ezlabormanager for Administrators Handout Manual

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1 ezlabormanager for Administrators Handout Manual V EZ18CANENG 2010 ADP, Inc.

2 ADP s Trademarks The ADP Logo, ezlabormanager, and are registered trademarks ADP, Inc. PaySpecialist is a trademark of ADP, Inc. Third-Party Trademarks Adobe and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft, Excel, Internet Explorer, and PowerPoint, Windows 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, Inc. and its licensors. All rights reserved. The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied, transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or recording, or through any information storage or retrieval system, without the express written permission of ADP.

3 HANDOUT MANUAL Contents ezlabormanager for Administrators Course Introduction... 1 Course Purpose... 1 Course Agenda... 1 Materials Overview... 1 Implementation Questions... 1 Part 1: Timecard Maintenance Part 1 Introduction Agenda Module 1: Introducing ezlabormanager Module 1 Introduction Topics Setting Up ezlabormanager Features and Benefits of ezlabormanager The Setup Process Understanding the Punch-In to Paycheque Process The Punch-In to Paycheque Process Accessing ezlabormanager Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid Changing Security Questions and Answers Job Aid Changing Passwords Job Aid The ezlabormanager User Interface Administrator, Supervisor, and Employee Services Navigation Elements The Administration Page Module 1 Summary Topics Module 2: Maintaining Timecards Module 2 Introduction Topics Time Entry Methods Types of Time Entry ADP, Inc. iii V CANENG_EZ18

4 HANDOUT MANUAL Editing Employee Timecards What Are Timecard Exceptions? Using Timecard Manager Adding Missed Punches Job Aid Deleting Punches Job Aid Editing Hours Job Aid Editing Days Job Aid Correcting Department Transfers Job Aid Supervisor Approvals Job Aid Practice: Editing Timecards Practice Results: Editing Timecards Debrief Fixing Exceptions Overview Locating Exceptions by Employee Fixing Exceptions by Employee Job Aid Fixing Exceptions by Type Job Aid Module 2 Summary Knowledge Check Part 1 Closing Part 2 Preview Training Evaluation Part 2: Employee Scheduling Part 2 Introduction Agenda Module 3: Creating and Viewing Schedules Module 3 Introduction Purpose Topics Creating Schedules What Is a Schedule? Types of Schedules Creating Recurring Schedules Job Aid ADP, Inc. iv V CANENG_EZ18

5 HANDOUT MANUAL Viewing and Filtering Employee Schedules Using the Schedule Editor Job Aid Viewing and Filtering Employee Schedules Job Aid Module 3 Summary Topics Module 4: Assigning Schedules to Employees and Reviewing Time Off Requests Module 4 Introduction Topics Assigning Schedules to Multiple Employees Assigning a Schedule to Multiple Employees Job Aid Editing Assigned Schedules Editing an Assigned Schedule for an Employee Job Aid Practice: Creating and Assigning Schedules Practice Results: Creating and Assigning Schedules Reviewing Time Off Requests The Time Off Request Process Requesting Time Off Job Aid Reviewing Time Off Requests Job Aid The Time Off Requests Page Debrief Module 4 Summary Knowledge Check Part 2 Closing Part 3 Preview Training Evaluation Part 3: Employee Maintenance, Report Functions, and End-of-Period Tasks Part 3 Introduction Agenda Module 5: Maintaining Employee Information Module 5 Introduction Topics Understanding Employee Information Overview What Are Security Groups? ADP, Inc. v V CANENG_EZ18

6 HANDOUT MANUAL Adding and Modifying Employee Information Overview The Employee Editor Adding a New Employee Directly into ezlabormanager Job Aid Promoting an Employee to a Supervisor Job Aid Terminating an Employee Directly in ezlabormanager Job Aid Practice: Adding and Modifying Employee Information Practice Results Debrief Module 5 Summary Knowledge Check Module 6: Editing and Running Reports Module 6 Introduction Topics Report Functions The Automated Reports Feature Frequently Run Reports Viewing a Report Viewing a Report Job Aid Downloading a Report Downloading Report Data Job Aid Editing a Report Editing a Report Job Aid Scheduling a Report Practice: Editing and Running a Report Practice Results: Viewing, Downloading, and Editing a Report Debrief Module 6 Summary Topics ADP, Inc. vi V CANENG_EZ18

7 HANDOUT MANUAL Module 7: Completing End-of-Period Tasks Module 7 Introduction Topics End-of-Period Tasks The Punch-In to Paycheque Process End-of-Period Page Checking for Pending Events Job Aid Checking for Payroll-Related Exceptions Job Aid Checking Time Pair Exceptions Job Aid Checking Attendance Exceptions Job Aid Performing Payroll Export Job Aid Importing a Payroll Export File Job Aid Transmitting the Payroll and Verifying Cheques Moving a Payroll Cycle to the Next Pay Period Job Aid Support after Class ezlabormanager Training Module 7 Summary Knowledge Check Course Closing Course Objectives ezlabormanager for Administrators (72192) Next Steps Training Evaluation Appendix 2011 ADP, Inc. vii V CANENG_EZ18

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9 Course Introduction Course Purpose This course prepares you to use ADP s ezlabormanager to manage your time and labor tasks. Course Agenda Part Part 1: Timecard Maintenance Part 2: Employee Scheduling Part 3: Employee Maintenance, Report Functions, and End-of-Period Tasks Modules Module 1: Introducing ezlabormanager Module 2: Maintaining Timecards Module 3: Creating and Viewing Schedules Module 4: Assigning Schedules to Employees and Reviewing Time Off Requests Module 5: Maintaining Employee Information Module 6: Editing and Running Reports Module 7: Completing End-of-Period Tasks Materials Overview Use the following information to help you perform ezlabormanager tasks: Job aids in your handout manual Payroll processing guides and quick reference cards downloaded from the Online Training Center Implementation Questions Use the following table to list any follow-up items that you may need to discuss with your implementation specialist (IS): Questions for my IS: 2011 ADP, Inc. 1 V CANENG_EZ18

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11 ezlabormanager for Administrators Part 1: Timecard Maintenance Module 1: Introducing ezlabormanager Handout Manual

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13 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Part 1 Introduction Agenda This part of the course consists of the following modules: Module 1: Introducing ezlabormanager Module 2: Maintaining Timecards 2011 ADP, Inc. 1-1 V _1EZ18CANENG

14 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Module 1 Introduction Topics This module includes the following topics: Setting Up ezlabormanager Understanding the Punch-In to Paycheque Process Accessing ezlabormanager The ezlabormanager User Interface 2011 ADP, Inc. 1-2 V _1EZ18CANENG

15 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Setting Up ezlabormanager Features and Benefits of ezlabormanager Overview ezlabormanager is a fully automated, Web-based solution for managing time and attendance records. Features and Benefits The following table lists the features and benefits of ezlabormanager: Feature Web-based application Multi-user capabilities Automated messaging Request Time Off (if applicable) Employee self-service Edit by exception Online timecards No reentering of payroll data Benefit accruals (if applicable) Attendance information Timecard history Reports Reports scheduling Benefits You can access the application from any computer with an Internet connection. You do not need to install or maintain any software, and your data is backed up by ADP. Supervisors can access information that helps them manage their staff more effectively. You can focus on completing the payroll. Authorized employees can view their own records. All users can receive their ezlabormanager messages in a centralized inbox on the Home tab and by (if delivery is enabled). Complete tracking of time-off requests made by employees. Authorized employees and supervisors can view their own records online to answer routine questions. You do not need to search through records to find and fix exceptions. You do not need to track time manually on paper. You can make payroll data available to ADP PC/Payroll, ADP's and ADP's PaySpecialist. Employees and supervisors can check the remaining amount of time available for sick days or vacation time online. Supervisors can be notified if the amount of time allocated for these purposes exceeds the amount of time allowed. Supervisors can access annual attendance exceptions for analysis, evaluations, and performance appraisals. You can store historical timecard information in an easy-toaccess format that complies with federal wage and hour requirements. You can run various reports with up-to-the-minute pay period information to enable management to analyze labor costs. You and your supervisors can schedule reports to generate automatically at defined times in the future ADP, Inc. 1-3 V _1EZ18CANENG

16 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER The Setup Process Overview Before you use ezlabormanager, the setup process must be completed. Description Stage Description 1 Your ADP representative imports all initial employee data into ezlabormanager. 2 The administrator creates schedules (if applicable). 3 The supervisors assign schedules (if applicable) to their employees ADP, Inc. 1-4 V _1EZ18CANENG

17 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Understanding the Punch-In to Paycheque Process The Punch-In to Paycheque Process Overview ezlabormanager simplifies the job of collecting your employees time and attendance information and moving it quickly and accurately through the payroll process. Stages and Descriptions The following table describes the stages of this process: Stage Description 1 Employees enter their time data in ezlabormanager, and the punches are collected. The application applies rounding rules, totals the hours, calculates overtime, and highlights missed punches and other exceptions. 2 Your supervisors review and edit time information and generate reports. Supervisors can also approve time online, if your company is set up for this feature. 3 You close the pay period (so no further entries can be made in ezlabormanager), adjust the payroll as necessary, and create the files with pay data and punch details. You export the paydata file and, if your company is set up to display punch details on employee's cheques, the punch detail files.. 4 The payroll administrator imports these files to the ADP payroll product and submits the payroll to ADP. 5 ADP processes the payroll. 6 ADP then sends the output, including paycheques, vouchers, and reports, to the payroll administrator who verifies the information, distributes paycheques to employees, and then starts a new payroll cycle in your Payroll module. 7 You then move to a new pay period in ezlabormanager, and the process begins again ADP, Inc. 1-5 V _1EZ18CANENG

18 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Accessing ezlabormanager Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid The Training Database To log on ezlabormanager during this class, you must use the client name, user ID, and password provided by the instructor. Record those items on the following lines. Client name: User ID: Password: Note: When you are back in your office, you will use your company s logon information. Instructions Step Action 1 On the task bar, click Start > Programs. Launch Microsoft Internet Explorer and connect to the Internet. 2 In the Address field, type ezlm.adp.com and press Enter. Note: Employees who need to use only the Clock In, Clock Out, and Lunch Out buttons do not have to log on the full application. Instead, you can give them the Internet address, which takes them directly to the ezlabormanager Web Clocking page. This login page is especially useful if you want to set up a single computer (to use as a kiosk) where employees can clock in, clock out, or lunch out. From the single computer, you can go to that page and create a favourite for the web clocking page so that several employees can access the application from that computer. 3 In the center of the page, click Bookmark ezlabormanager. 4 In the Add Favourite window, click OK. Result: The ezlabormanager link is added to the list of favourites. 5 On the Internet Explorer menu bar, select Favourites, right-click ADP ezlabormanager, and select Send to Desktop. Close your favourites, and then close your browser. Note: If you do not have the Send to Desktop option, select Copy, go to your Windows desktop, click in an empty space, right-click, and select Paste. Result: The ADP ezlabormanager icon displays on your desktop. 6 Double-click the ezlabormanager desktop shortcut. Result: The ezlabormanager Login page displays ADP, Inc. 1-6 V _1EZ18CANENG

19 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Instructions (Continued) Step 7 IF the client name: Already exists on your computer as an Internet cookie THEN: Action Enter your user ID and password and click Login Does not exist on your computer as an Internet cookie Note: To obtain your user ID and password, contact your Administrator. In the Client Name field, enter your client name and click Submit. Result: The ezlabormanager Administrator Services Home page displays. Note: If your employee is using the ezlabormanager Web Clocking feature, they go to the internet address and make the page a favourite. The following login page displays. The employee enters his or her ezlabormanager user ID and password and then clicks the appropriate button to clock in, clock out, or lunch out ADP, Inc. 1-7 V _1EZ18CANENG

20 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Changing Security Questions and Answers Job Aid Instructions Step Action 1 Click the Options button. 2 Click Change Security Questions and Answers. Result: The Change Security Questions and Answers page displays. 3 In the Select Security Question 1 field, select a question. 4 In the Answer 1 field, enter an answer to security question 1. Note: The answer can be anything that you will remember provided that it meets the requirements listed at the top of the page. 5 Repeat steps 3 and 4 for the remainder of the security questions and answers. 6 Click Submit. Result: Your security questions and answers are saved. 7 Click Close to return to the Administrator Services Home page ADP, Inc. 1-8 V _1EZ18CANENG

21 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Changing Passwords Job Aid Instructions Step Action 1 Click the Options button. 2 Click Change Password. Result: The Change Password page displays. 3 In the Enter Old Password field, enter your original password. 4 In the Enter New Password field, enter a new password. Note: Password rules display on the Change Password page. 5 In the Confirm Password field, reenter your new password. 6 Click Submit. Result: The password is updated. 7 Click Close to return to the Administrator Services Home page ADP, Inc. 1-9 V _1EZ18CANENG

22 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER The ezlabormanager User Interface Administrator, Supervisor, and Employee Services Overview 2011 ADP, Inc V _1EZ18CANENG

23 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Services and Descriptions Service Description Administrator Supervisor Employees Creates schedules. Edits employee timecards. Sends notifications. Maintains employee information. Creates and schedules reports. Performs end-of-period tasks. Finds timecard exceptions. Corrects errors and exceptions. Assigns employee schedules. Approves employee timecards (if applicable). Approves time-off request (if applicable). Creates and schedules reports. Enter their own time (if applicable). View their timecards, schedules, benefits, and personal and attendance information. Enter their supplemental earnings (if applicable). Send attendance notifications to their supervisors (if applicable). Request time off (if applicable) ADP, Inc V _1EZ18CANENG

24 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Navigation Elements Overview Elements and Descriptions Element Reports button Options button Help button Training button Exit button Lists Tabs Inbox Search field Text links Description 2011 ADP, Inc V _1EZ18CANENG

25 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER The Administration Page Sections and Descriptions Maintenance Setup Section Description Maintenance Section Select the Administration tab, Maintenance sub-tab. Setup Section Select the Administration tab, Setup sub-tab ADP, Inc V _1EZ18CANENG

26 PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER Module 1 Summary Topics This module included the following topics: Setting Up ezlabormanager Understanding the Punch-In to Paycheque Process Accessing ezlabormanager The ezlabormanager User Interface 2011 ADP, Inc V _1EZ18CANENG

27 ezlabormanager for Administrators Part 1: Timecard Maintenance Module 2: Maintaining Timecards Handout Manual

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29 PART 1 > MODULE 2: MAINTAINING TIMECARDS Module 2 Introduction Topics This module includes the following topics: Time Entry Methods Editing Employee Timecards 2011 ADP, Inc. 2-1 V _1EZ18CANENG

30 PART 1 > MODULE 2: MAINTAINING TIMECARDS Time Entry Methods Types of Time Entry Overview ezlabormanager supports several methods in which employees can record the hours they have worked. Your ADP representative will work with you to determine the method best suited to your company s payroll requirements. The format of the time entry pages that display in ezlabormanager depends on how your company s time reporting is set up. If your company uses the Lunch Out, Transfer, Absence, and Late Arrivals buttons for employee time entry, these buttons can be configured to display. Types and Descriptions Type Description Clocking Time-Based Hours-Based View Only Employees clock in and clock out using the buttons on the Home page in ezlabormanager or use a datacollection device. Clock in and out times are based on the system clock of the ADP machine on which ezlabormanager is loaded. This means that even if an employee uses different computers to clock in or out, both times are based on the same clock, ensuring that total recorded working time is accurate. Employees can view their timecards. Employees enter their in and out times on their timecards in ezlabormanager. If ezlabormanager is not available, employees may use a clock (or another data-collection device) to enter their hours. These employees can edit their timecards in ezlabormanager. Employees enter their hours on their timecards in ezlabormanager. If ezlabormanager is not available, employees may use a clock (or another data-collection device) to enter their hours. These employees can edit their timecards in ezlabormanager. Employees can use only a clock (or another datacollection device) to enter their time. They can view their timecards only in ezlabormanager ADP, Inc. 2-2 V _1EZ18CANENG

31 PART 1 > MODULE 2: MAINTAINING TIMECARDS Editing Employee Timecards What Are Timecard Exceptions? A timecard exception is generated when ezlabormanager processes a timecard that does not meet certain expectations or requirements. Examples The timecard is missing supervisor approval. The timecard is missing hours. The timecard is missing an in or out punch. The employee has clocked out early or late. The number of hours specified in the schedule does not match the number of hours worked. Processing Symbols and Descriptions Timecard exceptions are identified by symbols. The severity of a timecard exception is indicated by one of the following three symbols: Symbol Description Exceptions marked with the Error symbol must be resolved before the payroll can be processed. Exceptions marked with the Warning symbol do not have to be resolved, but they should be noted by a supervisor or an administrator before the payroll is processed. Note: Supervisor approvals can be required. This means that supervisor approvals, which are still indicated with a Warning symbol, must be recorded before the payroll can be processed. Your ADP representative can change the severity to an error. Exceptions marked with the Message symbol do not require action from a supervisor or administrator before the payroll can be processed, although you can choose to note them ADP, Inc. 2-3 V _1EZ18CANENG

32 PART 1 > MODULE 2: MAINTAINING TIMECARDS Using Timecard Manager The Timecard Manager Page Elements and Descriptions Element Pay Date Range Filters Employee Information Lookup button Description 2011 ADP, Inc. 2-4 V _1EZ18CANENG

33 PART 1 > MODULE 2: MAINTAINING TIMECARDS The Timecard Manager Page (Continued) Elements and Descriptions Element Links Processing symbols Entry fields Notes Description 2011 ADP, Inc. 2-5 V _1EZ18CANENG

34 PART 1 > MODULE 2: MAINTAINING TIMECARDS Adding Missed Punches Job Aid Scenario 1 On the second Thursday of the pay period, Frank Cavallo forgot to punch in when he returned from lunch. He left the office at 4:21 p.m. Correct Frank s punches. Instructions Step Action 1 In the Services list, select Administrator Services. 2 Select the Administration tab, Maintenance sub-tab. 3 Click the Timecard Manager link. 4 If the desired employee timecard does not display, on the Timecard Manager page (Single Employee View), beside the Find field, click the Lookup button. Then select the employee from the list. Result: The Timecard Manager page displays the timecard for the employee you selected. 5 In the Time In or Time Out column, edit or enter the missing hours as necessary. If the earnings code is incorrect, go to step 4; otherwise, proceed to step 5. 6 Click Submit. Result: The timecard is updated. The Unprocessed symbol displays in the updated row(s), and the Operation Successful message displays. Note: Advanced editing is available only for employees who record their start and stop times ADP, Inc. 2-6 V _1EZ18CANENG

35 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 2 On Wednesday of the first week, Frank Cavallo forgot to punch out for lunch at 12:45 p.m. and to punch back in when he returned from lunch at 1:45 p.m. He also forgot to punch out when he went home at 6:00 p.m. Add the missing punches to correct Frank s timecard. Instructions Step Action 1 In the Services list, select Administrator Services. 2 Select the Administration tab, Maintenance sub-tab. 3 Click the Timecard Manager link. 4 If the desired employee timecard does not display, on the Timecard Manager page (Single Employee View), beside the Find field, click the Lookup button. Then select the employee from the list. Result: The Timecard Manager page displays the timecard for the employee you selected.. 5 In the Time In or Time Out field, edit or type the missing hours as necessary. If an entire time pair is missed (for example, if an employee forgets to punch out and back in for lunch), click the Insert (+) icon to the left of the appropriate date to add a new row or use the Insert Time advanced editing feature. Edit the hours in the existing row and the new row as needed. 6 Click Submit. Result: The timecard is updated. The Unprocessed symbol displays in the updated row(s), and the Operation Successful message displays ADP, Inc. 2-7 V _1EZ18CANENG

36 PART 1 > MODULE 2: MAINTAINING TIMECARDS Deleting Punches Job Aid Scenario Frank punched out at 3:47 p.m. on the first Tuesday of the pay period. As he was leaving, a co-worker asked him for help. Frank stayed to assist on a project and punched out again at 4:30 p.m. This punch generated a new row with just the punch-out time, generating a missing out-punch exception. Enter the correct time out (4:30 p.m.) in the first row for Tuesday. Then delete the row that displays the extra time punch. Instructions Step Action 1 In the Services list, select Administrator Services. 2 Select the Administration tab, Maintenance sub-tab. 3 Click the Timecard Manager link. 4 If the desired employee timecard does not display, on the Timecard Manager page (Single Employee View), beside the Find field, click the Lookup button. Then select the employee from the list. Result: The Timecard Manager page displays the timecard for the employee you selected. 5 In the Time Out field of the first row, right-click and select Delete Time. Result: The time from the second row is moved to the Time Out field in the first row and the second row is marked for deletion. 6 Click Submit and then click OK. Result: The selected row is deleted ADP, Inc. 2-8 V _1EZ18CANENG

37 PART 1 > MODULE 2: MAINTAINING TIMECARDS Editing Hours Job Aid Scenario Thomas Evers entered seven hours on the first Monday in the pay period and called in sick on the first Friday. However, he actually worked eight hours on Monday. Edit his timecard to reflect the correct hours and earnings code, and then enter a note for his absence on Friday. Instructions Step Action 1 In the Services list, select Administrator Services. 2 Select the Administration tab, Maintenance sub-tab. 3 Click the Timecard Manager link. 4 If the desired employee timecard does not display, on the Timecard Manager page (Single Employee View), in the Find field, enter the employee's last name, and then in the Quick Find list, select the employee. Result: The Timecard Manager page displays the timecard of the employee you selected. 5 In the Hours field, edit or enter the missing hours. 6 To display the Quick Find list, click in the Earnings Code field twice. 7 In the Quick Find list, select the appropriate earnings code. Note: All codes for nonworked time, such as vacation, sick time, and jury duty, are entered the same way by selecting the appropriate earnings code from the list. 8 Click the Note icon. Then enter a note and click Done. Result: The Notes window closes and the Note icon displays in green with writing. 9 Click Submit. Result: The timecard is updated. The Unprocessed symbol displays in the selected row and the Operation Successful message displays ADP, Inc. 2-9 V _1EZ18CANENG

38 PART 1 > MODULE 2: MAINTAINING TIMECARDS Editing Days Job Aid Scenario Charles Fager is working the morning of the second Thursday in the pay period. He is taking the rest of the day as personal time. Your company tracks personal time in days. Edit his timecard to reflect the correct hours and earnings code. Note: To track nonworked time by days, ask your implementation specialist to enable this feature. Instructions Step Action 1 In the Services list, select Administrator Services. 2 Select the Administration tab, Maintenance sub-tab. 3 Click the Timecard Manager link. 4 If the desired employee timecard does not display, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected. 5 Click the Insert (+) icon for the desired workday to add another row. Then, in the relevant rows, enter the times in and out for the hours worked and the time that is tracked by days. 6 To display the Lookup button in the applicable row, click the Earnings Code field. 7 To open the Earnings Code Lookup window, click the Lookup button, select the appropriate day type earnings code, and then press Tab. Result: The Earnings Code Lookup window closes and the employee s earnings code is updated. The Days column displays. 8 Select the appropriate day part. 9 Click Submit. Result: The timecard is updated. The Unprocessed symbol displays in the selected row and the Operation Successful message displays. Important Information If you leave the Days field blank, the application will compare the employee's schedule and hours entered and populate that field with the appropriate value from the day part rule. The application will calculate the value only once. If you make a change to the time entry, the day part value will not be recalculated. You will need to manually edit the value in the Days field ADP, Inc V _1EZ18CANENG

39 PART 1 > MODULE 2: MAINTAINING TIMECARDS Correcting Department Transfers Job Aid Scenario On Friday morning, Frank was asked to assist the Service department (000100) with their phone calls for two hours. On Tuesday, Thomas was also asked to assist the Service department (000100) with their phone calls and to return on Thursday for four hours to help them with a presentation. Frank and Thomas forgot to assign their hours to the Service department. Their supervisor notices this omission and asks you to edit their timecards to include the correct number of hours in the department. Instructions Step Action 1 In the Services list, select Administrator Services. 2 Select the Administration tab, Maintenance sub-tab. 3 Click the Timecard Manager link. 4 If the desired employee timecard does not display, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected. 5 To determine the next step, use the following table: IF the transfer is a: Full workday Partial workday THEN: For an hours-based timecard, in the Hours field for the appropriate workday, enter the total hours. For a time-pair-based timecard, type the time in and out for the appropriate workday. For an hours-based timecard, in the Hours field, click the Insert (+) icon for the workday to add another row. Then, in the relevant rows, enter the hours for each department worked. For a time-pair based timecard, right-click the Time Out field for the workday, select Transfer, and in the relevant rows, enter the time in and out. 6 To display the Lookup button, click in the Department field. 7 To enter the applicable department code, click the Lookup button. Result: The Department Lookup window opens. 8 In the ID column, select the applicable department code. Result: The employee s department code is updated. 9 Click Submit. Result: The employee s timecard is updated. The Unprocessed symbol displays in the selected row, and the Operation Successful message displays ADP, Inc V _1EZ18CANENG

40 PART 1 > MODULE 2: MAINTAINING TIMECARDS Supervisor Approvals Job Aid Scenario Thomas's supervisor has asked you to approve Thomas's timecard. Using the Timecard Manager, approve all of Thomas's hours for the current pay period, including the days he worked in other departments. Instructions Step Action 1 In the Services list, select Administrator Services. 2 Select the Administration tab, Maintenance sub-tab. 3 Click the Timecard Manager link. 4 If the desired employee timecard does not display, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected. 5 In the Supervisor Approval column, select the option directly below the Supervisor Approval heading. Result: All timecard records in the Supervisor column are selected. 6 Click Submit. Result: The employee s timecard is approved ADP, Inc V _1EZ18CANENG

41 PART 1 > MODULE 2: MAINTAINING TIMECARDS Practice: Editing Timecards Overview The following practice consists of five scenarios that allow you to apply the knowledge you just learned. Read each scenario and follow the instructions in the appropriate ezlabormanager job aid. Practice Login Information To log on the training environment during this class, you must use the client name, user ID, and password provided by the instructor. Record your login information here: Client name User ID Password Scenario 1: Adding Missed Punches On the second Tuesday of the current time period, Frank Cavallo punched in at 9:58 a.m. He punched out for lunch and at the end of the day, but he forgot to punch in after lunch. His normal schedule is 10:00 a.m. to 4:00 p.m. with a half-hour lunch. You need to add a 12:30 p.m. lunch punch-in time to account for his missing punch and complete his shift for the day. Do not submit your changes. Instructions Refer to the Adding Missed Punches Job Aid." When you have finished, compare your results with the results provided on the following page, and then complete scenario ADP, Inc V _1EZ18CANENG

42 PART 1 > MODULE 2: MAINTAINING TIMECARDS Practice Results: Editing Timecards Scenario 1: Adding Missed Punches Results Note: The results display sample data ADP, Inc V _1EZ18CANENG

43 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 2: Deleting Punches Frank Cavallo punched in on the first Thursday of the time period at 8:54 a.m. Then, forgetting that he had already punched in, he punched in again five minutes later. This duplication created a time-pair error. As a result, when he punched out at 5:02 p.m., a second row was created in error. Replace the incorrect punch-out time with 5:02 p.m., and then delete the second row. Submit your changes. Instructions Refer to the Deleting Punches Job Aid." When you have finished, compare your results with the results provided on the following page, and then complete scenario ADP, Inc V _1EZ18CANENG

44 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 2: Deleting Punches Results Note: The results display sample data ADP, Inc V _1EZ18CANENG

45 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 3: Editing Hours Thomas Evers took a vacation day on the second Thursday of the current pay period. Assign the vacation earnings code to the eight hours on Thomas's timecard for that day. Instructions Refer to the Editing Hours Job Aid." When you have finished, compare your results with the results provided on the following page, and then complete scenario ADP, Inc V _1EZ18CANENG

46 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 3: Editing Hours Results Note: The results display sample data ADP, Inc V _1EZ18CANENG

47 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 4: Editing Days Charles Fager decided to take a personal day on the second Friday of the current pay period. Assign the personal earnings code to the entire day on Charles's timecard for that day. Instructions Refer to the Editing Days Job Aid." When you have finished, compare your results with the results provided on the following page, and then complete scenario ADP, Inc V _1EZ18CANENG

48 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 4: Editing Days Results Note: The results display sample data ADP, Inc V _1EZ18CANENG

49 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 5: Correcting Department Transfers On the first Monday of the current pay period, Raul Martinez's supervisor asked him to assist in the Implementation department from 1:00 p.m. to 5:00 p.m. Raul remembered to punch in and out for the day, but he forgot to assign his afternoon hours to the Implementation department. Transfer his time from 1:00 p.m. to 5:00 p.m. to department , Implementation. Instructions Refer to the Correcting Department Transfers Job Aid." When you have finished, compare your results with the results on the following page ADP, Inc V _1EZ18CANENG

50 PART 1 > MODULE 2: MAINTAINING TIMECARDS Scenario 5: Correcting Department Transfers Results Note: The results display sample data. Notice that until the time pair is processed completely, the lunch hour will not be deducted in the Daily Totals calculation. Therefore, result screen displays 8 hours instead of 7 in the Daily Totals column ADP, Inc V _1EZ18CANENG

51 PART 1 > MODULE 2: MAINTAINING TIMECARDS Debrief Notes 2011 ADP, Inc V _1EZ18CANENG

52 PART 1 > MODULE 2: MAINTAINING TIMECARDS Fixing Exceptions Overview You can find timecard exceptions in two ways: by type of exception and by employee. To find exceptions related to an individual employee's timecard, you need to display a list of exceptions by employee. Locating Expections by Employee Solutions and Descriptions Solution Description Approve Note Use Schedule No Solution Marks the time pair as approved and removes the exception from the time pair and from the exceptions summary. Indicates that you are aware of the exception but does not change the condition that caused the exception. This is a common solution for lowseverity exceptions. The exception is stored for future reference but no longer displays in the exceptions summary. This solution is irreversible. Resolves the exception by applying the employee's schedule to the time pair. This solution is common to exceptions caused by missing punches, incorrect time punches, or total hours. This option is available only if a schedule exists for the employee. The employee's schedule displays in parentheses to the right of the exception description so that you can evaluate the effect of applying the schedule to the employee's time pair. Resolves the exceptions that cannot be resolved using automatic solutions. To resolve these exceptions, click the time pair link to open Timecard Manager from which you can edit or delete the time pair as appropriate to resolve the exception ADP, Inc V _1EZ18CANENG

53 PART 1 > MODULE 2: MAINTAINING TIMECARDS Fixing Exceptions by Employee Job Aid Scenario To view the exceptions on Brenda Hahn's timecard, use View Exceptions by Employee. Correct Brenda's exceptions by selecting a solution or by editing the timecard. Instructions Step Action 1 In the Services list, select Supervisor Services. 2 On the Home tab, in the Exceptions by Employee section, click Employees in Current Pay Period. Result: The Employees with Exceptions in Current Pay Period page displays. 3 In the Time Pair Exceptions column, click the number beside the employee's name. Result: The Edit Exceptions page for the selected employee displays. 4 To determine the next step, use the following table: IF a solution: Is available Is not available THEN: Select the appropriate solution from the list and then click Submit To open Timecard Manager, click the time pair link and edit the timecard as necessary 2011 ADP, Inc V _1EZ18CANENG

54 PART 1 > MODULE 2: MAINTAINING TIMECARDS Fixing Exceptions by Type Job Aid Scenario To list exceptions that require supervisor approval, use View Exceptions by Type. Instructions Step Action 1 In the Services list, select Supervisor Services. Result: The Home tab displays. 2 On the Home tab, in the Exceptions by Employee section, click View by Type. Result: The Exceptions by Type page displays. 3 In the Exceptions column, click a link to view the exception. Result: The selected exception details display. 4 Approve timecards. IF you want to approve: Total hours for one or more employees Each time pair for each employee THEN: On the Summary View sub-tab, select the appropriate pay date range and pay cycle. In the Solutions/Approve column, select one or multiple employees. Click Approve. On the Detail View sub-tab, select the appropriate pay date range and pay cycle. In the Solution/Approve column, select the time pair. Click Submit. Note: You can approve supplemental earnings for the selected employee by clicking the Supplemental Earnings link in Timecard Manager. Important Information Depending on how your company s pay policies are configured to calculate and summarize hours, the totals on the Summary View may be different from the totals for the Detail view. Please note that the employee s pay data is based on the totals from the Summary view. You can only approve time pairs on the Supervisor Approval Required page. If you want to approve Supplemental Earnings, click the Supplemental Earnings link in Timecard Manager ADP, Inc V _1EZ18CANENG

55 PART 1 > MODULE 2: MAINTAINING TIMECARDS Module 2 Summary Knowledge Check 1. What are timecard exceptions? 2. What is one example of an exception by type? 3. Where can you quickly find a list of exceptions by employee? 4. How do you correct department transfers for a partial work day for employees who record their start and stop times? 2011 ADP, Inc V _1EZ18CANENG

56 PART 1 > MODULE 2: MAINTAINING TIMECARDS Part 1 Closing Part 2 Preview Upon completing the next part of the course, you will be prepared to: Create and view schedules Assign employees to those schedules Training Evaluation Thank you for attending part 1 of the ezlabormanager for Administrators course. If required, please take a moment to complete the evaluation ADP, Inc V _1EZ18CANENG

57 ezlabormanager for Administrators Part 2: Employee Scheduling Module 3: Creating and Viewing Schedules Handout Manual

58

59 PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES Part 2 Introduction Agenda This part of the course consists of the following modules: Module 3: Creating and Viewing Schedules Module 4: Assigning Schedules to Employees and Reviewing Time Off Requests 2011 ADP, Inc. 3-1 V _2EZ18CANENG

60 PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES Module 3 Introduction Purpose This module prepares you to create recurring schedules that repeat over time. Topics This module includes the following topics: Creating Schedules Viewing and Filtering Employee Schedules 2011 ADP, Inc. 3-2 V _2EZ18CANENG

61 PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES Creating Schedules What Is a Schedule? A schedule contains information about a typical workday for an employee. For example, a schedule could include details such as starting and stopping times, the time allocated for lunch, and earnings codes. Types of Schedules Overview In ADP's ezlabormanager, you can create two types of schedules: Daily Recurring Types and Descriptions Type Description Example Daily Schedule Recurring Schedule Use to assign a schedule to one or more employees for specific days only Use to assign a repeatable schedule to one or more employees for multiple days Samantha Barbato is assigned a morning shift of 7:00 a.m. to 3:00 p.m. Since she is scheduled to attend a training session from 9:00 a.m. to 5:00 p.m. on Wednesday, her supervisor will assign her a daily schedule for that day. Mary MacGill will work from 9:00 a.m. to 5:00 p.m. from Monday to Thursday. Mary's administrator will create the 9:00 a.m.- 5:00 p.m. recurring schedule, and her supervisor will assign the schedule to her. Role Differences by Task Both supervisors and administrators can create and assign daily schedules. Supervisors can assign recurring schedules but cannot create them. Only administrators can create recurring schedules ADP, Inc. 3-3 V _2EZ18CANENG

62 PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES Creating Recurring Schedules Job Aid Scenario Create a 6:00 a.m. to 2:00 p.m. (Monday to Friday) recurring schedule and name it 6a-2pXX. (Replace XX with your jdexter user ID number.) Instructions Step Action 1 In the Services list, select Administrator Services. 2 Select the Administration tab, Maintenance sub-tab. 3 Click Recurring Schedules. 4 On the Recurring Schedule page, click Add New. Result: The new recurring schedule displays. 5 Enter the recurring schedule name, description, start date, week number, days of the week, time in, and time out. 6 Click Submit to save the changes. Result: The recurring schedule is created. Note: You also can modify or delete an existing recurring schedule on this page ADP, Inc. 3-4 V _2EZ18CANENG

63 PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES Viewing and Filtering Employee Schedules Using the Schedule Editor Job Aid Elements and Descriptions Element Schedule Types Date Range View Mode In & Out Times Hours Labor Charges Compact Description Total Scheduled Hours for Each Employee Grand Total Daily Total Monthly Schedule 2011 ADP, Inc. 3-5 V _2EZ18CANENG

64 PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES Viewing and Filtering Employee Schedules Job Aid Scenario You want to view schedules for employees who meet certain criteria. Instructions Step Action 1 In the Services list, select Supervisor Services. 2 Select the Schedules tab. 3 To select an employee filter, click the Employee Filter icon. Result: A list of filters displays. 4 In the Filter Name column, select the filter you want to apply. Result: Employees matching the filter criterion display in the schedule grid. 5 In the Schedule Filter list, select an existing filter. Result: Employees with schedules matching the schedule filter display in the schedule grid. 6 Select a date range using the Calendar icons (if required). 7 Click Find. Note: You can click the back and forward arrows to scroll back and forward based on the number of days defined in your selected date range ADP, Inc. 3-6 V _2EZ18CANENG

65 PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES Module 3 Summary Topics This module included the following topics: Creating Schedules Viewing and Filtering Employee Schedules 2011 ADP, Inc. 3-7 V _2EZ18CANENG

66

67 ezlabormanager for Administrators Part 2: Employee Scheduling Module 4: Assigning Schedules to Employees and Reviewing Time Off Requests Handout Manual

68

69 PART 2 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Module 4 Introduction Topics This module includes the following topics: Assigning Schedules to Multiple Employees Editing Assigned Schedules Reviewing Time Off Requests 2011 ADP, Inc. 4-1 V _2EZ18CANENG

70 PART 2 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Assigning Schedules to Multiple Employees Assigning a Schedule to Multiple Employees Job Aid Scenario Starting today, assign Frank Cavallo and John Davis to a 6:00 a.m. to 2:00 p.m. recurring schedule. Instructions Step Action 1 In the Services list, select Supervisor Services. 2 Select the Schedules tab, Recurring Schedules sub-tab. 3 In the Action field, select Assign Multiple. Result: The Assign Recurring Schedules page displays. 4 Click in the Recurring Schedule field, and then select a recurring schedule from the Quick Find list. Note: You can preview the selected recurring schedule by clicking the Preview link. 5 In the Start Week field, type the week number for which you want the schedule to begin. 6 In the Start Date field, enter a starting date or select a start date from the calendar. Note: If the selected starting date is not within the date range selected, a message displays. Click OK. Otherwise, adjust the date range. 7 In the End Date field, enter an ending date or leave it blank. 8 Click an employee's name to select the employee. Note: To select more than two adjacent employees quickly, select the first employee you want in the list, hold the Alt key, and then select the last employee. The first and last employee names, plus all the names listed between them, are highlighted in green to show they are selected. To clear the selection of multiple adjacent employee names, press the Alt key and click any highlighted name. 9 Click Submit. Result: The recurring schedule is assigned to the selected employees. Note: If you want to edit the recurring schedule assignment, in the Recurring Schedule field, select Edit Single. You can edit the Start Week, Start Date, and End Date fields and then submit the changes ADP, Inc. 4-2 V _2EZ18CANENG

71 PART 2 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Editing Assigned Schedules Editing an Assigned Schedule for an Employee Job Aid Scenario Frank Cavallo has been assigned to the 6:00 a.m. to 2:00 p.m. schedule. Next Wednesday, he needs to work in the Training and Development department (014000) from 9:00 a.m. to 5:00 p.m. Edit Frank's schedule for next Wednesday. Note: You can use this job aid to assign, edit, or delete a schedule for one day for one employee. Instructions Step Action 1 In the Services List, select Supervisor Services. 2 Select the Schedules tab, Daily Schedules sub-tab. 3 Select the appropriate date range and employee to assign the schedule. 4 Select Edit Single. 5 Click the cell corresponding to the employee and date you wish to edit, add, or delete. Result: The Edit a Single Schedule editor displays the schedule details. If the employee is assigned to a recurring schedule, the in and out times, along with the hours, display in the editor. Otherwise, those fields are blank. 6 To determine the next step, use the following table: IF you want to: Add a new schedule or edit an existing schedule for the selected date Assign nonworked time to the selected employee Delete a selected schedule for the selected date THEN: In the In, Out, Earnings Code, Lunch Plan, and Department fields, enter the required data In the Hours field, enter the amount of nonworked hours if required, and select the earnings code that you want to assign to the nonworked hours Click Delete Selected. Skip step ADP, Inc. 4-3 V _2EZ18CANENG

72 PART 2 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Instructions (Continued) Step Action 7 Click Apply. (This step does not apply if you want to delete a schedule for the selected date.) Note: If you want to add, edit, or delete another day's schedule for an employee, repeat the above steps. 8 Click Submit ADP, Inc. 4-4 V _2EZ18CANENG

ezlabormanager for Supervisors Handout Manual

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