HR - Tracking Benefits and Human Resources. Handout Manual

Transcription

1 HR - Tracking Benefits and Human Resources Handout Manual V PR185CMB ADP, Inc.

2 ADP s Trademarks The ADP Logo is a registered trademark of ADP, Inc. ADP Workforce Now is a trademark of ADP, Inc. 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 and retrieval system, without the express written permission of ADP.

3 PREFACE Contents Course Introduction Course Purpose... 1 Course Objectives... 1 Course Agenda... 2 Part 1: Benefits Tracking Module 1 Introduction Topics Logging On Overview Activity: Logging On Overview of Benefits Tracking What Is Benefits Tracking? Implementation Tasks Benefits Tracking Implementation Checklist Activity: Setting Up Benefits Tracking Viewing Online Help for Benefits Tracking Job Aid Key Points Module 1 Summary Knowledge Check Module 2: Creating Benefit Plans Module 2 Introduction Topics Overview Benefit Plans and Types What Is a Benefit Plan? Benefit Plan Types What Is a Benefit Provider? Setting Up Your Benefit Plan What Is the Benefit Tracking Wizard? Ativity: Viewing a Benefit Plan Job Aid Activity: Creating a Benefit Plan Setting Up a Retirement Plan Job Aid Activity: Setting Up a Life Insurance Plan as a Company- Paid Benefit Fields Used in Benefit Plans Creating Your Own Benefit Plans ADP, Inc. iii V PR185CMB2

4 PREFACE Practice: Setting Up an FSA Plan Practice Results: Setting Up an FSA Plan Debrief Key Points Module 2 Summary Knowledge Check Module 3: Enrolling Employees and Dependents and Assigning Beneficiaries Module 3 Introduction Topics Overview The Benefit Enrollment Process Description Guidelines for Implementation Viewing an Employee's Enrollment Job Aid Activity: Enrolling an Employee in a Plan Viewing an Employee's Deductions Job Aid Impact on Employee Payroll Deductions Dependent and Beneficiary Records Activity: Enrolling a Dependent Activity: Assigning a Beneficiary Key Points Module 3 Summary Knowledge Check Module 4: Workshop Module 4 Introduction Topics Workshop Setting Up Benefit Plans and Enrolling an Employee Workshop Results Create a Benefit Provider Create a Benefit Plan Enroll Employees and Dependents Debrief Part 1 Closing (VC Only) Part 2 Preview Additional Training Training Evaluation ADP, Inc. iv V PR185CMB2

5 PREFACE Part 2: Modifying Benefit Plans and Generating Reports Module 5: Updating or Ending Benefit Plans and Enrollments Module 5 Introduction Topics Benefit Plan Review Activity: Guided Practice: View an Existing Benefit Plan and Enrollment Updating Benefit Plans Modifying a Benefit Plan What Is a Mass Update? Initiating a Mass Update Viewing an Existing Enrollment Job Aid Activity: Running a Mass Update Viewing an Updated Deduction Job Aid Ending Benefit Plans Activity: Ending a Benefit Plan Reassigning a Deduction Code Modifying Enrollments Why Would You Modify an Enrollment? Ending an Enrollment Ending a Dependent's Enrollment or Beneficiary's Assignment Viewing Enrollment Information Job Aid Activity: Ending an Employee's Enrollment Viewing Updated Enrollment Information Job Aid Deleting Enrollments COBRA Events Viewing a COBRA Contact Job Aid Activity: Creating a COBRA Event Key Points Module 5 Summary Knowledge Check Module 6: Reporting on Benefits Tracking Module 6 Introduction Topic Reporting on Benefits Tracking Benefit Tracking Audit Reports Viewing an Audit Report Job Aid ADP, Inc. v V PR185CMB2

6 PREFACE Using Your Reporting Tool Module 6 Summary Module 7: Workshop Module 7 Introduction Topics Workshop Changing an Existing Benefit Plan and Creating a COBRA Event Workshop Results Change Coverage-Level Details Results Vision Care Benefit Plan Summary Results Change to Employee Premium Frank Cavallo Termination Results COBRA Event Results Frank Cavallo Summary Results Debrief Exploring ADP Workforce Now Overview Accessing ADP Workforce Now Job Aid Navigating ADP Workforce Now Job Aid Part 2 Closing (VC Only) Part 3 Preview Additional Training Continuing Education Credits HR - Tracking Benefits and Human Resources (75120) Training Evaluation Part 3: Human Resource expert Module 8: Implementing Human Resource expert- Module Introduction Topics Overview of HR What Is the HR Module? HR Core Features Implementation Overview Stages in Setting Up HR Enabling Human Resource expert Job Aid ADP, Inc. vi V PR185CMB2

7 PREFACE User Profiles What Is a User Profile? Activity: Modifying a User Profile H/R Administrator Profile Defaults Validation Tables What Is a Validation Table? Activity: Reviewing Validation Tables Validation Table Categories Viewing Online Help for Validation Tables Job Aid Activity: Updating a Validation Table What Is Meant by Assigning a Business Unit to an Employee? Activity: Assigning a Business Unit to an Employee Required Fields What Fields Are Required in HR? mplementation Reports and Pages Viewing the Required Fields Page Job Aid Activity: Running the Required Fields Report Activity: Viewing the Terminated Employees Page Key Points Module 8 Summary Knowledge Check Module 9: Tracking Human Resource Information Module 9 Introduction Topics HR Tracking Entering Statutory Compliance and Other HR Data Statutory Compliance What Is Statutory Compliance Information? Entering Statutory Compliance Information Job Aid Viewing Online Help for HR Pages Job Aid Practice: Entering Statutory Compliance Information Practice Results: Entering Statutory Information Debrief Other HR Information What Is Included in Other HR Information? Activity: Entering Company Property ADP, Inc. vii V PR185CMB2

8 PREFACE Activity: Entering a Certification Custom User-Defined Fields Activity: Creating and Assigning a Custom User-Defined Field Performance Management What Is Performance Management? Understanding the Performance Management Process Templates and Rating Scale Creating a Performance Management Plan Job Aid Activity: Creating and Assigning a Performance Management Plan Activity: Completing the Performance Review Practice: Creating and Assigning a Performance Plan Practice Results: Creating and Assigning a Performance Plan Debrief HR Employee Reports with Human Resource expert Enabled HR Employee Reports with or without Human Resource expert Enabled Viewing Online Help for Reports Job Aid Practice: Running an HR Report Debrief Key Points Exploring ADP Workforce Now Overview Accessing ADP Workforce Now Job Aid Navigating ADP Workforce Now Job Aid Module 9 Summary Knowledge Check Course Closing Course Objectives Important Information Continuing Education Credits HR - Tracking Benefits and Human Resources (75119) Next Steps Training Evaluation ADP, Inc. viii V PR185CMB2

9 Course Introduction Course Purpose This course prepares you to use benefits tracking to manage and report on benefit plans and enrollments, as well as to maintain and report on Government Compliance and other human resource information. Course Objectives Upon completing this course, you will be prepared to: Set up and maintain benefit plans Set up and maintain benefit enrollments Report on benefit enrollments Maintain Government Compliance and other human resource information Report on Government Compliance and other human resource information 2010 ADP, Inc. 1 V PR185CBM2

10 Course Agenda Part 1: Benefits Tracking Part Part 2: Modifying Benefit Plans and Generating Reports Part 3: Human Resource expert Modules Module 1: Getting Started with Benefits Tracking Module 2: Creating Benefit Plans Module 3: Enrolling Employees and Dependents and Assigning Beneficiaries Module 4: Workshop Module 5: Updating or Ending Benefit Plans and Enrollments Module 6: Reporting on Benefits Tracking Module 7: Workshop Module 8: Implementing Human Resource expert Module 9: Tracking Human Resource Information 2010 ADP, Inc. 2 V PR185CBM2

11 HR - Tracking Benefits and Human Resources Part 1: Benefits Tracking Module 1: Getting Started with Benefits Tracking Handout Manual

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13 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Part 1 Introduction In This Part: Module 1: Getting Started with Benefits Tracking Module 2: Creating Benefit Plans Module 3: Enrolling Employees and Dependents and Assigning Beneficiaries Module 4: Workshop Module 1 Introduction Topics This module includes the following topics: Logging On Overview of Benefits Tracking Implementation Tasks Summary 2010 ADP, Inc. 1-1 V _1PR185CMB2

14 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Logging On Overview To log on, you will need the following: Digital certificate User ID Password Activity: Logging On Instructions Step Action 1 Enter the following URL: 2 On the Portal page, click Administrator Login. Result: You are prompted to select your digital certificate. 3 Select your digital certificate and click OK. 4 Enter you user name and password and click OK. 5 Click My ADP. 6 Click Pay expert ADP, Inc. 1-2 V _1PR185CMB2

15 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Overview of Benefits Tracking What Is Benefits Tracking? Benefits Tracking is a core feature of the HR module that enables you to manage benefits and enrollment information. Examples Benefits Tracking streamlines the benefits administration process by enabling you to manage benefits and the enrollment process. With Benefits Tracking, you can: Define and manage benefit providers Define and manage benefit plan information, including Coverage levels Benefit costs and premiums Plan start dates and end dates Enroll employees in benefit plans Manage dependent and beneficiary information Manage dependent and beneficiary enrollment information Manage benefit plan payroll deductions Generate audit reports Use your reporting tool to create ad hoc reports 2010 ADP, Inc. 1-3 V _1PR185CMB2

16 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Implementation Tasks Benefits Tracking Implementation Checklist Overview Before you can use Benefits Tracking, you must perform several setup tasks. Although Benefits Tracking has already been activated, you should be familiar with the four stages required to set up Benefits Tracking. Description These stages are required in setting up Benefits Tracking: Stage 1 Activate Benefits Tracking. 2 Create or modify user profiles. 3 Set up validation tables. 4 Create benefit providers and plans. Description 2010 ADP, Inc. 1-4 V _1PR185CMB2

17 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Activity: Setting Up Benefits Tracking Instructions: Part 1 Activate Benefits Tracking These steps are for reference only, as Human Resource expert and Benefits have already been activated. Review each of these steps: Step 1 Click Setup. 2 Under General, select System Options. Action 3 Notice that both Human Resource Expert and Benefits Tracking have been selected. 4 Click Save. Important Information Masking the Social Security Number To address privacy concerns about the use and display of social security numbers, you can choose to mask or hide social security numbers for employees and their dependents and beneficiaries. For each user profile, you select how you want to display social security numbers within the application and on reports. The options, found in the SSN Display section of the User Profiles page, are as follows: No Display: XXX-XX-XXXX Masked Display: XXX-XX-6789 (default) Full Display: Note: When Masked Display or No Display is selected for a user profile, searching and sorting by social security number is not available throughout the application ADP, Inc. 1-5 V _1PR185CMB2

18 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Instructions: Part 2 Modify User Profiles Step 1 Click Setup. 2 Under Users, select User Profiles. Action 3 In the User Profile Name column, click the H/R Administrator link. 4 Under SSN Display, make sure that Masked Display (XXX-XX-7689) is selected for the user interface and reports. 5 Select the Setup tab. 6 On the Setup page, click to select Benefits Tracking, if needed. 7 Click Done ADP, Inc. 1-6 V _1PR185CMB2

19 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Instructions: Step 3 Set Up Validation Tables Step Action 1 Click Setup. 2 Under General, select Validation Tables. 3 Select Benefits. 4 Select Cobra Qualifying Event. 5 Add the desired values. 6 Click Back to Validation Tables Menu. Important Information The following table lists validation tables used in Benefits Tracking: Core Feature Validation Table Benefits COBRA Personal Benefit Providers Health and Welfare Type Insurance Category COBRA Cost COBRA Qualifying Event COBRA Contacts Relationship 2010 ADP, Inc. 1-7 V _1PR185CMB2

20 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Viewing Online Help for Benefits Tracking Job Aid Scenario In this demonstration, you will see how to access context-sensitive help, as well as how to access the Benefits Tracking Setup Guide. Instructions: Part 1 Online Help (Support Center) Step Action 1 From any page in the application, click the Help icon (question mark). Result: Page Help displays. 2 The Contents tab displays a Table of Contents for the Help System. 3 Select a topic. 4 Click the X in the upper-right corner to close the window. Instructions: Part 2 Online Help (Guides) Step Action 1 From any page in the application, click the Support Center icon. 2 Select Product Documentation > Payroll Products > Pay expert. 3 Select Guides. 4 On the ADP Support Center page, select Training > Product Training ADP, Inc. 1-8 V _1PR185CMB2

21 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Additional Resources Another way to access the Support Center is to go to Key Points Implementing benefits tracking is a four-stage process: 1. Activate Benefits Tracking. 2. Create or modify user profiles. 3. Set up validation tables. 4. Create benefit plans and providers. Social security number masking is an attribute of the user profile. Define all Benefits Tracking validation tables except the COBRA Qualifying Event table. Online Help and the Benefits Tracking Setup Guide provide assistance on setting up your benefit plans ADP, Inc. 1-9 V _1PR185CMB2

22 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Module 1 Summary Knowledge Check 1. What is the most likely reason a user would be unable to see benefit plans? a. They have activated Benefits Tracking but not Human Resource expert. b. They need to start a new payroll cycle. c. They do not have access to system-level tables. d. They need to be granted access based on their user profile ADP, Inc V _1PR185CMB2

23 HR - Tracking Benefits and Human Resources Part 1: Benefits Tracking Module 2: Creating Benefit Plans Handout Manual

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25 PART 1 > MODULE 2: CREATING BENEFIT PLANS Module 2 Introduction Topics This module includes the following topics: Overview - Benefit Plans and Types Setting Up Your Benefit Plan Summary 2010 ADP, Inc. 2-1 V _1PR185CMB2

26 PART 1 > MODULE 2: CREATING BENEFIT PLANS Overview Benefit Plans and Types What Is a Benefit Plan? In Benefits Tracking, a benefit plan describes the actual benefit. For example, a benefit plan contains information such as a PPO, with coverage levels, costs to the employer and employee, provider information, and plan start and end dates. Benefit Plan Types Overview You can set up five types of benefit plans in Benefits Tracking. Types and Descriptions The following table describes the plan types and definitions, the existing plans in the training database, and the new plans that you will create. Plan Type Description Existing Plans New Plans Health & Welfare Provides medical, surgical, or hospice care Cigna Medical Indemnity Delta Dental DMO Delta Dental PPO Vision Care AetnaCare Aetna Dental PPO WellBeing Medical HMO Flexible Spending Account (FSA) Allows employees to contribute pretax dollars to a fund that pays for certain healthcare or dependent care expenses not covered by health and welfare plans Dependent Care FSA Health Care FSA Retirement and Savings Allows employees to contribute money to retirement accounts or other savings accounts 401(k) Insurance Provides coverage in the event of death or disability. They are defined within Human Resource expert as benefit plans for all nonmedical insurance plans. Personal Accident Insurance Miscellaneous A benefit plan that does not fall into any of the other four categories 2010 ADP, Inc. 2-2 V _1PR185CMB2

27 PART 1 > MODULE 2: CREATING BENEFIT PLANS What Is a Benefit Provider? The benefit provider is the organization that provides services for a benefit plan. A benefit provider is usually a third party such as an insurance carrier. The benefits administrator is responsible for adding benefit providers to the system. The benefit providers added will later be associated with the benefit plans the provider supplies. A benefit provider can be associated with multiple benefit plans ADP, Inc. 2-3 V _1PR185CMB2

28 PART 1 > MODULE 2: CREATING BENEFIT PLANS Setting Up Your Benefit Plan What Is the Benefit Tracking Wizard? Benefits Tracking provides a wizard to guide you through the process of creating a new benefit plan. The wizard presents up to six different steps to ensure that you capture the needed data. The exact number of steps in the wizard depends on the type of benefit plan you are creating. For example, when you create a medical benefit plan, six steps are required. However, a retirement plan requires only five steps. In each case, the wizard presents the exact number of steps required to create the plan. Activity: Viewing a Benefit Plan Job Aid Scenario Let's look at an existing benefit plan, Cigna Medical Indemnity. Instructions Step Action 1 Review the benefit plan information. 2 Review the benefit plan details. 3 Review the coverage-level details: Health & Welfare Insurance Miscellaneous 4 Review the selected company codes. 5 Review the deduction details. Note: Deduction details are only available for certain plan types. 6 Review the Benefit Plan Summary. Important Information You can edit the following information: Plan information such as contact information Plan details such as plan dates or policy information Coverage-level details for health and welfare, insurance, and miscellaneous plans (for example, coverage level, employee cost, or employer cost) Deduction details such as deduction information at the coverage level or plan level, depending on the type of plan 2010 ADP, Inc. 2-4 V _1PR185CMB2

29 PART 1 > MODULE 2: CREATING BENEFIT PLANS Activity: Creating a Benefit Plan Overview Benefits Tracking provides a wizard to guide you through the benefit plan setup process. Depending on the type of plan you select, you will be presented with up to six different steps. Scenario A new benefit plan, Aetna Dental PPO, is available to employees for the upcoming benefit year. You need to add this dental plan to Benefits Tracking. You will also be creating a new benefit provider. Instructions: Step 1a Enter Benefit Plan Information Step Action 1 Click Setup. 2 Under Human Resources, select Benefit Plans. 3 Click Add New. 4 In the Plan Type field, select Health & Welfare. 5 Click Next. 6 In the Plan Name field, type Aetna Dental PPO. 7 In the Provider field, click the plus sign (+) next to the list. Result: The validation table for a benefit provider displays. Instructions: Step 1b Enter Benefit Provider Information Step Action 1 In the Provider ID field, type In the Provider Name field, type Aetna PPO. 3 In the Street Address 1 field, type 8037 Colesville Rd. 4 In the City field, type Silver Spring. 5 In the State field, select Maryland. 6 In the ZIP Code/Postal Code field, type ADP, Inc. 2-5 V _1PR185CMB2

30 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 1c Enter Benefit Provider Contact Details Step Action 1 In the Contact Information area, Name field, type Linda Marks. 2 In the Title field, type Client Services Manager. 3 In the field, type [email protected]. 4 In the Phone Number field, type (301) Note: When entering phone numbers and social security numbers, type the numbers without any spaces or special characters. Once you leave the field, the system will automatically format your entry. 5 Click Done. Note: The Benefit Plan Information page displays. 6 In the Provider list, select Aetna PPO In the Plan Start Date field, enter today's date. Note: Use the shortcut key Y, D, or T as a shortcut to entering yesterday, today, or tomorrow's date. 8 Click Next. Instructions: Step 2 Enter Benefit Plan Details Step Action 1 In the Health & Welfare Type field, select D-Dental. 2 In the Policy ID field, type In the Plan Number field, type In the Group Number field, type In the Cost Period field, select Monthly. 6 In the Deduct from Payroll field, select Primary Position. 7 Select Core Coverage, Pretax Deduction, Allow Dependents, COBRA Eligible, and HIPAA Eligible. 8 Click Next ADP, Inc. 2-6 V _1PR185CMB2

31 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 3 Enter Coverage Level Details Step Action 1 Click Add New. 2 In the Coverage Level field, type Employee. 3 In the Employee Cost field, type In the Employer Cost field, type Click Add New. 5 In the Coverage Level field, type Employee In the Employee Cost field, type In the Employer Cost field, type Click Add New. 8 In the Coverage Level field, type Family. 9 In the Employee Cost field, type In the Employer Cost field, type Click Next ADP, Inc. 2-7 V _1PR185CMB2

32 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 4 Select Company Codes Step Action 1 In Available Companies, select Geneva Entertainment. 2 Click the single arrow. 3 Click Next. Instructions: Step 5 Enter Deduction Details Step Action 1 In the Deduction field, select D-Dental-High Ded. 2 Click Apply. 3 Click Next ADP, Inc. 2-8 V _1PR185CMB2

33 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 6 Review the Benefit Plan Summary Step 1 Verify the accuracy of the data entered. 2 Click Done. Action 2010 ADP, Inc. 2-9 V _1PR185CMB2

34 PART 1 > MODULE 2: CREATING BENEFIT PLANS Setting Up a Retirement Plan Job Aid Overview Not all benefit plans require six steps. In this demonstration of setting up a retirement plan, observe how this setup differs from the Health and Welfare benefit type. Scenario The company offers a 401(k) plan which you must create. Prudential is the benefit provider for this plan. The plan allows for a contribution maximum of 20 percent per year. The company matches up to 3 percent of an employee s salary. Instructions: Step 1 Enter Benefit Plan Information Step 1 Click Add New. 2 The plan type is Retirement and Savings. 3 Indicate the plan name. 4 Indicate the plan provider. 5 Click Next to begin entering benefit plan details. Action Instructions: Step 2 Enter Benefit Plan Details Step 1 Enter the plan start date. Action 2 Indicate whether a dollar or percentage deduction will be used. 3 Enter the employee contribution and the employer matching contribution. 4 Select whether the plan allows beneficiaries and pre-tax deductions, and whether it is a defined contribution plan. Select Primary Position. 5 Click Next to begin entering company codes. Instructions: Step 3 Select Company Codes Step Action 1 Select the company code to which this benefit applies. 2 Click Next to begin entering the deduction details ADP, Inc V _1PR185CMB2

35 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 4 Enter Deduction Details Step Action 1 Select the appropriate deduction code. 2 Click Next to begin reviewing the benefit plan summary. Instructions: Step 5 Review the Benefit Plan Summary Step 1 Verify the accuracy of the data entered. 2 Click Done. Action 2010 ADP, Inc V _1PR185CMB2

36 PART 1 > MODULE 2: CREATING BENEFIT PLANS Activity: Setting Up a Life Insurance Plan as a Company- Paid Benefit Overview Now we will set up a life insurance plan as a company-paid benefit, which does not require an employee contribution. Remember to select the Company Paid check box in step 2 of the wizard. Scenario The company is now offering a basic life insurance plan as a company-paid benefit which you must set up. This plan is being offered to employees, dependents, and beneficiaries. Instructions: Step 1a Enter Benefit Plan Information Step Action 1 Click Setup. 2 Under Human Resources, select Benefit Plans. 3 Click Add New. 4 On the Add New Benefit Plan page, select Insurance. 5 Click Next. 6 In the Plan Name field, type Met Life. Instructions: Step 1b Enter Benefit Provider Information Step Action 1 In the Provider field, click the plus sign (+) next to the list. Result: The validation table for a Benefit Provider will display. 2 In the Provider ID field, type In the Provider Name field, type Met Life. 4 Under Contact Information, in the Name field, type Bill Davis. 5 Click Done. Result: The Benefit Plan Information page displays. 6 In the Provider list, select Met Life In the Plan Start Date field, enter today's date. 8 Click Next ADP, Inc V _1PR185CMB2

37 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 2 Enter Benefit Plan Details Step Action 1 In the Insurance Plan Category field, select Basic Life Insurance. 2 Under Plan Options, select Company Paid. Result: The message, "Because the Company Paid Indicator is Yes, you cannot assign Deduction codes to this plan" displays. 3 Click OK. 4 Select Allow Beneficiaries. 5 Click Next. Instructions: Step 3 Enter Coverage Level Details Step Action 1 On the Coverage Level Details page, click Add New. 2 In the Coverage Level field, type Employee. 3 Click Next. Result: The Benefit Plan Summary page displays. Instructions: Step 4 Review the Benefit Plan Summary Step Action 1 Review the Benefit Plan Summary page. 2 Click Done ADP, Inc V _1PR185CMB2

38 PART 1 > MODULE 2: CREATING BENEFIT PLANS Fields Used in Benefit Plans Overview The following table provides descriptions of the fields used in the Benefit Plans. Fields and Descriptions Field Description Plan End Date Deduct from Payroll Company Paid Cost Period This is the date when a benefit plan will no longer be available for enrollment. Note: As soon as you populate the Plan End Date field, the plan ends immediately regardless of the date you entered. Employees cannot be enrolled in the plan, and active employee enrollments will also end. This occurs regardless of whether the entry is a past, current, or future date. The value entered determines whether you can assign deductions to the benefit plan. It also controls the position from which to deduct. If None is selected, the benefit cost is not deducted from an employee s pay; no deduction codes can be assigned. If Primary Position is selected, the deductions are associated with the position that is designated as the employee s primary position. Note: For retirement and savings plans with percentage contributions, the option All Payrolls is available. If All Payrolls is selected, retirement and savings contributions will be taken from all the employee s positions, not just the primary position. This field indicates that the benefit is paid by the company. If this field is selected, deduction codes cannot be assigned to the plan. Note: This field is available for insurance plans only. This field indicates the period associated with the employee cost or contribution amount that is entered in step 3. You can enter employee costs or contribution amounts based on annual, monthly, or per-pay-period cost periods. This field must be populated if at least one deduction code is assigned to the plan. Note: If this field is populated, the Employee Cost field in step 3 must also be populated ADP, Inc V _1PR185CMB2

39 PART 1 > MODULE 2: CREATING BENEFIT PLANS Fields and Descriptions (Continued) Field Defined Contribution Plan Core Coverage Annual Enrollment Required Pretax Deduction COBRA Eligible HIPAA Eligible Allow Dependents Description This field indicates the plan is one to which employees contribute, such as a Retirement and Savings plan. This field is for recordkeeping purposes only. Selecting this option indicates that this plan is available to all employees who meet general eligibility requirements. This field is for recordkeeping only. Selecting this option indicates that the employee s election in this plan expires at the end of each plan year. This field is for recordkeeping only and will not be used to re-enroll employees. Selecting this option indicates that the employee s contribution or premium is taken from pretax dollars. This field is for recordkeeping only and is not used to determine the deduction calculation. Selecting this option indicates that the plan is eligible for COBRA. Choosing this option does not enable COBRA compliance reporting. Note: You must select this option to ensure the benefit plan is available when generating COBRA continuation letters. Selecting this option indicates that the plan is HIPAA eligible. Selecting this option indicates that dependents can be assigned to enrollments in this plan. This option is only available for Health & Welfare, Insurance, and Miscellaneous type plans. If this field is selected when you enroll the employee, you can select the employee s dependents ADP, Inc V _1PR185CMB2

40 PART 1 > MODULE 2: CREATING BENEFIT PLANS Fields and Descriptions (Continued) Field Description Allow Beneficiaries Eligibility/Plan Comments Employee Cost Employer Cost Selecting this option indicates that beneficiaries can be assigned to enrollments in this plan. This option is available only for Insurance, Retirement and Savings, and Miscellaneous plan types. If this field is selected when you enroll the employee, you can select the employee s beneficiaries. When creating a plan, you can enter eligibility comments, plan comments, or both. Human Resource expert does not have the ability to identify eligibility rules. You can enter up to 254 characters in the Eligibility/Plan Comments fields. This value is the premium the employee must pay for this benefit plan for the cost period entered in the previous step. For example, if the cost period selected in step 2 is Annual, enter the annual employee premium. If the cost period entered in step 2 is Per Pay Period, enter the per-pay-period amount the employee would pay. Based on what you enter in the Employee Cost field, the application will automatically calculate the correct amount to deduct from the employee s paycheck. A change in pay frequency may affect an employee s deduction amounts. If the change does affect deduction amounts, these amounts will be recalculated automatically. This value is the premium your company must pay for this benefit plan for the cost period entered in the previous step. For example, if the cost period selected in step 2 is Annual, enter the annual employer premium. If the cost period entered in step 2 is Per Pay Period, enter the per-pay-period amount your company would pay ADP, Inc V _1PR185CMB2

41 PART 1 > MODULE 2: CREATING BENEFIT PLANS Creating Your Own Benefit Plans Overview There are a number of key factors that need to be considered when creating your own benefit plans. Guidelines Benefit Plans Type Health and Welfare Plans FSA Plans Guidelines Specific coverage levels must be established for all Health and Welfare plans. Examples include: - Employee - Employee Employee + Children - Family Premium costs and deduction codes are defined for each coverage level. When creating a medical plan for Open Enrollment, you must select a provider and also enter the plan s Group ID and the benefit provider s member services phone number. Contributions are determined at the individual enrollment level. You may need to set up deduction goals for employees selecting FSA plans. Sometimes a partial deduction is required. For example, an employee may enroll midway through the payroll cycle, so the deduction should not be for the entire payroll cycle. The deduction amount can be overridden during pay data entry for the current pay period. If you create an FSA plan for an upcoming Open Enrollment, the cost period defaults to Annual. Retirement and Savings Plans If you are creating a percentage plan, use deduction codes 81 through 96. Percentage deductions can be deducted from an employee s primary position payroll or from all of an employee s positions. Insurance Plans Miscellaneous Plans Deduction codes for insurance plans are defined at the plan level, while premium costs are defined at the individual enrollment level. If the Company Paid field is set to Yes, no deduction codes can be assigned. Specific coverage levels must be established. Premium costs and deduction codes are defined for each coverage level ADP, Inc V _1PR185CMB2

42 PART 1 > MODULE 2: CREATING BENEFIT PLANS Deduction Codes and Cost Periods When using deduction codes, the following guidelines apply: Payroll deductions are associated with the company code. Only assign deduction codes to company codes that offer this benefit plan to employees. Only scheduled deduction codes with the category Other can be assigned to a benefit plan. Once a deduction code is assigned to a benefit plan, you must assign it to an employee through the enrollment process in Benefits Tracking. Do not assign a benefit-related deduction manually on the employee s payroll deduction page. The type of cost period being used (for example, pay period) will determine how the deduction code should be set up: If the cost period is per pay period, then the deduction amount is set to the employee cost. For Health & Welfare plans with a cost period of per pay period, the number of times deducted per year does not display. If the cost period is annual or monthly, then a pay frequency table will display with the number of times the benefit will be deducted per year. For example, for a weekly pay frequency, a value of 52 displays in the Number of Times per Year field. Best Practice Run the Benefit Plan Summary audit report to determine which deduction codes are assigned to benefit plans. Additional Resources For additional information on setting up plans, refer to online Help and the Benefits Tracking Setup Guide available on the ADP Support Center at ADP, Inc V _1PR185CMB2

43 PART 1 > MODULE 2: CREATING BENEFIT PLANS Practice: Setting Up an FSA Plan Scenario The healthcare FSA plan is available for the upcoming benefit year. The plan allows for a minimum of $500 and maximum of $5,000 per year. Instructions Use the following information to set up the benefit plan: Employment Details Plan Name: Health Care FSA Provider: Cigna FSA Type: Health Care Plan Number: Plan Start Date: January 1 of next year FSA Annual Minimum: 500 FSA Annual Maximum: 5,000 Annual Enrollment Required: Yes Pretax Deduction: Yes COBRA Eligible: Yes HIPAA Eligible: Yes Company: Geneva Entertainment Deduction Code: F-FSA-Health Additional Resources Online Help 2010 ADP, Inc V _1PR185CMB2

44 PART 1 > MODULE 2: CREATING BENEFIT PLANS Practice Results: Setting Up an FSA Plan 2010 ADP, Inc V _1PR185CMB2

45 PART 1 > MODULE 2: CREATING BENEFIT PLANS Debrief Notes 2010 ADP, Inc V _1PR185CMB2

46 PART 1 > MODULE 2: CREATING BENEFIT PLANS Key Points Coverage-level details are required for Health and Welfare, Insurance, and Miscellaneous benefits plans. Flexible Savings Accounts and Retirement/Savings plans do not have coverage levels. In a company-paid benefit plan, deduction codes are not used. Validation tables for the benefit provider can be set up either before or during the process of creating a benefit plan ADP, Inc V _1PR185CMB2

47 PART 1 > MODULE 2: CREATING BENEFIT PLANS Module 2 Summary Knowledge Check 1. Coverage levels are required for which of the following plan types? Select all that apply. a. Health & Welfare b. FSA c. Retirement and Savings d. Insurance e. Miscellaneous 2. For the upcoming benefit year, your company is offering a new plan that offers assistance with moving costs when transferring to a new company location. Which benefit plan type does the administrator select when setting up the plan in Benefits Tracking? a. Miscellaneous b. Insurance c. FSA d. Retirement and Savings 3. Which of the following statements are true? Select all that apply. a. Validation tables provide the contents for many of the fields in Benefits Tracking. b. Validation tables can be either user-defined or system-defined. c. When you create a benefit provider, you are adding an entry to a validation table. d. Validation tables are associated with the individual user profile ADP, Inc V _1PR185CMB2

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49 HR - Tracking Benefits and Human Resources Part 1: Benefits Tracking Module 3: Enrolling Employees and Dependents and Assigning Beneficiaries Handout Manual

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51 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Module 3 Introduction Topics This module includes the following topics: Overview - The Benefit Enrollment Process Summary 2010 ADP, Inc. 3-1 V _1PR185CMB2

52 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Overview The Benefit Enrollment Process Description Once you have created your benefit providers and benefit plans, you are ready to enroll your employees in the benefit plans. You can enroll employees in specific plans through the Benefits Tracking feature, or you can import enrollment information from another application or source. Guidelines for Implementation Scenario Immediate Tasks Future Tasks You are setting up plans for the upcoming benefit plan year, but you do not want the deduction to begin until the start of the new benefit plan year. You have several new employees who are eligible for a benefit plan after a specific waiting period. Set up your plans without deduction codes. Enroll your employees. Enter the eligibility date. Enter the waiting period start date. Select the Do Not Deduct option when enrolling employees. When it is time to start taking the deduction, assign deduction code(s) to the plan. When it is time to start taking the deduction, remove the Do Not Deduct option on the employee s enrollment. Viewing an Employee's Enrollment Job Aid Scenario You can check an employee's benefit enrollments from the Employee Information page. Instructions Step Action 1 Select an employee. 2 From the Employee Information page, select Benefit Enrollments. 3 Click the benefit plan you want to view ADP, Inc. 3-2 V _1PR185CMB2

53 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Activity: Enrolling an Employee in a Plan Scenario An employee, Heather Duncan, has elected to enroll in AetnaCare for medical coverage. She has chosen coverage for herself only no dependents will be included in this plan. Instructions: Step 1 Enter Enrollment Information Step Action 1 Click Employee. 2 Under Employee Information, select Benefit Enrollments. 3 Click the Employee List. 4 In the Last Name - Quick Find field, type Dun* (including the asterisk as a wildcard). 5 Click Go. Result: Heather Duncan's Benefit Enrollments page displays. 6 Click Add New. 7 In the Plan Name field, select AetnaCare. 8 Click Next. Instructions: Step 2 Enter Enrollment Details Step Action 1 In the Eligibility Date field, enter today s date. 2 In the Enrollment Date field, enter today s date. 3 In the Coverage Level field, select Employee Only. 4 Click Next. Note: Both the Waiting Period Start Date and the Eligibility Date fields are used for recordkeeping only. If your benefit plan requires a 90-day waiting period, you can use these fields to specify when the waiting period begins and ends. An entry in the Enrollment Date field, which is automatically copied into the Original Enrollment Date field, will enroll the employee in the benefit plan. Instructions: Step 3 Enter Dependent/Beneficiary Information Heather has selected the Employee coverage level so dependent information does not need to be entered. Click Next to go on to the next step. Instructions: Step 4 Enter Dependent Enrollment Details This step will not display because in this case, there are no dependents. After you click Next in Step 3, the Employee Enrollment Summary page displays (see Step 5) ADP, Inc. 3-3 V _1PR185CMB2

54 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Instructions: Step 5 Review Employee Enrollment Summary Step 1 Verify the accuracy of the data entered. 2 Click Done. Action Best Practice Run the Employee Enrollment audit report to determine which deduction codes are assigned to benefit plans ADP, Inc. 3-4 V _1PR185CMB2

55 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Viewing an Employee's Deductions Job Aid Overview Once the employee is enrolled in the benefit plan, the deduction code associated with that plan is automatically assigned to the employee and is displayed on the employee s Deductions page. Let's look at the deductions for an employee. Instructions Step 1 Select an employee. Action 2 In the Employee Information section, select Deductions/Deposits. 3 Click any of the codes to display the details. Impact on Employee Payroll Deductions Overview Employee payroll deductions are directly affected by changes in benefit enrollments. Guidelines Deduction amounts for plans that contain coverage levels cannot be changed on the employee s deductions page. Coverage level costs can be changed only at the plan level. For benefit plans that require an employee to elect a deduction amount or percentage, the deduction can be changed only in the enrollment, not on the All Deductions page. An employee deduction cannot be deleted if it is assigned to an active enrollment; you must end the enrollment for the deduction to be removed from the employee. You can reassign a deduction code to a benefit plan coverage level; however, the old deduction code is removed from all payroll deduction information for the employees enrolled in that plan with that coverage level. Before reassigning a deduction code, contact Customer Service for specific instructions. The deduction codes for an employee s active enrollments must be unique; the employee cannot be enrolled in two benefit plans that use the same deduction code. The deduction frequency is used to determine the payroll deduction amounts per pay period ADP, Inc. 3-5 V _1PR185CMB2

56 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Dependent and Beneficiary Records Overview A dependent is a person who is related to the employee and who relies on the employee for benefit coverage. Dependents can be added to the application to associate them with an employee s benefit plan enrollment. A beneficiary is a person or trust named by the benefit plan participant to receive any benefits provided by the plan if the participant dies. A person can be a beneficiary, a dependent, or both a beneficiary and dependent. For example, Joanne Albright is enrolled as a dependent in Anthony Albright s medical plan. Joanne can also be assigned as a beneficiary in Anthony Albright s 401(k) plan. Note: A trust cannot be set up as a dependent. Plan Types - Dependents and Beneficiaries Dependents and beneficiaries can be created either prior to or during the employee s enrollment. This table indicates the plans that allow dependents and beneficiaries: FSA Plan Type Allows Dependents Allows Beneficiaries Health & Welfare Insurance Miscellaneous Retirement and Savings 2010 ADP, Inc. 3-6 V _1PR185CMB2

57 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Activity: Enrolling a Dependent Scenario James Martin recently married and would like to enroll himself and his spouse Sarah in the Delta Dental DMO plan. Sarah will be enrolled as a dependent. Instructions: Step 1 Enter Enrollment Information Step 1 Click Employee. Action 2 Under Employee Information, select Benefit Enrollments. 3 Click Add New. 4 In the Plan Name field, select Delta Dental DMO. 5 Click Next. Instructions: Step 2 Enter Enrollment Details Step Action 1 In the Eligibility Date field, enter today s date. 2 In the Enrollment Date field, enter today s date. 3 In the Coverage Level field, select Employee+1. 4 Click Next. Instructions: Step 3 Enter Dependent/Beneficiary Information Step Action 1 Click Add New. 2 In the Name-SSN field, click the plus sign. 3 In the First Name field, type Sarah, and in the Last Name field, type Martin. 4 In the Social Security Number field, type a fictitious social security number. 5 In the Relationship field, select SP-Spouse. 6 In the Birth Date field, type 07/08/ In the Gender field, select Female. 8 Select Use Employee s Address. 9 Click Return to Enrollment ADP, Inc. 3-7 V _1PR185CMB2

58 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Instructions: Step 4 Enter Dependent Enrollment Details Step Action 1 In the Name - SSN field, select Sarah Martin from the list. 2 In the Start Date field, enter today s date. 3 Click Next. Instructions: Step 5 Review Employee Enrollment Summary Step 1 Verify the accuracy of the data entered. 2 Click Done. Action 2010 ADP, Inc. 3-8 V _1PR185CMB2

59 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Activity: Assigning a Beneficiary Scenario James Martin wants to enroll in Personal Accident Insurance. In addition, he wants to assign his wife Sarah as his primary beneficiary. Instructions: Step 1 Enter Enrollment Information Step 1 Click Add New. Action 2 In the Plan Name field, click Personal Accident Insurance. 3 Click Next. Instructions: Step 2 Enter Enrollment Details Step Action 1 In the Eligibility Date field, enter today s date. 2 In the Enrollment Date field, enter today s date. 3 In the Coverage Level field, select Employee. 4 In the Coverage Amount field, type In the Employee Premium field, type In the Cost Period field, type Annual. 7 Click Next. Instructions: Step 3 Enter Dependent/Beneficiary Information Step 1 Click Add New. 2 In the Name field, select Sarah Martin. 3 In the Percent field, type In the Designation field, select Primary. 5 In the Start Date field, enter today s date. 6 Click Next. Action Instructions: Step 4 Review Employee Enrollment Information Step 1 Verify the accuracy of the data entered. 2 Click Done. Action 2010 ADP, Inc. 3-9 V _1PR185CMB2

60 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Best Practices Include a social security number whenever possible as the benefit provider may require this information. Tips When enrolling employees in an Insurance plan, entering information in the Coverage Amount field is not mandatory. Additional Resources For more information on the procedures covered in this topic, refer to the Enrolling Employees in Plans section in the Benefits Tracking Setup Guide, found on the ADP Support Center at Key Points To enroll an employee in a benefit plan prior to its effective date, set up the plan without a deduction code. Enroll the employees. When the plan becomes effective, assign the deduction code.. If the benefit plan requires a waiting period, enter the eligibility date and waiting period start date, and select the Do Not Deduct option when enrolling employees. When the employee deduction is to begin, remove the Do Not Deduct option ADP, Inc V _1PR185CMB2

61 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Module 3 Summary Knowledge Check 1. The benefits administrator set up a new benefit plan for vision coverage and enrolled those employees who have elected this coverage. When reviewing the All Deductions page for each of the enrolled employees, the administrator notices the deduction does not appear. Why? a. The Deduct from Payroll field on the benefit plan is set to None. b. The plan s start date is in the future. c. A unique deduction code is assigned to each coverage level. d. The deduction code assigned to the plan is assigned to another Health and Welfare plan. 2. The benefits administrator received the benefit enrollment forms from several new employees. For several benefits plans, there is a waiting period before coverage can begin for new hires. How can the benefit administrator enter all of the enrollments now without starting those that require a waiting period? a. Enter a future date as the enrollment date. b. Enter a waiting period date and the system will start the enrollment on that date. c. There is no way to enter all the enrollments now and start some later. d. Select Do Not Deduct on the Enrollment Details page ADP, Inc V _1PR185CMB2

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63 HR- Tracking Benefits and Human Resources Part 1: Benefits Tracking Module 4: Workshop Handout Manual

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65 PART 1 > MODULE 4: WORKSHOP Module 4 Introduction Topics This module included the following topics: Workshop - Setting Up Benefit Plans and Enrolling Employees Workshop Results 2010 ADP, Inc. 4-1 V _1PR185CMB2

66 PART 1 > MODULE 4: WORKSHOP Workshop Setting Up Benefit Plans and Enrolling an Employee This module allows you to demonstrate your knowledge of Benefits Tracking by completing a workshop. Upon completing this topic, you will be able to: Set up a benefit provider Set up a benefit plan Enroll specific employees in a benefit plan Scenario As the benefits administrator, you are responsible for maintaining benefit plan and enrollment information in Benefits Tracking. A new health and welfare plan is being offered to employees. Instructions In this workshop, you will set up the provider and plan information and enroll several eligible employees. Specifically, your assignment is to complete the following: Set up the benefit plan. Set up the benefit provider as you create the benefit plan. Enroll Charles Fager and his dependents with an enrollment start date of January 1 of next year. Hint: Be sure to create the dependents, as well as enrolling them in the benefit plan. Provider Details Provider ID: Provider Name: WellBeing Plans, Inc. Street Address 1: 192 State Highway 16 City: Louisville State: KY Zip Code: Contact Name: Charles Irwin Title: Plan Administrator Address: [email protected] Phone Number: ADP, Inc. 4-2 V _1PR185CMB2

67 PART 1 > MODULE 4: WORKSHOP Plan Details Plan Name: WellBeing Medical HMO Provider: WellBeing Plans, Inc Health & Welfare Type: M-Medical Plan Start Date: January 1 of next year Policy ID: A Plan Number: Group Number: Cost Period: Monthly Deduct from Payroll: Primary Position Pre-Tax Deduction: Yes COBRA Eligible: Yes HIPAA Eligible: Yes Allow Dependents: Yes Company Codes: Geneva Entertainment Deduction Code: H Assign to All Coverage Levels in Company Code: Apply Coverage-Level Details Coverage Level Employee Cost Employer Cost Employee $39.72 $ Employee + 1 $56.11 $ Family $81.40 $ ADP, Inc. 4-3 V _1PR185CMB2

68 PART 1 > MODULE 4: WORKSHOP Employment Details Enroll this employee and his dependents with an enrollment start date of January 1 of next year. Employee: Charles Fager Coverage Level: Family Dependent: Alexa Fager Social Security Number: Enter a fictitious social security number. Relationship: Wife Birth Date: 7/20/1959 Gender: Female Address: Use employee s address Dependent: Steven Fager Social Security Number: Enter a fictitious social security number. Relationship: Son Birth Date: 4/12/1994 Gender: Male Address: Use employee s address 2010 ADP, Inc. 4-4 V _1PR185CMB2

69 PART 1 > MODULE 4: WORKSHOP Workshop Results Create a Benefit Provider 2010 ADP, Inc. 4-5 V _1PR185CMB2

70 PART 1 > MODULE 4: WORKSHOP Create a Benefit Plan 2010 ADP, Inc. 4-6 V _1PR185CMB2

71 PART 1 > MODULE 4: WORKSHOP Enroll Employees and Dependents 2010 ADP, Inc. 4-7 V _1PR185CMB2

72 PART 1 > MODULE 4: WORKSHOP Debrief Notes 2010 ADP, Inc. 4-8 V _1PR185CMB2

73 PART 1 > MODULE 4: WORKSHOP Part 1 Closing (VC Only) Part 2 Preview The next part of the course includes the following topics: Updating or Ending Benefit Plans and Enrollments Reporting on Benefits Tracking Workshop Additional Training The following resources are available to you: Online Help and information is available 24 hours a day, 7 days a week, 365 days a year at Here, you will find documents referenced during this course, including the following: Benefits Tracking Setup Guide (select Help > Guides) Importing Employee Data Guide (select Help > Guides) 2010 ADP, Inc. 4-9 V _1PR185CMB2

74 PART 1 > MODULE 4: WORKSHOP Training Evaluation Thank you for attending the HR - Tracking Benefits and Human Resources course. Please take a moment to complete the evaluation ADP, Inc V _1PR185CMB2

75 HR - Tracking Benefits and Human Resources Part 2: Modifying Benefit Plans and Generating Reports Module 5: Updating or Ending Benefit Plans and Enrollments Handout Manual

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77 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Part 2 Introduction In This Part: Module 5: Updating or Ending Benefit Plans and Enrollments Module 6: Reporting on Benefits Tracking Module 7: Workshop; Closing Module 5 Introduction Topics This module includes the following topics: Updating Benefit Plans Modifying Enrollments Summary 2010 ADP, Inc. 5-1 V _2PR185CMB2

78 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Benefit Plan Review Activity: Guided Practice: View an Existing Benefit Plan and Enrollment Scenario View any existing Benefit Plan Summary page; then view the existing enrollment. Instructions Step 1 View any existing Benefit Plan Summary page. 2 Answer the questions displayed on the slide. Action 2010 ADP, Inc. 5-2 V _2PR185CMB2

79 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Updating Benefit Plans Modifying a Benefit Plan Overview You should ensure that the information in your plans is current and accurate. This may include updating employee or employer costs each year, changing the cost period for health and welfare or miscellaneous plans, or reassigning a deduction code. Guidelines You can update a plan even if it has active employee enrollments. You cannot delete a coverage level from a benefit plan if an active employee enrollment is associated with that coverage level. Note: If your company uses Self Service, all open enrollment benefit plans become read-only during the Open Enrollment period ADP, Inc. 5-3 V _2PR185CMB2

80 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS What Is a Mass Update? A mass update is an update to an active benefit plan that requires updates to related enrollments, enrollment history, or employee deduction information. Example The employee cost for the Aetna HMO plan changes. When the benefits administrator changes the employee cost in the benefit plan, the cost is updated on all corresponding employee enrollments. Important Information To perform a mass update, you must be the only user logged in. Before starting your update, make sure that all other users have logged out. Once you perform a mass update, the changes will become effective in the current pay period and will show on the paycheck immediately following the update. Initiating a Mass Update Overview A mass update will be triggered if there are corresponding active enrollments, regardless of whether the updated field exists on any of the corresponding employee enrollments. For example, if a weekly deduction amount is changed on the plan and no employees are paid weekly, the mass update still will be triggered, but no employee enrollment records will be updated. Rules for Initiating a Mass Update A red asterisk displays in the application next to each field that will trigger a mass update if the value is changed or deleted. These fields are: Cost Period Deduction Code Employee Cost Employer Cost Number of Times Deducted per Year Plan End Date Additional Resources For more information on mass updates, search for mass updates in the Index section of the online Help ADP, Inc. 5-4 V _2PR185CMB2

81 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Viewing an Existing Enrollment Job Aid Scenario Before modifying a benefit plan, look at an employee's current enrollment in this plan. After the plan is modified, revisit the employee's enrollment to view the change. Instructions Step 1 Select an employee. Action 2 Locate the deductions/deposits for this employee. 3 Select the deduction code that corresponds to the current benefit plan. Activity: Running a Mass Update Scenario For the new benefit year, the employee cost has changed for the Delta Dental DMO plan. For the employee-only coverage level, you need to update the benefit plan to reflect the new cost of $ Instructions: Step 1 - Change Employee Cost on a Benefit Plan Step 1 Click Setup. 2 Under Human Resources, select Benefit Plans. 3 Select Delta Dental DMO. 4 Select Coverage Level Details. 5 In the Employee Cost field, type In the Employer Cost field, type Select Benefits Plan Summary. 8 Click Done. Action Instructions: Step 2 - Run a Mass Update In response to the message, click Run Now ADP, Inc. 5-5 V _2PR185CMB2

82 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Viewing an Updated Deduction Job Aid Scenario Let's look at the employee's benefits after modifying the benefit plan. Instructions Step Action 1 Select an employee. 2 Locate the deductions/deposits for this employee. 3 Select the employee's deduction code to display the modified benefit plan ADP, Inc. 5-6 V _2PR185CMB2

83 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Ending Benefit Plans Overview When managing benefit enrollments, you should end any benefit plans that are no longer available for enrollment. You update the active benefit plan with a benefit plan end date. The plan s status immediately changes to inactive regardless of the date entered. Guidelines for Ending Benefit Plans By populating the Benefit Plan End Date field, you trigger a mass update. This automatically ends any active enrollments associated with the benefit plan and the enrollment end dates default to the benefit plan s end date. You can delete any benefit plans entered in error if there are no enrollments associated with the plan. Let's say you wanted to end the old FSA plan and make the new plan active. To end the current plan, enter an end date for the current year s plan. Be sure that the end date is after the last pay period of the current plan year and before the first payroll of the new plan year ADP, Inc. 5-7 V _2PR185CMB2

84 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Activity: Ending a Benefit Plan Scenario The company no longer offers the Cigna Medical Indemnity plan so you must end the plan. Instructions Step Action 1 Click Setup. 2 Under Human Resources, select Benefit Plans. 3 On the Benefit Plans page, locate and then click Cigna Medical Indemnity. Result: The Benefit Plan Summary page for the Cigna Medical Indemnity plan displays. 4 Select Benefit Plan Details. 5 In the Plan End Date field, enter today s date. Note: Any changes to fields with an asterisk require a mass update if enrollments exist for this plan. All other users must be logged off to save the plan changes. 6 Select Benefit Plan Summary. Click Done. Result: The warning message All active enrollments will be ended and employee payroll deductions will be removed. Do you want to continue? displays. 7 Click OK. 8 On the Message page, click Run Now. Result: The warning message All active enrollments will be ended and employee payroll deductions will be removed. Do you want to continue? displays again. 9 Click OK. Reassigning a Deduction Code Overview You can change deduction codes assigned to a benefit plan or coverage level, if needed. Guidelines If a deduction code assigned to a benefit plan or a benefit plan coverage level is changed, the following occurs: Any employee payroll deductions assigned to the old deduction code are removed. The new payroll deduction codes are assigned to the affected employees. The number of times the cost is deducted may change based on the deduction code selected. This change would result in employees deduction amounts also changing to reflect the new deduction frequency. Changing a deduction code does not change the employee or employer premium costs for the affected benefit plan; the total amount deducted by the end of the year will be the same. Before reassigning a deduction code, contact Customer Service for specific instructions ADP, Inc. 5-8 V _2PR185CMB2

85 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Modifying Enrollments Why Would You Modify an Enrollment? You may need to modify an employee s enrollment in a benefit plan. Three main triggers require a change in an employee's benefit plan enrollment: Work or life change event Dependent/beneficiary change or addition Change to benefit elections during open enrollment Example When a current employee gets married and wants to enroll his or her spouse in a benefit plan, the change to the employee's enrollment would be a modification. Similarly, a current employee having a newborn child and adding the child to his or her benefit plan is a modification to the employee's benefit enrollment. In both cases, the employee's benefit enrollment would need to be modified to reflect the enrollment of the spouse and the child in the current benefit plan. Additional Resources For more information on employee transfers, refer to the Transferring Employees topic in the Pay expert User Guide, found on the ADP Support Center at ADP, Inc. 5-9 V _2PR185CMB2

86 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Ending an Enrollment Overview For various reasons, it may be necessary to end an employee s enrollment in a benefit plan. For example, an employee may: Leave the company Receive benefits from a spouse s benefit package No longer be eligible for benefits Guidelines If the employee takes a leave of absence, the benefits administrator must determine what to do with the enrollment status. You end an employee s enrollment in a benefit plan by entering an enrollment end date in the enrollment record. The enrollment will end once the Enrollment End Date field is populated, regardless of the date entered. In addition, the deduction for the benefit is automatically removed once the enrollment end date is entered. If you are terminating the employee, once you enter a termination date in the employee s record all benefit enrollments are also terminated. Ending a Dependent's Enrollment or Beneficiary's Assignment Overview When you end an employee's enrollment in a benefit plan, the dependent enrollment and beneficiary assignments are also affected. Guidelines Keep the following in mind for dependent enrollments and beneficiary assignments: When an employee enrollment is ended and the beneficiary or dependent enrollment end date is blank, the beneficiary or dependent end date will be set to the enrollment end date. Beneficiary and dependent enrollments are deleted when the employee s enrollment is deleted, not that of the beneficiary or dependent. To end coverage for a dependent or beneficiary, the administrator enters an end date on the dependent enrollment or beneficiary assignment ADP, Inc V _2PR185CMB2

87 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Viewing Enrollment Information Job Aid Scenario You may need to check an employee's enrollment in a benefit plan and determine if any of the employee's dependents are covered. Instructions Step Action 1 Select an employee. 2 Under Employee Information, select Benefit Enrollments. 3 Select the benefit plan you want to check. Activity: Ending an Employee's Enrollment Scenario Charles Fager has decided to cancel his enrollment in Delta Dental DMO because he is now covered under his wife s dental insurance. Because his enrollment was not entered in error, you must end it rather than deleting it. Instructions Step Action 1 Click Employee. 2 Under Employee Information, select Benefit Enrollments. 3 Select Charles Fager. 4 Click Delta Dental DMO. 5 Select Enrollment Details. 6 In the Enrollment End Date field, enter today s date. 7 Click Done. Result: The warning message Warning: Ending this enrollment will remove employee payroll deductions displays. 8 Click OK ADP, Inc V _2PR185CMB2

88 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Viewing Updated Enrollment Information Job Aid Scenario You may need to check an employee's previous benefit plan enrollments, including any benefit plans that were ended. Instructions Step 1 Select an employee. Action 2 On the Benefit Enrollments page, in the View Enrollments list, select All. 3 Select the benefit plan you want to view ADP, Inc V _2PR185CMB2

89 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Deleting Enrollments Overview Employee enrollment in a benefit plan can be deleted regardless of whether the enrollment is active or ended. Once deleted, the enrollment information is permanently removed from the system and any corresponding deductions are deleted from the employee s record. Description To delete an employee s enrollment in a benefit plan, select Benefit Enrollments for the employee. Select the benefit plan to be deleted and click Delete. Note: Only enrollments entered in error should be deleted. All other enrollments should be ended. Best Practice For COBRA purposes, you must end the employee s enrollment by entering an enrollment end date. This will be discussed in greater detail later in this chapter ADP, Inc V _2PR185CMB2

90 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS COBRA Events Overview Benefits Tracking allows you to track COBRA events for your employees and their dependents so that you can determine whether employees and dependents have been notified of their COBRA continuation rights. Guidelines Only benefit plan enrollments that are set up as COBRA eligible and that have an enrollment end date are available for selection when creating COBRA events. You can offer coverage levels equal to or less than the coverage level in which the employee was enrolled during his most recent employment. You can generate COBRA letters. Viewing a COBRA Contact Job Aid Scenario You can view the COBRA contacts in a validation table. Instructions Step 1 Click Setup. 2 Under General, select Validation Tables. 3 Select the Benefits validation table. Action 4 On the Validation Tables - COBRA Contacts page, select the COBRA contact you want to view ADP, Inc V _2PR185CMB2

91 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Activity: Creating a COBRA Event Scenario Charlie Bontempo has resigned from his position. Terminate him and generate a COBRA continuation letter for Charlie and his dependent. Instructions: Step 1 - Terminating the Employee Step Action 1 Click Employee. 2 Under Employee Information, select Position. 3 Select the Status tab. 4 Select Charlie Bontempo. 5 In the Current Status field, select Terminated. 6 In the Termination Date field, enter today s date. Note: If the coverage does not end on the termination date, modify the enrollment end date to reflect the correct coverage end date. 7 Click Save. Result: A message warns you that all benefit enrollments will be deactivated if you continue. 8 Click OK. Instructions: Step 2 - Creating the COBRA Event Step Action 1 Under Employee Information, select COBRA Events. 2 Click Add New. 3 In the Qualifying Event field, select End of Employment. 4 In the Qualifying Event Date field, enter today s date. 5 In the Date Notified field, enter today s date. Note: You must notify the employee by the Notify By Date, which is 14 days from the qualifying event date. 6 Click Generate Continuation Letter. Instructions: Step 3 - Select Letter Recipients Step Action 1 Click the double arrow (>>). Result: Both Charlie and his dependent display in Selected Names. 2 Click Next ADP, Inc V _2PR185CMB2

92 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Instructions: Step 4 - Select Benefit Plans Step Action 1 In Available Plans, select Delta Dental DMO. 2 Click the double arrow (>>). 3 Click Next. Instructions: Step 5 - Select Coverage Levels Step Action 1 In Available Coverage Levels, select *Delta Dental DMO Employee + 1. Note: The employee s current coverage levels for each plan are marked with an asterisk. 2 Click the right arrow. 3 Click Next. Instructions: Step 6 - Select COBRA Contact Step 1 In the Name field, select Joseph Barrone. Action 2 Click Next. Instructions: Step 7 - Review the COBRA Continuation Summary Step Action 1 Verify the accuracy of the data entered. 2 Click Done. Result: The View Reports page displays. Instructions: Step 8 - Viewing the Reports On the View Reports page, select COBRA Continuation Letter. Key Points To perform a mass update, you must be the only user logged on. Before starting your update, make sure that all users have logged off. When a termination date is entered for an employee: The employee's end dates for the benefit plan are automatically populated with the employee's termination date The employee's deductions are automatically removed 2010 ADP, Inc V _2PR185CMB2

93 PART 2 > MODULE 5: UPDATING OR ENDING BENEFIT PLANS AND ENROLLMENTS Module 5 Summary Knowledge Check 1. The benefits administrator enters updates to the employer cost for the Medical POS plan. What happens when the administrator saves the updates to the plan? a. The administrator is prompted to enter a start date for the benefit plan change. b. The administrator is prompted to run a mass update for the changes to be made to the active employee enrollments. c. The administrator must update the cost information for each active employee enrollment in the plan. d. The administrator cannot make updates to the plan when active enrollments exist. 2. An employee has left the company. The benefits administrator changes the employee s status to terminated and enters a termination date. As a result, which of the following occurs with the employee s active enrollments? a. The enrollment end dates are automatically populated with the current date, and the benefits administrator must remove the employee s deductions. b. The enrollment end dates are entered by the benefits administrator using the current date, and the employee s deductions are automatically removed. c. The enrollment end dates are automatically populated with the employee s terminated date, and the employee s deductions are automatically removed. d. The enrollment end dates are entered by the benefits administrator using the employee s termination date, and the benefits administrator must remove the employee s deductions ADP, Inc V _2PR185CMB2

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95 HR - Tracking Benefits and Human Resources Part 2: Modifying Benefit Plans and Generating Reports Module 6: Reporting on Benefits Tracking Handout Manual

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97 PART 2 > MODULE 6: REPORTING ON BENEFITS TRACKING Module 6 Introduction Topic This module includes the following topic: Reporting on Benefits Tracking 2010 ADP, Inc. 6-1 V _2PR185CMB2

98 PART 2 > MODULE 6: REPORTING ON BENEFITS TRACKING Reporting on Benefits Tracking Benefit Tracking Audit Reports Overview This topic provides you with an overview of the Benefits Tracking audit reports and the Benefits Tracking reports you can create using your reporting tool. Upon completing this topic, you will be able to identify the available Benefits Tracking reports. Types and Descriptions The following table describes the audit reports that are available on the Employee reports menu when you have enabled Benefits Tracking: Report Benefit Plan Summary Benefit Providers Employee Enrollment Overage Dependents Participant Election by Benefit Plan Description Lists all plan-related information including provider information, plan characteristics, and deduction information Lists benefit provider contact information including name, address, phone number, and Web site address, if applicable. Lists the enrollment details of all of an employee s enrollments including plan information, deduction information, coverage level, dependents, and beneficiaries Lists dependents who are enrolled in benefit plans and have reached the age of majority Lists employee elections by selected benefit plan including coverage level, deduction information, dependent enrollments, and beneficiary enrollments 2010 ADP, Inc. 6-2 V _2PR185CMB2

99 PART 2 > MODULE 6: REPORTING ON BENEFITS TRACKING Viewing an Audit Report Job Aid Scenario A number of Audit Reports are available to you for viewing. Instructions Step Action 1 From the Audit Reports page, select any report. 2 Select the output format. 3 Run the report. Using Your Reporting Tool Overview You can customize the audit reports by filtering the plan name, plan type, plan status, enrollments, or enrollment date. In addition, you can sort the report by plan name, plan type, or start date. Guidelines The following information is available using the various audit reports. A single employee and all the plans in which that employee is enrolled A single plan and all the employees enrolled in that plan A single plan type and all the employees enrolled in all the plans in that plan type All benefit plans and the employees enrolled in them A single employee and the employee s enrollments with dependents All benefit plans, the employees enrolled in the plans, and the employee s beneficiaries All benefit providers Dependents enrolled in benefit plans who have reached the age of majority Employee elections by plan for the plans selected Additional Resources For more information on audit reports, refer to the online Help ADP, Inc. 6-3 V _2PR185CMB2

100 PART 2 > MODULE 6: REPORTING ON BENEFITS TRACKING Module 6 Summary In this module, you learned many of the steps necessary to generate the available Benefit Tracking audit reports ADP, Inc. 6-4 V _2PR185CMB2

101 HR - Tracking Benefits and Human Resources Part 2: Modifying Benefit Plans and Generating Reports Module 7: Workshop Handout Manual

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103 PART 2 > MODULE 7: WORKSHOP Module 7 Introduction Topics This module includes the following topics: Changing an existing benefit plan Creating a COBRA event 2010 ADP, Inc. 7-1 V _2PR185CMB2

104 PART 2 > MODULE 7: WORKSHOP Workshop Changing an Existing Benefit Plan and Creating a COBRA Event This workshop allows you to demonstrate your knowledge of Benefits Tracking. Scenario 1: Changing a Benefit Plan For the new benefit year, Vision Care has increased its premiums at all coverage levels for both employee and employer. For Employee Only coverage, the new employee cost is $12.18 per month and the employer cost is $252 per month. Instructions As the benefits administrator, you are responsible for entering this change so the appropriate employee deduction will be taken. Perform the following steps: Look at the Vision Care deduction amount for Stephen Carr. Notice the amount he pays per pay period. (This will change after you enter the mass change.) Enter the coverage details for a mass update. Look again at the Vision Care deduction amount for Stephen Carr. Notice that it reflects the new amount of $5.62 to be deducted each pay period. Scenario 2: Creating a COBRA Event Frank Cavallo has resigned from the company and has elected COBRA coverage. Instructions As the benefits administrator, you are responsible for entering this change. Perform the following steps: Terminate Frank Cavallo. Create the COBRA event. Include medical coverage for Frank Cavallo. COBRA contact: Joseph Barrone Additional Resources Online Help 2010 ADP, Inc. 7-2 V _2PR185CMB2

105 PART 2 > MODULE 7: WORKSHOP Workshop Results Change Coverage-Level Details Results Vision Care Benefit Plan Summary Results 2010 ADP, Inc. 7-3 V _2PR185CMB2

106 PART 2 > MODULE 7: WORKSHOP Change to Employee Premium 2010 ADP, Inc. 7-4 V _2PR185CMB2

107 PART 2 > MODULE 7: WORKSHOP Frank Cavallo Termination Results COBRA Event Results 2010 ADP, Inc. 7-5 V _2PR185CMB2

108 PART 2 > MODULE 7: WORKSHOP Frank Cavallo Summary Results 2010 ADP, Inc. 7-6 V _2PR185CMB2

109 PART 2 > MODULE 7: WORKSHOP Debrief Notes 2010 ADP, Inc. 7-7 V _2PR185CMB2

110 PART 2 > MODULE 7: WORKSHOP Exploring ADP Workforce Now Overview In this topic, you will see how to log on ADP Workforce Now to access the HR module. You will also see how to navigate to the features that allow you to perform the tasks you just learned. Accessing ADP Workforce Now Job Aid Instructions Step Action 1 On the Login page, click Administrator Login. 2 On the Choose a Digital Certificate page, select your digital certificate and click Enter. 3 Enter your user name and password. 4 Click OK. 5 On the Security Alert page, click Yes. Result: The Welcome page displays ADP, Inc. 7-8 V _2PR185CMB2

111 PART 2 > MODULE 7: WORKSHOP Items and Descriptions When you are back in your office, you will use your company's logon information. Refer to the following table for an explanation of each item: Item Digital Certificate User name Password Description A file that is used along with your user name and password to verify your identity. A digital certificate is required to access ADP Workforce Now as a practitioner and to view and make changes to employee records. Your ADP representative assigns your user name. It must not contain spaces. You will create your own unique password when you register for ADP Workforce Now using ADP Netsecure. Passwords must contain at least eight characters, including at least one alpha character (letter) and one number. In addition, you can use the following special # $ ADP, Inc. 7-9 V _2PR185CMB2

112 PART 2 > MODULE 7: WORKSHOP Navigating ADP Workforce Now Job Aid Instructions: Selecting a Role Step Action 1 On the Primary Navigation bar, point to Practitioner and indicate Portal Administrator. 2 On the Primary Navigation bar, point to Portal Administrator and indicate Practitioner. 3 Point to Payroll. Result: Employee, Payroll, Utilities, and Setup display. 4 Point to Payroll and select Employee. 5 Under Employee Information, click Benefits Enrollments. 6 Point to Payroll and select Setup. 7 Under General, select Validation Tables > Benefits > Benefit Providers ADP, Inc V _2PR185CMB2

113 PART 2 > MODULE 7: WORKSHOP Instructions: Printing Reports Step Action 1 On the Primary Navigation bar, point to Payroll and select one of the menu items. 2 Perform the desired task. 3 Point to Reports and select Payroll Reports. 4 Select the appropriate report. 5 Enter any necessary criteria. 6 Under Select Output Format, select Acrobat Format (PDF). 7 Click Run Report ADP, Inc V _2PR185CMB2

114 PART 2 > MODULE 7: WORKSHOP Part 2 Closing (VC Only) Part 3 Preview The next part of the course includes the following topics: Introduction to the HR module Implementing the HR module Tracking in the HR module Closing Additional Training The following resources are available to you as a Payroll module client: Online Help and information is available 24 hours a day, 7 days a week, 365 days a year at Here, you will find documents referenced during this course, including: Benefits Tracking Setup Guide (select Help > Guides). Importing Employee Data Guide (select Help > Guides). Continuing Education Credits Introduction ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA), and is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA Most ADP courses are eligible for RCHs, CPE credits, and continuing education units (CEUs). RCHs, CPE credits, and CEUs provide recognition for updating or broadening professional competencies and may be used to maintain certifications such as the Certified Payroll Professional (CPP), Certified Public Accountant (CPA), or the Society for Human Resource Management (SHRM). Professional organizations establish their own certification procedures, which are subject to change. Professional organizations often require documentation of class objectives, agenda, and duration, along with a certificate of completion. This information is provided on the following pages. At your request, your instructor may provide you with a certificate of completion at the end of this class ADP, Inc V _2PR185CMB2

115 PART 2 > MODULE 7: WORKSHOP Continuing Education Credits for This Course Upon completion of all parts of this course, participants may be eligible for the following recertification credit hours (RCHs), continuing professional education (CPE) credits, and continuing education units (CEUs): RCH: 4.5 CPE: 5.0 CEU: 0.5 In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour. ADP, Inc., Major Accounts, Training & Performance Systems is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN, Web site: ADP, Inc. is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 50G, McLean, VA In accordance with the American Payroll Association (APA), RCHs apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials ADP, Inc V _2PR185CMB2

116 PART 2 > MODULE 7: WORKSHOP HR - Tracking Benefits and Human Resources (75120) Program Content This course teaches participants to use the Benefits Tracking feature of ADP's Pay expert. Part 1 topics include setting up benefit providers and plans, and enrolling employees and their dependents and beneficiaries in benefit plans. Part 2 topics include updating plans and enrollments and reporting on Benefits Tracking. Objectives Upon completing this course, participants will be able to: Set up and maintain benefit plans Set up and maintain benefit enrollments Report on benefit enrollments Participant Materials Participants need to print the handout manual before attending class. Method of Presentation Instructor-led training and virtual classroom Duration 4 hours, 30 minutes Training Evaluation Thank you for attending part 2 of the HR - Tracking Benefits and Human Resources course. Please take a moment to complete the evaluation ADP, Inc V _2PR185CMB2

117 HR - Tracking Benefits and Human Resources Part 3: Human Resource expert Module 8: Implementing Human Resource expert Handout Manual

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119 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Part 3 Introduction In This Part: Module 8: Implementing Human Resource expert Module 9: Tracking Human Resource Information Module 8 Introduction Topics This module includes the following topics: Overview of HR Implementation Overview User Profiles Validation Tables Required Fields Summary 2010 ADP, Inc. 8-1 V _3PR185CMB2

120 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Overview of HR What Is the HR Module? HR is a feature of Payroll that allows you to track your human resource information. For example, the HR module includes features for maintaining and reporting on statutory compliance categories such as OSHA (Occupational Safety and Health Administration) and FMLA (Family Medical Leave Act). In addition, the Performance Management feature allows you to create and complete performance reviews for your employees. HR Core Features Overview The core features of HR include statutory compliance and other HR information. Types and Descriptions Feature Navigation Description Emergency Contact Personal > Emergency Contact Stores primary emergency contact and doctor information for your employees Statutory Compliance Employee Development Statutory Compliance > [select a tab from the items listed in the Description field] Development > [select a tab from the items listed in the Description field] Stores data to assist with your compliance activities: VETS-100/EEO-1 FMLA ADA Disability (and Accommodation) IRCA OSHA Stores information about an employee s: Education Skills Licenses/Certifications Memberships Performance Reviews Previous Employer Personal > Previous Employers Stores information about an employee s previous employer Compensation Analysis Pay Rates > Current Rates Displays the employee s annualized salary and compa ratio Company Property Company Property Stores information about company property issued to an employee Custom Fields Custom Fields Provides up to 30 additional custom fields you can use to store and manage data as well as to report (You can identify field labels and define the data type and default value for each of these fields.) Benefits Tracking (a separate feature of HR) Benefit Enrollments Provides the ability to manage benefits and enrollment processes while being fully integrated with Payroll 2010 ADP, Inc. 8-2 V _3PR185CMB2

121 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Implementation Overview Stages in Setting Up HR Overview This topic explains how the Human Resource expert feature was enabled. Remember that both HR and Benefits Tracking have already been activated. Description The implementation process requires specific stages to enable and set up the HR feature. Although stage 1 has already occurred, you will have to complete the remaining stages in this list. Setting up HR includes these stages: Stage Description 1 Enable Human Resource expert. 2 Create or modify user profiles. 3 Update validation tables for: Job Title Increase Type Business Unit 4 Update required fields: Update required fields for each employee. Set the termination date for all terminated or deceased employees. 5 Complete additional validation table setup. 6 Create custom user-defined fields, if needed ADP, Inc. 8-3 V _3PR185CMB2

122 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Enabling Human Resource expert Job Aid Scenario Your company is ready to begin implementing the HR feature in Payroll. To enable Human Resource expert, specific system options were activated. These can be set both during and after implementation. Instructions Step 1 Click Setup. 2 Under General, select System Options. 3 Select Human Resource expert. 4 Click Save. Action 2010 ADP, Inc. 8-4 V _3PR185CMB2

123 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT User Profiles What Is a User Profile? A user profile is used to determine what information is accessible to each group of users. For example, the HR Administrator user profile does not have access to previous employer information, while the Super User has rights to every capability in the application. Activity: Modifying a User Profile Scenario The administrator needs to modify the H/R Administrator profile to allow access to the specified HR options. Instructions Step 1 Click Setup. 2 Under Users, select User Profiles. Action 3 In the User Profile Name column, click the H/R Administrator link. 4 Under SSN Display, make sure that Masked Display (XXX-XX-7689) is selected for the user interface and reports. 5 On the Employee tab, make sure the following are selected: Development, Emergency Contact, Previous Employer, and Statutory Compliance. 6 On the Reports tab, make sure Employee Reports is selected. 7 On the Setup tab, select Custom Fields. 8 Click Done ADP, Inc. 8-5 V _3PR185CMB2

124 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT H/R Administrator Profile Defaults Overview When accessing the user profiles, you will notice five predefined profiles: H/R Administrator Payroll Administrator Remote Payroll User Super User System Administrator Types and Descriptions For each profile, certain options default as they are selected, giving users assigned to that profile access to those functions in the application. Tab HR Functions Selected HR Functions Not Selected Employee Add New Employee Personal Information Position Status Effective Dated Changes Statutory Compliance Field Maps and Labels User Fields Emergency Contact Previous Employer Development Reports Employee Reports N/A Utilities Change Password N/A Setup System Options Payroll and HR Validation Tables Benefits Tracking Custom Fields Users User Profiles 2010 ADP, Inc. 8-6 V _3PR185CMB2

125 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Important Information For each user profile, you select how you want to display social security numbers on pages and on reports. The options, located in the SSN Display section of the User Profiles page, are as follows: No Display: XXX-XX-XXXX Masked Display: XXX-XX-6789 Full Display: The default SSN Display is Masked Display. However, when a new record is created, the social security number displays in its entirety no matter what SSN Display option is selected. This helps ensure that users enter the numbers correctly. The User Profiles page allows you to modify existing profiles so your users can see the data used for HR. You can create new profiles with access to the HR pages in the application. These can be created or modified both during and after implementation. If you create a new profile, remember to assign the new profile to your human resource users. When you add a new user, you must contact your ADP representative to get a new digital certificate for that user. Never modify the Super User profile. Additional Resources For more information on user profiles, refer to the online Help ADP, Inc. 8-7 V _3PR185CMB2

126 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Validation Tables What Is a Validation Table? A validation table contains core data. Information in a validation table can be accessed via lists in the application. Three validation tables are required: Job Title Increase Type Business Unit For example, the Business Unit Validation table contains a list of codes and descriptions for each business unit or department in your company. You could assign a 4-digit code (such as 1234) to the Research and Development business unit. Both the codes and the business unit names can be customized. Activity: Reviewing Validation Tables Scenario When using HR, you have new validation tables to ensure the integrity of your data. Instructions Step Action 1 Click Setup. 2 Select Validation Tables. 3 To access the Business Unit and Job Title tables, select Position. 4 To access the Increase Type table, select Pay Rates. Important Information The Job Title, Increase Type, and Business Unit validation tables must be populated before you can implement HR. Note: For Increase Type, you must have Salary History enabled. This option is on the System Options page under the Standard Options section. All tables on the validation table list are at a parent-code level, meaning that the values carry through for all of the company codes. Other validation tables can be populated either at the same time or after the system has been implemented and you are ready for data entry. An entry in a validation table can be deleted only if it has not been assigned to an employee ADP, Inc. 8-8 V _3PR185CMB2

127 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Validation Table Categories Overview Validation tables fall into categories. Categories and Descriptions The following table identifies the validation tables that are available with each HR core feature: Validation Table Category Validation Table Core Feature Development Development Development Development Development Pay Rates Credit Type Education Major/Minor Education Level Learning Institution Qualifications Note: The Qualifications table and Education Level table are related. When you assign a qualification to an employee, you must also select an education level value; this value is used to organize your employees by their education level. License/Certification Category License/Certification Type Membership Category Membership Type Employee Acknowledgement Status Performance Review Category Performance Review Status Performance Review Type Skills Category Skills Proficiency Level Skills Type Increase Type Pay Grade Education Licenses & Certifications Memberships Performance Reviews Skills Compensation Analysis Personal Company Property Type Company Property Position Job Class Previous Employer Statutory Compliance OSHA Establishment Health Care Facility OSHA 2010 ADP, Inc. 8-9 V _3PR185CMB2

128 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Viewing Online Help for Validation Tables Job Aid Overview Online Help contains valuable information on the Business Unit validation table. Scenario Access Online Help to review how to find a validation table. Instructions Step Action 1 Click the Help icon (question mark) to retrieve context-sensitive help. 2 Close the Help by clicking the X in the upper right corner of the window. Activity: Updating a Validation Table Scenario The administrator must enter the company s business units before implementation of HR. Instructions Step Action 1 Click Setup. 2 Select Validation Tables. 3 Select Position. 4 Select Business Unit. Click Add New. 5 In the Code field, type In the Description field, type Quality Assurance. Click Add Another. 7 In the Code field, type In the Description field, type Employment and click Done. 9 In the lines per page field, select 30. Scroll to the bottom of the list. Result: Both Quality Assurance and Employment display in the list of business units ADP, Inc V _3PR185CMB2

129 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT What Is Meant by Assigning a Business Unit to an Employee? Every employee is a member of a single business unit (for example, Purchasing or Marketing). Since the Business Unit field is required in HR, you will need to enter this information for each employee. Assigning a business unit to an employee is the process of connecting an employee to a business unit. For example, you must use the Position page for each employee to enter a business unit from the pull-down list. You must also enter a position start date for each employee. Activity: Assigning a Business Unit to an Employee Scenario While checking Patricia Conti s position information, the HR administrator notices that the business unit information is missing. The administrator updates Patricia s information. Instructions Step 1 Click Employee. 2 Under Employee Information, select Position. 3 Select the Employees tab. 4 Select Patricia Conti. Action 5 In the Business Unit field, select 0130 Quality Assurance. 6 Click Save. Important Information The position start date is the date when the employee was originally assigned to the business unit. If a page on the employee record displays as read-only, the new payroll cycle has not been started. You can edit fields on the employee s record only after the Start New Cycle step of the payroll cycle has been completed by payroll. (See the payroll cycle on the Payroll Home page.) Contact your payroll department to obtain a schedule of dates so you can determine when you can make changes to employee records for each payroll cycle ADP, Inc V _3PR185CMB2

130 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Required Fields What Fields Are Required in HR? Some fields that are optional in Payroll must be populated on the employee record to implement HR. Completing all required fields during implementation ensures that the data produced in your reports is complete. Example The following fields are required in HR: Birth Date Hire Date Leave of Absence Start Date (if status is Leave) Business Unit Job Title Position Start Date Increase Type Increase Effective Date Implementation Reports and Pages Overview Two tools are available to assist you in populating this required data: Implementation reports (Required Fields report and Terminated and Deceased Employees report) Implementation pages (Required Fields page and Terminated Employees page) To access the implementation pages, select HR Implementation in Setup. You can then select custom fields, required fields, or terminated employees. Implementation reports are available both during and after implementation. The ability to run reports is based on the system options and the user s profile. Reports and Descriptions Report Description Page Required Fields Terminated and Deceased Lists all employees including all required fields for the optional HR feature Lists all terminated and deceased employees including termination dates Required Fields Terminated Employees 2010 ADP, Inc V _3PR185CMB2

131 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Viewing the Required Fields Page Job Aid Overview HR integrates easily with Payroll; however, you must consider the following if you are already using Payroll: Some fields that are optional in Payroll must be populated in HR. When you navigate to a page with a blank required field, you must enter the required information before saving. Employees with a terminated status must have a termination date. Scenario On the Required Fields page, determine the fields which need to be populated for each employee in HR. Instructions Step Action 1 Click Setup > HR Implementation > Required Fields. 2 From the Required Fields page, obtain a list of all fields that need to be updated or added for each employee. 3 Add the missing data for each employee. Important Information You can enter the missing data on the implementation pages or export the report to spreadsheet software and import the data into the application, especially if you have a large amount of data to enter. Additional Resources For more information on running reports, search for HR Reports in the Index section of the online Help ADP, Inc V _3PR185CMB2

132 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Activity: Running the Required Fields Report Scenario You would like to see a spreadsheet showing any missing employee data for the required fields. To do so, you must run the Required Fields report. Instructions Step Action 1 Access Reports. For ADP Solutions Other Than ADP Workforce Now Click Reports For ADP Workforce Now Point to Reports and select Payroll Reports 2 Under Audit Reports, select Employee. 3 Select HR Implementation. 4 Select Required Fields. 5 Select all companies by clicking the double arrow. 6 Change the filter to All Employees. 7 Click Run Report. 8 Click the Required Fields report. 9 Review the report. Note: You can save the report to Microsoft Excel, fill in the missing information, and then import the information back into HR. Important Information In order to facilitate entering missing data, you can export the report to a spreadsheet, enter the necessary changes, and then import the data into the application. Additional Resources For more information on running reports, search for HR Reports in the Index section of the online Help ADP, Inc V _3PR185CMB2

133 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Activity: Viewing the Terminated Employees Page Scenario You would like to view the terminated or deceased employee records with blank termination dates. If there are only a few employees, you will enter the termination dates in the application. Instructions: Step 1 View the Terminated Employees Page Step 1 Click Setup. 2 Select HR Implementation. 3 Select the Terminated Employees tab. 4 Review the page. Action Instructions: Step 2 Enter the Termination Dates Step Action 1 In John Davis row, click in the Termination Date field. 2 Enter last Friday s date. 3 Repeat steps 1 and 2 for John Fisher, using the same date. 4 Click Save. Key Points Job Title, Increase Type, and Business Unit need to be set up as validation tables before data entry in HR. The setup process in HR includes both setting up system options, as well as modifying the user profiles. Complete the required fields for all employees ADP, Inc V _3PR185CMB2

134 PART 3 > MODULE 8: IMPLEMENTING HUMAN RESOURCE EXPERT Module 8 Summary Knowledge Check 1. Your company is ready to begin implementation of HR. Which of the following validation tables does not need to be set up prior to data entry? a. Business Unit b. Position c. Job Title d. Increase Type 2. The administrator wants to verify that all required fields are populated in the HR module. The administrator looks for the Required Fields report on the Reports menu but does not see it listed. Why? Select all that apply. a. Human Resource expert has not been enabled. b. The report is available only during implementation. c. The administrator s security profile does not allow access to the report. d. The administrator needs to create an ad hoc report ADP, Inc V _3PR185CMB2

135 HR - Tracking Benefits and Human Resources Part 3: Human Resource expert Module 9: Tracking Human Resource Information Handout Manual

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137 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Module 9 Introduction Topics This module includes the following topics: HR Tracking Statutory Compliance Other HR Information Performance Management Summary 2010 ADP, Inc. 9-1 V _3PR185CMB2

138 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION HR Tracking Entering Statutory Compliance and Other HR Data Overview HR allows you to track two categories of information: Statutory Compliance and other HR information. Statutory Compliance includes the following categories: VETS-100/EEO-1 Family Medical Leave Act (FMLA) ADA (Americans with Disabilities Act) IRCA (Immigration Reform and Control Act) OSHA (Occupational Safety and Health Administration) Pages and Data To enter employee data, select the employee from the Employees tab. Then, on the Menu tab, select the desired page under Employee Information. The following table lists each page and the type of data you can enter on it: Page Data Personal Position Development Personal Information Emergency Contact Previous Employers Dependents/Beneficiaries Position tab Position Start Date Job Title Business Unit Education Skills Licenses/Certifications Memberships Performance Reviews Status tab Current Status Termination Date Pay Rates Statutory Compliance Custom Fields Company Property Current Rates tab Increase Type Compa-Ratio (Compensation Analysis) Select from the following tabs: VETS-100/EEO-1 FMLA ADP Disability IRCA OSHA Based on the fields set up for your company Based on the type of company property set up for your company 2010 ADP, Inc. 9-2 V _3PR185CMB2

139 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Statutory Compliance What Is Statutory Compliance Information? Statutory Compliance information consists of government compliance information that can be maintained in HR. Examples of government compliance information include veteran, family leave, disability, immigration, and occupational and safety information. There are five components of Statutory Compliance: VETS-100 (EEO-1), FMLA, ADA, IRCA, and OSHA. Entering Statutory Compliance Information Job Aid Scenario Access and review the Support Center pages. Instructions Step Action 1 On the Employee Menu tab, select Statutory Compliance. 2 Select an employee. 3 Complete the information for one or more components. Viewing Online Help for HR Pages Job Aid Instructions Step Action 1 Click the Help icon (question mark) to retrieve context-sensitive Help. 2 Click the X in the upper-right corner of the window to close the Help ADP, Inc. 9-3 V _3PR185CMB2

140 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Practice: Entering Statutory Compliance Information Scenario 1: VETS-100, EEO-1 Information Henry Damaska is a veteran. His VETS-100 form needs to be completed. Questions Henry is a Gulf War Veteran. Where would you enter this information? Where would you enter Henry's professional classification? Answers Scenario 2: FMLA Information Henry Damaska is taking a leave of absence. His FMLA information needs to be completed. Questions Henry is caring for a family member. Where would you enter this information? What are the other listed reasons for taking a family leave? What fields are required on the FMLA form? Answers Scenario 3: ADA Disability Information Henry Damaska has a physical challenge. His ADA information needs to be completed. Questions Where would you enter the fact that Henry has emphysema? Where would you enter Henry's request for a modified work schedule? Is Status a required field? Answers 2010 ADP, Inc. 9-4 V _3PR185CMB2

141 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Scenario 4: IRCA Information Henry Damaska is a United States citizen. Where would you enter the following information on the appropriate page? Questions Where would you enter the information that Henry is a U.S. citizen, as well as his passport number? If Henry had none of the List A documents, what would be required? Hint: Use the Help system. Answers Scenario 5: OSHA Information Henry Damaska injured his hand when he was installing a new computer system. He was treated at the hospital for a laceration. Questions What fields are required on the OSHA Disability Information form? Where would you enter the name of the doctor who treated Henry? Answers Important Information The default for Privacy Type is No. If you select the Hide Job Title option, you must select the Hide Name option. The values for Injury Illness Type and Injury Illness Class are predetermined and cannot be changed. The values in the Establishment Name field are entered in the OSHA Establishments validation table. OSHA events can be changed or deleted. Case number cannot be modified. Best Practices At year end, run OSHA s Form 300 report to ensure that your data is complete ADP, Inc. 9-5 V _3PR185CMB2

142 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Practice Results: Entering Statutory Information VETS-100, EEO-1 Information Results Questions Henry is a Gulf War Veteran. Where would you enter this information? Where would you enter Henry's professional classification? Answers Click to clear Vietnam veteran. Select Other eligible veteran. Use the Occupation Class list. FMLA Information Questions Henry is caring for a family member. Where would you enter this information? What are the other listed reasons for taking a family leave? What fields are required on the FMLA form? Answers On the FMLA tab, click Add New. In the Reason for Leave list, select Illness of Family Member. Birth/Adoption of Child and Illness of Employee. Reason for Leave and Start Date. ADA Disability Information Questions Where would you enter the fact that Henry has emphysema? Where would you enter Henry's request for a modified work schedule? Is Status a required field? Answers On the ADA Disability tab, click Add New. In the Disability list, select Emphysema. Select View/Edit Accommodations. Status is not a required field; the red triangle does not display before it. IRCA Information Questions Where would you enter the information that Henry is a U.S. citizen, as well as his passport number? If Henry had none of the List A documents, what would be required? Hint: Use the Help system. Answers In the Document Type field, select US Passport. In the Document Number field, enter A document in List B (Identify), as well as a document in List C (Authority) would be required. OSHA Information Questions What fields are required on the OSHA Disability Information form? Where would you enter the name of the doctor who treated Henry? Answers Case number and date are required. In the Health Care Professional field ADP, Inc. 9-6 V _3PR185CMB2

143 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Debrief Notes 2010 ADP, Inc. 9-7 V _3PR185CMB2

144 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Other HR Information What Is Included in Other HR Information? In addition to maintaining Statutory Compliance information, you may track other types of HR information, including: Company Property Custom Fields Education Performance Management For example, in the Company Property category, you may want to track laptop computers, cell phones, or personal digital assistants (PDAs). In the Education category, you could track recent degrees and certifications earned by employees. Activity: Entering Company Property Scenario Henry Damaska has been issued a laptop. Record this information. Instructions Step 1 Click Employee. Action 2 Under Employee Information for Henry Damaska, select Company Property. 3 Click Add New. 4 In the Property field, select LPTP-Laptop. 5 In the Asset ID field, type In the Date Acquired field, enter today s date. 7 In the Manufacturer field, type IBM. 8 In the Model field, type ThinkPad X41. 9 Click Done. Important Information To verify your company property entries, run the Company Property report: For ADP Solutions Other Than ADP Workforce Now 1. Click Reports. 2. Select Audit Reports > Employee > Personal > Company Property. For ADP Workforce Now 1. Point to Reports and select Payroll Reports. 2. Select Audit Reports > Employee > Personal > Company Property ADP, Inc. 9-8 V _3PR185CMB2

145 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Activity: Entering a Certification Scenario Henry Damaska has recently become a Microsoft Certified Professional. You need to enter this information on the appropriate page. Instructions Step Action 1 Under Employee Information, select Development. 2 Select the Licenses/Certifications tab. 3 Click Add New. 4 In the License/Certification list, select Microsoft Certified Professional. 5 In the Effective Date field, enter today's date. 6 Click Done. Custom User-Defined Fields Overview You can use up to 30 customizable fields to store, manage, and report on additional data. Custom fields can be defined both during and after implementation. Types and Descriptions When creating custom fields, refer to the following table for field types and lengths: Field Type Numeric 12 Text 50 Date mm/dd/yyyy Maximum Length/Format 2010 ADP, Inc. 9-9 V _3PR185CMB2

146 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Activity: Creating and Assigning a Custom User-Defined Field Scenario You need to keep track of cubicle or office numbers for all employees. Instructions: Step 1 Create the Custom User-Defined Field Step Action 1 Click Setup. 2 Under Human Resources, select HR Implementation. 3 Select Custom Fields. 4 Click Add New. 5 In the Field Label field, type Cubicle #. Note: The field label is limited to 12 characters. 6 In the Type field, select Text. 7 Click Make Available to All Employees. 8 Click Done. Result: This custom user-defined field is assigned to all employees on the View/Edit Employee Custom Fields page. Instructions: Step 2 Enter Custom Field Information Patricia Conti's cubicle number is 4236A. You need to enter this information. Step Action 1 Click Employee. 2 Under Employee Information, select Custom Fields. 3 Using the Employees tab, select Patricia Conti. 4 Select Cubicle #. 5 Enter 4236A. 6 Click Done ADP, Inc V _3PR185CMB2

147 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Important Information Custom fields allow you to: Import data to populate the fields Use an audit report to report on these fields Assign custom fields to specific employees Update the fields: If you change a custom field label, the change applies to the corresponding employee custom field label for all employees. You cannot change the type if a value exists in an employee custom field. If you update the default value, the value in the employee custom field is not updated; it will only apply to any new employees and their custom fields. You cannot delete a custom field if a value exists in a corresponding employee custom field ADP, Inc V _3PR185CMB2

148 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Performance Management What Is Performance Management? Performance Management allows you to: Set up, assign, schedule, and complete performance reviews for your employees Define performance categories and goals to evaluate your employees Create and modify performance templates containing review criteria; save and reuse these templates by assigning them to performance plans Assign a performance plan to one or more employees simultaneously Example An example of Performance Management is the process of creating a document that will be used for an employee review. The document will contain categories and goals, as well as weighted percentages for each category (for example, Communication, Technical Knowledge, and Adaptability). The resulting Performance Management Plan is a form that will be completed by the employee's HR Administrator or Manager ADP, Inc V _3PR185CMB2

149 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Understanding the Performance Management Process Overview The Performance Management Plan consists of three components: Category/Goal Template Rating Scale Description Notice the interrelationships among the components: The template contains Categories and Goals. Within the template, you can indicate the weighted percentages for each category and goal. Components Sub-Components Category/Goal Template Rating Scale Name Type (Category or Goal) Description Categories/Goals Indicator: Required (Y/N) Weight Percentage Weight Locked (Y/N) Name Numeric Value Description 2010 ADP, Inc V _3PR185CMB2

150 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Description (Continued) The Performance Management Plan consists of categories/goals, a template, and a rating scale. Within the Performance Management Plan, you can indicate the review type, the frequency, and the review date. Components Performance Management Plan Sub-Components Template Rating Scale Name Can be Modified (Y/N) Description Review type (Performance, Probationary, Other) Frequency (Annual, One-Time) Review Date 2010 ADP, Inc V _3PR185CMB2

151 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Templates and Rating Scale Overview To simplify the Performance Management process, HR is pre-supplied with two, predefined templates and a rating scale. Selecting these predefined components will make it easier to create a Performance Plan. Types and Descriptions Type Description Rating Scale Template 5 Step Rating Scale Management Template Non-Management Template Creating a Performance Management Plan Job Aid Scenario You want to review the components of a Performance Management plan (categories, rating scales, and templates) Instructions Step Action 1 Click Setup > Validation Tables > Development. 2 The four components, Performance Management Categories/Goals, Performance Management Templates, Performance Management Rating Scales, and Performance Management Plans, are available ADP, Inc V _3PR185CMB2

152 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Activity: Creating and Assigning a Performance Management Plan Scenario You will be creating a Performance Management Plan for all employees in department You will use a predefined template but will be creating a new rating scale. The Performance Management Plan will be assigned to this department. Instructions: Step 1 Creating the Rating Scale Step Action 1 Click Setup > Validation Tables > Development > Performance Management Rating Scale. 2 Click Add New. 3 In the Rating Scale Name field, type Rating Scale - Class Use. 4 For each rating level you want to create, enter a numerical value and a description of the value Enter the following: 1- Below Expectations; 2 - Meets Expectations; 3 - Exceeds Expectations 5 Click Done. 6 Click Back to Validation Tables Menu. Instructions: Step 2 Viewing the Templates and Goals Step Action 1 On the Validation Tables page, in the Development area, select Performance Management Template. 2 Select the predefined template, Template - Executive Staff. These are the goals and categories that comprise this Performance Management Plan. 3 Click Cancel. 4 Click Back to Validation Tables Menu ADP, Inc V _3PR185CMB2

153 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Instructions: Step 3 Creating the Plan Step Action 1 In the Development area, select Performance Management Plan. Click Add New. 2 In the Name field, type My Performance Plan. 3 In the Review Type list, select Performance. 4 In the Review Frequency list, select Annual. 5 In the Manager Notification field, type In the Review Method list, select Based on Hire/Re-Hire Date. 7 In the Rating Scale list, select Rating Scale - Class Use. 8 In the Template list, select Template - Executive Staff. 9 Click Done. Note: This Plan can be now assigned to one or more employees and will be used as the basis for their review. Instructions: Step 4 Assigning the Plan In this step, the Performance Plan will be assigned to all employees in Department Step Action 1 Select the Employee tab. 2 In the Employee tasks area, select Assign Performance Plans. Result: The Performance Plan Assignments page displays. 3 Click Add New. Result: The Assign/Unassign Performance Plans - Select Details page displays. 4 In the Performance Plan list, select the plan you created (My Performance Plan). 5 In the Comparison Set 1 area, Field Name list, select Home Department. 6 In the Comparison list, select is equal to. 7 In the Value list, select Click Next. 9 Click Start. Result: The message "Are you sure you want to assign this plan to the displayed employee" displays. 10 Click OK ADP, Inc V _3PR185CMB2

154 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Activity: Completing the Performance Review Overview The HR Administrator will need to print the Performance Management Assessment Form for the manager of each employee in department With the Performance Management Plan assigned to all employees in department , you need to run the audit report, Performance Reviews. This will generate an assessment form that can be completed by the manager for each employee. The data will then be entered by the HR Administrator. Scenario 1: Generate the Audit Report, Performance Reviews Run the audit report, Performance Reviews report, to generate the Performance Management Assessment form for each employee in department Instructions Step 1 Access Reports For ADP Solutions Other Than ADP Workforce Now Click Reports Action For ADP Workforce Now Point to Reports and select Payroll Reports 2 In the Audit Reports area, click Employee. 3 On the Employee Reports page, click Development > Performance Reviews. 4 To move all Available Review Types to Selected Review Types, click the double right arrow (>>). 5 In the Available Review plan, select My Performance Plan. 6 Click the double down arrow. 7 Select Acrobat Format (PDF) as the output format. 8 Click Run Report. 9 In the Report Name column, select the Performance Reviews Report ADP, Inc V _3PR185CMB2

155 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Scenario 2 Entering the Assessment Data John Dexter has completed his review of Anthony Albright and has entered all of the required information directly on a printed copy of the Performance Management Assessment form. The HR Administrator needs to enter Anthony's Performance Review. Instructions: Step 1 Retrieving the Performance Management Assessment Form Step Action 1 Select the Employees tab. 2 Select Anthony Albright. 3 Click Menu. 4 In the Employment Information area, click Development. 5 Select the Performance Reviews tab. 6 Click View/Edit Plan Assignment. 7 In the Plan column, select My Performance Plan. 8 Enter today's date. Click Done. Note: Click OK if asked about entering a date earlier than the default setting. 9 Click Back to Current Reviews. Instructions: Step 2 - Entering the Assessment Data Enter the Performance Management Review assessment in HR. Step Action 1 In the Review Type field, click Performance. Note: The Performance Review for Anthony Albright displays. 2 For each category, enter a rating and add comments. In the Review status field (near the top of the page), select Complete. 3 Click Done. Important Information Context sensitive, online Help can be accessed from any of the performance management pages. Help topics range from setting up a performance management plan, entering review information, and assigning the plan to multiple employees ADP, Inc V _3PR185CMB2

156 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Practice: Creating and Assigning a Performance Plan Scenario 1: Create a Performance Plan for the Executive Staff Create a Performance Plan for the executive staff. Use the default five-step rating scale. Use Template - Executive Staff. Name the plan New Executive Plan. Instructions Performance Plan: New Executive Plan Rating Scale: Standard Five Step Rating Scale (already exists in database) Template: Template - Executive Staff (already exists in database) Scenario 2: Complete a Performance Review Using the Performance Plan you created (New Executive Plan) assign the plan to all employees in department As the HR Administrator manager, you will be completing the review for Francis O'Connor. Provide ratings and, optionally, comments for each of the four categories. Be sure to indicate a Review Status of Complete. Click Done to save the review. Hint: You may find it helpful to refer to the previous Guided Practices on Assigning and Completing a Performance Review. Instructions Employee: Francis O'Connor Performance Plan: New Executive Plan 2010 ADP, Inc V _3PR185CMB2

157 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Practice Results: Creating and Assigning a Performance Plan Create a Performance Plan for the Executive Staff Results Complete a Performance Review Results 2010 ADP, Inc V _3PR185CMB2

158 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Complete a Performance Review Results (Continued) 2010 ADP, Inc V _3PR185CMB2

159 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Complete a Performance Review Results (Continued) 2010 ADP, Inc V _3PR185CMB2

160 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Debrief Notes 2010 ADP, Inc V _3PR185CMB2

161 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION HR Employee Reports with Human Resource expert Enabled Overview Once you have enabled Human Resource expert, the following reports are available under Audit Reports. The Page column lists the source pages for the report data. Types and Descriptions Report Description Page ADA Accommodations Request ADA Disability Lists the disabled employees who have requested accommodation of a disability Lists the disabled employees who have protected disabilities under the Americans with Disabilities Act, including disability date and description ADA Accommodation ADA Disability Company Property Lists assigned company property by employee Company Property Compa-Ratio Analysis Custom Fields Lists employees with a pay grade including salary, grade, grade ranges, and compa-ratio Displays all custom fields for each employee who has at least one custom field value Pay Rates > Current Employee Custom Fields Education Lists education information by employee Education EEO-1 Employee Detail EEO-1 Worksheet Lists all employees, their gender, ethnic code, occupation category, and on the job training (OJT) class Displays (as a summary matrix) one page per company of job categories versus EEO gender and ethnic categories VETS-100 and EEO-1 VETS-100 and EEO-1 Emergency Contact Lists emergency contact information by employee Emergency Contact Employee Development Performance Reviews Performance Review Assignments Report Performance Plan Contents Report Family Leave (FMLA) Displays two pages per employee of personal, previous employer, education, skills, licenses and certifications, and membership data Displays all performance review details for employees Displays a summary status for the Reviewing Manager of all employees with either a completed or pending Performance Review. Display the Performance Plan (categories/goals, rating scale, template) for each employee. Lists all employees who have taken leave under the Family Medical Leave Act, including the reason for leave, the leave start and end dates, and the days taken Education Memberships Skills Licenses/Certifications Performance Review Previous Employers Performance Review Performance Review Performance Review FMLA 2010 ADP, Inc V _3PR185CMB2

162 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Types and Descriptions (Continued) Report Description Page IRCA Employment Eligibility Verification Licenses and Certifications Memberships OSHA s Form 300 OSHA s Form 300A OSHA s Form 301 Skills Audit Report VETS-100 Lists all employees for whom immigration authorization and identification documents have been recorded Lists license and certification information by employee Lists membership and association information by employee Displays a log of all injuries and illnesses that occurred in a given year Displays a summary of injury illness classes, number of days, and injury illness types that occurred in a given year Displays information about a specific incident that appears in the injury and illness log Lists the skills, experience, and proficiency level an employee has acquired. Displays a list of Vietnam or disabled veterans employed as of a specific date within the last 12 months. It displays totals by job category for the various veteran categories. IRCA Licenses/Certifications Memberships OSHA Event OSHA Event OSHA Event Skills VETS-100 and EEO ADP, Inc V _3PR185CMB2

163 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION HR Employee Reports with or without Human Resource expert Enabled Overview The following reports are available with or without Human Resource expert enabled: Types and Descriptions Report Description Page Employee Directory Lists employees for the selected company, including their social security numbers, addresses, and home and business telephone numbers Employee > Personal Information Employee Profiles Displays human resource information for employees Employee > Personal Information Employee > Position Human Resources > Emergency Contact Employee > Pay Rates > Current Self -Service Changes Self-Service Participants Name and Address Labels Lists all changes made by participants in their benefit enrollments. Lists all employees and indicates their enrollment status in Employee Self Service (ESS) Lists in standard label format employee names and addresses for mailing purposes N/A N/A Employee > Personal Information Additional Resources For more information on HR reports, refer to the online Help. Viewing Online Help for Reports Job Aid Instructions Step Action 1 From the Audit Reports page, click the Help icon for context-sensitive help. 2 Click any topic for additional information ADP, Inc V _3PR185CMB2

164 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Practice: Running an HR Report Scenario Select and run a report you will use frequently ADP, Inc V _3PR185CMB2

165 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Debrief Notes 2010 ADP, Inc V _3PR185CMB2

166 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Key Points A Performance Management Plan consists of Categories/Goals, a Rating Scale, and a Template. Performance Validation Tables enable you to: Define performance categories and goals to evaluate your employees Create performance templates that contain categories/goals, rating scales and weighted percentages Performance Plans can be assigned to one or more employees. The Required Fields and the Terminated and Deceased Employees Audit Reports will identify which employees have missing information that needs to be entered ADP, Inc V _3PR185CMB2

167 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Exploring ADP Workforce Now Overview In this topic, you will see how to log on ADP Workforce Now to access HR. You will also see how to navigate to the features that allow you to perform the tasks you just learned. Accessing ADP Workforce Now Job Aid Instructions Step Action 1 On the Login page, click Administrator Login. 2 On the Choose a Digital Certificate page, select your digital certificate and click Enter. 3 Enter your user name and password. 4 Click OK. 5 Click Yes on the Security Alert page. Result: The Welcome page displays. Items and Descriptions When you are back in your office, you will use your company's logon information. Refer to the following table for an explanation of each item: Item Digital Certificate User name Password Description A file that is used along with your user name and password to verify your identity. A digital certificate is required to access ADP Workforce Now as a practitioner and to view and make changes to employee records. Your user name is assigned to you by your ADP representative. It must not contain spaces. You will create your own unique password when you register for ADP Workforce Now using Netsecure. Passwords must contain at least 8 characters, including at least one alpha character (letter) and either one number. You can also use the following special # $ ADP, Inc V _3PR185CMB2

168 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Navigating ADP Workforce Now Job Aid Instructions Step Action 1 On the Primary Navigation bar, point to Practitioner and indicate Portal Administrator. 2 On the Primary Navigation bar, point to Portal Administrator and indicate Practitioner. 3 Point to Payroll. Result: Employee, Payroll, Utilities, and Setup display. 4 Point to Payroll and select Employee. 5 Under Employee Information, click Company Property. 6 Point to Payroll and select Setup. 7 Under General, click Validation Tables ADP, Inc V _3PR185CMB2

169 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Navigating ADP Workforce Now Job Aid (Continued) Instructions Step Action 1 On the Primary Navigation bar, point to Payroll and select Employee. 2 Under Employee Information, click Statutory Compliance. 3 Point to Reports and select Payroll Reports. 4 Select the appropriate report. 5 Enter any necessary criteria. 6 Under Select Output Format, select Acrobat Format (PDF). 7 Click Run Report ADP, Inc V _3PR185CMB2

170 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Module 9 Summary Knowledge Check 1. Which Audit Reports identify the missing information in the HR module? a. The Employee Enrollment Report and the Benefit Plan Summary Report b. The Required Fields and Terminated/Deceased Employees Report c. The Employee Development and the Performance Review Assignments Report d. The Employee Changes and the Masterfile Audit Report 2. Before creating the validation table for a Performance Plan, what other components need to be created? Select all that apply. a. A list of employees who will be assigned to this plan b. Rating Scale c. Template d. Categories/goals 2010 ADP, Inc V _3PR185CMB2

171 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Course Closing Course Objectives Now that you have completed this course, you are prepared to: Set up and maintain benefit plans Set up and maintain benefit enrollments Report on benefit enrollments Maintain Government Compliance and other Human Resource information Report on Government Compliance and other Human Resource information Important Information Online Help and information is available 24 hours a day, 7 days a week, 365 days a year at Here, you will find documents referenced during this course, such as the Importing Employee Data Guide. Continuing Education Credits Introduction ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA), and is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA Most ADP courses are eligible for RCHs, CPE credits, and continuing education units (CEUs). RCHs, CPE credits, and CEUs provide recognition for updating or broadening professional competencies and may be used to maintain certifications such as the Certified Payroll Professional (CPP), Certified Public Accountant (CPA), or the Society for Human Resource Management (SHRM). Professional organizations establish their own certification procedures, which are subject to change. Professional organizations often require documentation of class objectives, agenda, and duration, along with a certificate of completion. This information is provided on the following pages. At your request, your instructor may provide you with a certificate of completion at the end of this class ADP, Inc V _3PR185CMB2

172 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION HR - Tracking Benefits and Human Resources (75120) Program Content This course teaches participants how to use the HR features of Payroll. Topics include enabling Human Resource expert, using HR features, and running HR reports. Objectives Upon completing this course, participants will be prepared to: Maintain and report on Statutory Compliance and other human resource information Participant Materials Participants need to print the handout manual prior to attending class. Method of Presentation Instructor-led training and virtual classroom 2010 ADP, Inc V _3PR185CMB2

173 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Duration 2 hours, 30 minutes Continuing Education Credits for This Course Upon completion of all parts of this course, participants may be eligible for the following recertification credit hours (RCHs), continuing professional education credits (CPEs), and continuing education units (CEUs): RCH: 2.5 CPE: 3.0 CEU: 0.3 In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour. ADP, Inc., Major Accounts, Training & Performance Systems is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN, Web site: ADP, Inc. is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 50G, McLean, VA In accordance with the American Payroll Association (APA), RCHs apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials ADP, Inc V _3PR185CMB2

174 PART 3 > MODULE 9: TRACKING HUMAN RESOURCE INFORMATION Next Steps What will you do in the next week to apply this training? Training Evaluation Thank you for attending this course. Please take a moment to complete the evaluation ADP, Inc V _3PR185CMB2