's default sort is by last name, in ascending order. John notifies David that he prefers to review the payroll sorted by Pay Division in ascending order. David will now change the sort using the Edit Custom Sort feature. Activity: Changing the Default Sort Using Donald East's log ID, select a pathway to access the default sort feature. Starting Point: Process > Payroll > Payroll Cycle > Paydata > Paydata > Current Cycle Tab > Select the regular batch link. Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select the regular batch link. Step 1 Select the Edit Custom Sort link. Action Result: The default sort is displayed (last name in ascending order) 2 To change a sort order, place a checkmark in the box beside the Sort by option. 3 Place your cursor in the Field column, and select Pay Division from the drop down list. 4 When complete, select Done Changing Default Sort Image 2015 ADP, LLC 2-31 W002_ILT_WFN80V02_

54 Deleting Sorting Criteria Once criteria have been set up it can also be deleted as required. Let's see how this is done. Demonstration: How to Delete Sort Criteria We will now demonstrate how to delete sort criteria. Scenario The payroll practitioner prefers to have a specific sort when they are entering the data and the director required a different sort when reviewing the entries for approval. The entries are complete and the practitioner sort must be deleted. Activity: Deleting Sort Criteria Using Donald East's log ID, select a pathway to access the default sort feature. Starting Point: Process > Payroll > Payroll Cycle > Paydata > Paydata > Current Cycle Tab > Select the regular batch link. Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select the regular batch link. Step Action 1 Select the Other Actions link, and then Edit Custom Sort. Result: The default sort will display. 2 Deleting a Row of Search Criteria: Click the checkbox to the left of the row(s) to be deleted. 3 Select the subtract icon. Result: The selected row(s) are deleted. 4 When complete, select Done. Deleting Sort Rows Image 2015 ADP, LLC 2-32 W002_ILT_WFN80V02_

55 Paydata Entries It is time to key in the paydata entries. The next several activities will show how to enter the most common payment types. Let's take a look at the first scenario. Entering Hourly Paydata Hourly payments require hours to be entered to complete the payment. The hours are then multiplied by the rate located in the employee profile. Demonstration: Entering Hourly Paydata We will now demonstrate how to enter hourly paydata. Scenario The paydata grids are now created. David will begin the paydata entry process by keying the hours for the hourly employees. Activity: Entering Hourly Paydata Using Donald East's log ID, use this pathway to enter hourly paydata. Starting Point: Process > Payroll > Paydata > Select Hourly Employees batch Step Action 1 Click into the cell in the Code column. 2 Select 01 - Regular from the dropdown. 3 Click in the cell in the Value column and type in the following hours: Peter Biggins: 35 hrs. Edward Bonner: 20 hrs. Albert Delaney: 23hrs Bradley Thomas: 15 hrs. Note: If a onetime rate change is required the new rate change must be keyed into the Rate column. 4 Select Save ADP, LLC 2-33 W002_ILT_WFN80V02_

56 Creating a New Payment Row There are different ways of capturing multiple payments: Creating a payment column (When multiple employees have the same payment) or by creating a payment row (for a single employee payment.) Demonstration: Create a New Payment Row We will now demonstrate how to create a new payment row. Scenario David must now enter in two new payments other than regular for Norman Gerry. To prepare the paydata grid for these entries he will create two new payment rows for Norman. David will begin by opening the Automatic Payment batch. Activity: Creating New Payment Rows Using Donald East's log ID, use this pathway to create a new payment row. Starting Point: Process > Payroll > Paydata > Select Automatic Payments batch Step Action 1 Select the Add icon. Result: The MEI Insert Employee page appears. 2 Enter Gerry into the Enter a Last Name field, and then select Next. Note: If there are multiple results, the user must select the correct employee, and then select the Insert into Batch. 3 Select Save. 4 Repeat steps 1-4 to create the second payment row ADP, LLC 2-34 W002_ILT_WFN80V02_

57 Entering Overtime and Double Time Payments Overtime and double time payments are payments that require hours to be entered. The hours are then multiplied by the rate applied to the employee in their profile. Demonstration: Create an Overtime and Double Time Payment We will now demonstrate how to create overtime and double time payments. Scenario Norman Gerry's additional payment rows have now been created. David will now key in 10 hours of overtime and 4 hours of double time. Activity: Entering Overtime Payments Using Donald East's log ID, use this pathway to enter overtime payments. Starting Point: Process > Payroll > Paydata > Select Automatic Payments batch Step Action 1 Click in the cell in the Code column, and then select Overtime from the dropdown list. 2 Click in the cell in the Value column, and then key in 10 (hrs.) Activity: Entering Double Time Payments Using Donald East's log ID, use this pathway to enter double time payments. Step Action 1 Click in the cell in the Code column, and then select Double Time from the dropdown list. 2 Click in the cell in the Value column, and then key in 4 (hrs.). 3 Select Save ADP, LLC 2-35 W002_ILT_WFN80V02_

58 Verifying Input Overview The Verify Input page contains several sections. As a best practice, each section can be reviewed and marked as Inspected before advancing to the Preview Payroll task. If the client is using Time and Attendance and has complete the Prepare for Payroll process, the entries from time & Attendance will appear in the Verify Input stage for review. Starting Point: Process > Payroll > Verify Input Starting Point: Process > Payroll > Payroll Cycle > Verify Input Icon Terms and Descriptions Home Sections Payroll Overview Payment and Adjustments Employee Changes Status Changes Descriptions Returns the user to the payroll overview. Consists of an action icon which provides the user with a menu with links to: Home, Employee Changes, Payments & Adjustments and Status Changes. Contains the following categories for review: Current Pay, YTD Adjustments, Separate Pay, Updates, Employment Insurance, Time and Attendance, Current Pay Adjustments, Bonus Pay, Lump Sum Pay, Lump Sum Updates and Tax Frequency Overrides Contains the following categories for review: Taxes, Record of Employment, Pension Plan, Employee Options, Position and Salary Changes, Personal Information and Direct Deposit Contains the following categories for review: New Hires, Transfers and Status Changes 2015 ADP, LLC 2-36 W002_ILT_WFN80V02_

59 Demonstration: Verify Input We will now demonstrate how to verify payroll entries. Scenario All Paydata entries are now complete. David must now valid all of the entries. To complete this task he will select the Verify Input icon in the payroll cycle. Activity: Verify Input Using Donald East's log ID, select a pathway to access verify input. Starting Point: Process > Payroll > Payroll Cycle > Verify Input icon Starting Point: Process > Payroll > Verify Input Complete the following in order to review and mark your entries/changes as Inspected: Step Action 1 Use the action button to the right of Payroll Overview to access and explore the different sections: Employee Changes, Payments & Adjustments, and Status Changes. 2 Within each section there are several hyperlinks. Select each of the hyperlinks one by one: If no entries appear: move to the next subsection by selecting the action button. If entries exist: Validate and select each entry as you approve. Note: The number of rows per page defaults to 10. This value can be increased to 30 rows per page using the dropdown field. 3 Practitioners can: Validate the entries and mark them inspected one by one. Procedure: Click the checkbox of the validated entry, then select the Mark As link > Inspected. Procedure: Repeat the process for each row. OR Validate all entries in listed on a page, and then mark them all Inspected at once. Procedure: Click the checkbox in the header bar (Results: All rows displayed on the page are selected), then select the Mark As link > Inspected. Note: When the select all box is checked, only the rows displayed will be selected, not other pages. For example when the select all feature is used: And the page default is 10 rows per page, only the first 10 rows will show as selected. And the page default is 20 rows per page, only the first 20 rows will show as selected. And the page default is 30 rows per page, only the first 30 rows will show as selected. Note: The user must mark each default group as inspected before switching the page. For example: The page default is 30 rows per page. The practitioner must validate the 30 rows, mark as Inspected and then they can select the next page and move onto the next groups of 30 rows ADP, LLC 2-37 W002_ILT_WFN80V02_

60 Preview Payroll and View Preview Results Overview The preview process enables practitioners to review the payroll and identify any potential errors, using the various preview reports. Preview reports can be requested and viewed at anytime once a pay period has been opened. There are two steps to previewing a payroll: Example: Practitioners that input data daily can validate their entries at the closing of each day to reduce the amount of data that requires review before processing. There are 10 reports available for preview: Payroll Register, Register, Totals Recap Report, Transaction Proof Report or Payroll Entries Report, Deduction Not Taken Report, Deduction Arrears Report, Tailored Files ( Bytes) and Tailored/Optional Reports ADP, LLC 2-38 W002_ILT_WFN80V02_

61 Demonstration: Request Preview Reports We will now demonstrate how to request preview payroll. Scenario The entries are now validated and it is time for David to request and review the preview reports. To complete this process David will select the Preview Icon in the payroll cycle. Activity: Requesting Preview Reports Using Donald East's log ID, select a pathway to access preview reports. Starting Point: Process > Payroll > Payroll Cycle > Select the Preview icon > Preview Payroll option Starting Point: Process > Payroll > Preview Payroll Step Action 1 Single Company: Select the Preview icon > Preview Payroll Result: A request options page will appear. Multiple Companies: Select Process > Payroll > Preview Payroll Result: A grid will appear requiring the user to select either a single or multiple companies. 2 Multiple Companies: Select the codes that you would like to preview by checking the box to the left of the company code, then select Continue. Results: The Preview Payroll page displays. 3 Select Optional Report or Files (if applicable), then select Done Results: Single Company: A following message appears: 1 company processed successfully Multiple Companies: A following message appears: 2 company(ies) processed successfully Request Preview Report Image 2015 ADP, LLC 2-39 W002_ILT_WFN80V02_

62 Viewing Preview Reports Demonstration: Viewing Preview Reports We will now demonstrate how to view preview reports. Scenario The reports have now returned, David will now review the reports and correct any errors. Activity: View Preview Results Using Donald East's log ID, select a pathway to access preview results. Starting Point: Process > Payroll > Payroll Cycle > Preview > View Preview Results Starting Point: Process > Payroll > Preview Payroll > Select the action icon Step Action 1 Single Company: Select the Preview icon, then View Preview Results from the sub menu. Multiple Companies: Select the green action icon at the right end of the row, and then select View Preview Results. Note: Although previews can be requested for multiple companies, they must be selected and viewed individually. Result: The page View Preview Results displays the list of preview reports. 2 Click on the report name link, to view a report. View Preview Results Image Extended Learning Opportunities Refer to our website to view a variety of learning bytes on how to read each of the ADP reports ADP, LLC 2-40 W002_ILT_WFN80V02_

63 Process Payroll Overview Clients are provided with a payroll schedule identifying their input date and run date for each pay period. In addition they are aware of their payroll funding terms. If for any reason the payroll is not processed on the run date or their funding terms are not adhered to, late fees will apply. If this situation arises contact your Implementation Specialist or Client Service Representative immediately for further instructions. As with the preview function this is a two step process and practitioners can process multiple companies at the same time. Let's take a look at how this is done ADP, LLC 2-41 W002_ILT_WFN80V02_

64 Demonstration: Processing Payroll We will now demonstrate how to process payroll. Scenario David has now completed reviewing the preview reports and is now ready to process payroll. He will now process the payroll for both companies (use companies assigned) Note: This is a training database; therefore the processing will show simulated results. Activity: Processing Payroll Using Donald East's log ID, select a pathway to access payroll processing. Starting Point: Process > Payroll > Payroll Cycle > Process Icon > Process Payroll Starting Point: Process > Payroll > Process Payroll Step Action 1 Single Company: Select the Process icon > Process Payroll Results: The Payroll Process screen displays. Multiple Companies: Select Process > Payroll > Process Payroll. Select all companies to be processed by clicking in the box to the left of the company code. Results: The Process Payroll page appears. If applicable, select any Optional Reports or Files you wish to have processed with his Payroll Cycle. Note: If Labour Cost reporting is used, select the Labour Cost Report or indicate if a new accounting period needs to be started. 2 Single Company: If applicable, select any optional reports or files to be produced with the payroll, and then select Done. Results: Message returned: 1 company(ies) processed successfully Multiple Companies: Select Continue. Results: The Process Payroll page appears. 3 Multiple Companies: If applicable, select any optional reports or files to be produced with the payroll, and then select Done. Results: Message returned: 2 company(ies) processed successfully 2015 ADP, LLC 2-42 W002_ILT_WFN80V02_

65 Viewing Final Payroll Reports Based upon the Payroll Schedule, you can return to ADP Workforce Now within one to two hours after processing to view the payroll reports. Demonstration: Viewing Final Payroll Reports We will now demonstrate how to view final payroll reports. Scenario The payroll was processed two hours ago so David will now go back into the system to retrieve the final payroll reports for review. Activity: Viewing Final Payroll Reports Using Donald East's log ID, select a pathway to access final payroll reports. Starting Point: Process > Payroll > Process Payroll > Action Icon > View Process Results Starting Point: Process > Payroll > Payroll Cycle > Process Icon > View Process Results Starting Point: Reports > Cycle Output Reports > Payroll Reports Step Action 1 In the Payroll Reports page, enter the required criteria use the filter and then select Filter. 2 To view the reports, select the report name link located in the Report Type column ADP, LLC 2-43 W002_ILT_WFN80V02_

66 Knowledge Check 1. True or false: There are multiple ways to start a payroll cycle? a. T b. F 2. Select the statements that are true about paydata grids and pay data batches. (Select all that apply.) a. Paydata grids can't be reused once the payroll processes. b. You select a group of employees to create a paydata batch. c. Paydata grids define the columns that display in your paydata batch. d. Paydata batches must always be created from scratch each payroll. 3. Name the two stages the payroll entries can be validated prior to processing. 4. How does the Payroll schedule get populated in Workforce Now? 5. Select all options containing actions that can be conducted simultaneously for clients with multiple company codes? a. Opening a schedule b. Starting a Payroll Cycle c. Keying paydata d. Processing the payroll 2015 ADP, LLC 2-44 W002_ILT_WFN80V02_

67 Module 2: Debrief Review Discussion 1. Can you think of a situation in your own companies where the Manage My Lists feature will save you time? 2. How will your company use the grid customizing feature to reduce time? Summary In this module the following topics have been explored: Setting up login ID's and Passwords Create/edit pay period schedules Access the payroll cycle Start the payroll cycle Set up paydata grids and batches Enter Paydata entries Verify Input Preview Payroll and View Preview Results Process Payroll In this module, we completed a simple hourly and salaried payroll, by walking through 5 of the 7 tasks within the Payroll Cycle ADP, LLC 2-45 W002_ILT_WFN80V02_

68 Payroll Part 1 for ADP Workforce Now Course Closing Automatic Data Processing, LLC ES Canada

69 PAYROLL PART 1 FOR ADP WORKFORCE NOW COURSE CLOSING Support after Class Additional Online Resources ADP has multiple locations to access online resources: The ADP Client Service Centre: o The Bridge: o This is an online repository where clients can locate various types of information. This is an ADP sponsored online community for ADP clients to share knowledge, skills and have questions answered by client/adp within the community. Workforce Now Support Centre: o This is an online tool built directly into Workforce Now. The tool is designed to provide users with: Step-by-Step procedures Online documentation regarding a variety of subjects Learning Bytes on a variety of subjects Let's us take a look at how each of these valuable resources can be accessed ADP, LLC 3-1 W002_ILT_WFN80V02_0415 3

70 PAYROLL PART 1 FOR ADP WORKFORCE NOW COURSE CLOSING ADP Client Service Centre The ADP Client Service Centre is an online resource available to all ADP clients. Users can access a multitude of resources using this tool: The Year End service centre, including reference materials and forms Welcome Packages, training manuals, Learning Bytes and online registration Health Tracking Program for clients who have purchased ADP Benefits Online support and service options. Accessing and Navigating in the Client Service Centre Step Action 1 Use your Internet browser to log into 2 Select the Client Service Login, located in the upper-right corner of the page. 3 Enter your company code and address, and then select Login. Result: The Client Service Centre home page displays. 4 Let's locate the Workforce Now registration area within the Client Service Centre. Select the Learning Bytes link located under the title Training. Results: The Welcome to the Learning Bytes Library page appears, and the Learning Bytes section expands to display all products that have Learning Bytes ADP, LLC 3-2 W002_ILT_WFN80V02_0415 5

71 PAYROLL PART 1 FOR ADP WORKFORCE NOW COURSE CLOSING ADP Workforce Now Support Centre Users have access to this tool 24/7. This tool provides a variety of online tools: Step by Step instructional information. Learning Bytes (short 2-3 min instructional videos) on a variety of topics. Documentation providing the user with specific details about the topic searched. Accessing and Searching within the ADP Workforce Now Support Centre Step Action 1 Select the Support link, located on the top right of the screen. 2 Type Payroll into the search field, and then select Enter or the "Magnifying Glass" icon to begin the search. Results: All topics with Payroll will display 3 Review the available resources. 4 IF: THEN: IF you want to: Read documentation: View Step by Step instructions: View Learning Bytes: Select Documentation, then select topic Select Knowledge, then select topic Select Learning, then select topic 5 For this activity select the Knowledge tab and select the Processing Payroll for Multiple Companies. Results: A second window will open and the learning byte will play. 6 When completed, select the back to support link to return again to the search screen ADP, LLC 3-3 W002_ILT_WFN80V02_0415 7