UltiPro Payroll and EmpCenter Time & Attendance. Student Training Manual

Transcription

1 UltiPro Payroll and EmpCenter Time & Attendance Student Training Manual Table of Contents 2. UltiPro Login Instructions 4. Accessing EmpCenter Time & Attendance/Submitting Hours Worked 9. Amending a Previously Submitted Timesheet in EmpCenter 10. Updating Employee Address/Contact Information 11. Adding Direct Deposit Account(s) 13. Changing W-4 or DE-4 Tax Withholding Allowances 1 P age

2 UltiPro Login Instructions: 1. Go to Helpful Hint: DO NOT search the UltiPro link using Google, Bing, Etc. Links found through these searches will not give the correct CMC portal link which will result in you not being able to login. Only use the link above. 2. Your username is your first name and your birth date in MMDD format. Your default password is your full birth date in MMDDYYYY format. Example: Employee name is Mary Smith, birth date is 01/01/1960 Username is Mary0101 Password is The first time that you login, you will be prompted to change your password. Create a password that is 7-15 characters and contains at least 1 uppercase letter, 1 lowercase letter, 1 number, and 1 special character. 2 P age

3 UltiPro Login Instructions (Continued): 4. Once the system has accepted your new password, you will be prompted to select security questions in the event you are unable to remember your password. Security question answers are case sensitive. Click Finish to complete. 5. If you have worked at another Claremont Colleges institution, select Claremont McKenna College. If you have not worked at another Claremont Colleges institution, you will bypass this step. 3 P age

4 Accessing EmpCenter Time & Attendance/Submitting Hours Worked: 1. Login to the UltiPro System (see How to Login to the UltiPro System on Page 2 for instructions). 2. Hover over the Time & Attendance tab click Time & Attendance. A new browser window will open, showing the EmpCenter dashboard. Helpful Hint: If a new browser window does not appear, please modify your internet settings to always allow the popup from the site. 4 P age

5 Accessing EmpCenter Time & Attendance/Submitting Hours Worked (continued): 3. Locate the Time Entry icon. Click Enter My Hours. If multiple jobs assignments exist, select the appropriate assignment. 4. Click the arrow on the Pay Period icon to select a different pay period. You may also click on the Calendar icon to select a pay period. 5 P age

6 Accessing EmpCenter Time & Attendance/Submitting Hours Worked (continued): 5. Click in the cell in which you want to enter or modify time. - Non-exempt employees enter worked in-times and out-times while complying with all meal break laws. Helpful Hint: Add rows by clicking the Green Plus icon on the left side of the timesheet. 6. Click the Save icon after each timesheet change. 6 P age

7 Accessing EmpCenter Time & Attendance/Submitting Hours Worked (continued): 7. DO NOT use the project section on your timesheet. If you wish to add a note please use the comments section by selecting the drop down arrow on your timesheet. 8. Click the Submit icon at the end of the pay period. Helpful Hint: Advise your supervisor by that you have completed your timesheet and it s ready for their approval. 7 P age

8 Accessing EmpCenter Time & Attendance/Submitting Hours Worked (continued): 9. The bottom panel of the time entry screen shows Exceptions and Results tabs. - An exception is a conflict noted between time and attendance information entered and the rules under which the time sheet is processed. Exceptions are color-coded to identify the level of severity: White Informational message only Yellow Warning present Red Error present that must be resolved before the timesheet can be saved. If not corrected it will result in non-payment of those hours. - The results tab will show your total hours for all your CMC positions. 8 P age

9 Amending a Timesheet in a Previous Pay Period: 1. Under the Time Entry section click Enter My Hours. 2. Select the correct pay period dates then click on the Amend button to open the timesheet for edits. 3. Save the updated timesheet after editing. Helpful Hint: If the following message is displayed the timesheet will not be able to be amended until it has been processed and unlocked. (Amended timesheets will be processed on the next scheduled check date) 9 P age

10 Updating Employee Address/Contact Information: 1. Hover over the Myself tab and click Name, Address, and Telephone. 2. Locate the Things I Can Do menu. Click Change Name, Address, or Telephone. 3. Click Save to submit changes to the Payroll Department for approval. 10 P age

11 Adding Direct Deposit Accounts: 1. Hover over the Myself tab and click Direct Deposit. 2. Locate the Things I Can Do menu. Click Add Direct Deposit. 11 P age

12 Adding Direct Deposit Accounts (continued): 3. Fill in all required fields and click the Save icon. At the summary screen, click the Save icon once more. The request will be reflected as pending until approved by the Payroll Department. (All Direct Deposits are initially pre-noted so that we can verify the accuracy of the account and routing numbers with the bank. The first check after entry will be a live check and then direct deposited after that). 12 P age

13 Changing Federal Form W-4 and/or California DE-4 Withholding Allowances: 1. Hover over the Myself tab and click Income Tax. 2. Select the tax form link that you would like to make changes to. 13 P age

14 Changing W-4 or DE-4 Tax Withholding Allowances (continued): 3. Click on the green Begin button to open the form for edits. 4. Once completed make sure to click on the Submit button to update. (Changes to the W-4 or DE-4 will be viewed as pending until the Payroll Department reviews the updated form) 14 P age