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Copyright © 2013–2015 ADP, LLC
What’s New in Company andEmployee Maintenance
Handout Manual
ADP Workforce Now
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Copyright © 2013–2015 ADP, LLC. ADP Proprietary and Confidential. All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC.
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What’s New in Company and Employee Maintenance for ADP Workforce Now
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What’s New in Company andWhat s New in Company and Employee Maintenance forADP Workforce Now
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Navigating Live Meeting
Q ti d A H d t F db kQuestions and Answers Handouts Feedback
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Full Screen Mode(or press F5)
Feedback
Use the Feedback menu to provide feedback to the instructor.
The color of the box beside your name in the Attendees list yindicates your selection.
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Questions and Answers
If you need to communicate with the instructor, enter your question in the Questions and Answers pane and click Ask.
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Agenda
People and Process Menus
Associate ID and Position ID
M l i l P i iMultiple Positions
New Hire Wizard Enhancements
Deleting Employees and Changing a Paid Employee to Deleting Employees and Changing a Paid Employee to Nonpaid
Archiving Employee Data
The Status Page
Status Changes
V lid ti T bl Validation Tables
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People and Process Menus
Overview
In this topic, we will discuss the following:
Th P l d P The People and Process menus
The Personal Profile page
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People Menu
You use the People menu to access information about each individual employee such as pay rates, benefits, employment profile and performance reviewsprofile, and performance reviews.
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The Personal Profile Page
You view and update the following types of employee information on the Personal Profile page:
Name Name
Personal contact
Emergency contactg y
Address
Demographics
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The Personal Profile Page (continued)
To access this page, select People > Personal Information > Personal Profile.
To update a profile click (edit) or (add) in the appropriate To update a profile, click (edit) or (add) in the appropriate tile and make the applicable entries.
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Process Menu
You use the Process menu to access company activities and processes such as payroll, hiring and transferring employees, and delegating activitiesand delegating activities.
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Associate ID and Position ID
Overview
In this topic, we will discuss the following:
S i d i i ID f Setting and viewing ID preferences
The differences between the associate ID and the position ID
The components of the new position ID The components of the new position ID
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Associate ID and Position ID as Alternate Identifiers
The enhanced ADP Workforce Now includes an associate ID and a position ID.
Position ID
Associate ID
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Setting Preferences for Viewing Associate ID and Position ID
On the toolbar, in the upper-right corner, click your name and select Preferences > Content > People.
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What Do You Think? Associate ID and Position ID
What is the difference between an associate ID and a position ID?
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Differentiating between Associate ID and Position ID
Characteristic Associate ID Position ID
Purpose To identify a specific employee within ADP Workforce Now
To identify an employee’s paid and nonpaid positions withinwithin ADP Workforce Now
PayrollCannot be reused or assigned
to another employee
and nonpaid positions within ADP Workforce Now PayrollTo identify each of an
employee’s multiple positionsTo identify whether theTo identify whether the
position is paid through ADP Workforce NowTo assign different employee
positions to different pmanagers
Method of generation
Automatically generated when you enter a new hire in the New Hire Wizard or on import
Automatically generated when you use the New Hire and Add Another Position wizards or onHire Wizard or on import Another Position wizards, or on import
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Differentiating between Associate ID and Position ID (continued)
Characteristic Associate ID Position ID
Format A random string of 9 digits but can include up to 25 alpha
A 9-to-12 digit alphanumeric code that differs based oncan include up to 25 alpha,
numeric, or predefined special characters
Example: R0DDHL9I8
code that differs based on whether the position is paid or not paid through ADP Workforce Now Payroll
Paid and some nonpaidPaid and some nonpaid positions are assigned to a company code
Examples: 37C024680, 002775173N002775173N
Field editing options You cannot edit the field’s default. However, you can change the field’s editing
For nonpaid positions only
options by selecting Setup > Tools > System Options.
You can change the ID to a previously unused associate ID.
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Position ID Components
If the Position Is Then the Position ID Consists Of
Example Consists Of
Paid through ADP Workforce Now
Company code + file number 37C024680File
NumberCompany Code
Not paid through ADP Workforce Now Payroll but assigned a company
Company code + 5-to-8 digit number + N
37C13579N5-Digit
NumberCompany Code
but assigned a company code
Not paid through ADP Up to 12 characters + N 21013579NWorkforce Now Payroll and not assigned a company code
8-Digit Number
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What Questions Do You Have?
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Multiple Positions
Overview
In this topic, we will discuss the following:
U i h M l i l P i i f Using the Multiple Positions feature
Adding another position
Viewing searching for and editing an employee’s position Viewing, searching for, and editing an employee s position information
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What Is Multiple Positions?
Multiple Positions is a feature in ADP Workforce Now that enables you to add a position for an existing employee so you can track the employee in two or more active positions paid orcan track the employee in two or more active positions, paid or nonpaid, at the same time.
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Using Multiple Positions
You use Multiple Positions when an employee has one of the following at the same time:
More than one position (paid or nonpaid)More than one position (paid or nonpaid)
Multiple positions and reports to two or more different managers
More than one position, and multiple Forms W-2 are required because payments are issued under separate federal tax identification numbersidentification numbers
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Example of Multiple Positions
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What Do You Think? Adding Another Position
When do you add another position to an employee?
a. The employee has multiple positions and reports to two or more managers at the same timemore managers at the same time.
b. The employee is promoted to a new position and reports to a new manager.
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Adding Another Position
Learning Byte Available
To add a new position to an employee, select Process > HR > Add Another Position.
g y
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Adding Another Position (continued)
On the Position Setup step, you indicate whether the position is a paid or time-tracked position, as well as the company to which the position is assignedthe position is assigned.
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Adding Another Position (continued)
On the Position Details step, you indicate whether the new position is the primary position for the employee. You also enter information such as the position start date the direct reportinformation such as the position start date, the direct report manager, and the worked-in state.
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Adding Another Position (continued)
On the Time & Attendance step, you enter information such as the pay class, the Time & Attendance supervisor, and the time zonetime zone.
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Viewing Other Positions
On any page that you access on the People menu, click Other Positions to view the following employee information:
Positions Positions
Primary position
Status of the position (active or inactive)
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Searching for an Employee’s Other Positions
Perform a search as follows:
1. Under Employee List, click the link to launch an advanced searchsearch.
2. Click Search Options.
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Searching for an Employee’s Other Positions (continued)
3. In the Show field, select Position.
Margaret Albany has two positions. You can view details about each position by clicking the appropriate link.
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Accessing the Employment Profile Page
To access this page, select People > Employment > Employment Profile.
To update the Reports To field click (edit) and make the To update the Reports To field, click (edit) and make the applicable entries.
Enter your criteria to h f ifisearch for a specific
manager.
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Additional Resources
For more information about multiple positions, see the following resources:
Online Help topicsOnline Help topics–Understanding Position ID
–Adding Another Position to an Employeeg p y
The Maintaining Employee Information for ADP Workforce Nowcourse, available on Learn@ADP
Learning bytes, available at (support) > Learning Resources > Just-in-Time Learning > Payroll and General Administration > ADP Workforce Now Maintaining Employee Information–Adding Another Position for an Employee–Converting a Non-Paid Employee to a Paid Employee
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What Can You Get Done in 2 Minutes?Training with ADP Learning Bytes
Short videos withShort videos with audio show you how to complete a task.
Easy to access from your ADP solution by clicking (support)clicking (support).Learn as you work!
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Learning Bytes: Maintaining Employee Information
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What Questions Do You Have?
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New Hire Wizard Enhancements
Overview
In this topic, we will discuss the following:
Th M N Hi T l The Manage New Hire Templates page
New fields in the new hire templates
Accessing the New Hire wizard Accessing the New Hire wizard
Additional fields and functionality in the New Hire wizard
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Accessing the Manage New Hire Templates Page
Select Setup > Template Management > Hire/Re-Hire.
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The Manage New Hire Templates Page
To copy and customize a standard template, select the check box next to the template and click Copy.
“(System)” indicates a standard new hire template providedtemplate provided by ADP.
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New Fields in the New Hire Templates
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Accessing the New Hire Wizard
Learning Byte Available
To add a new employee, select Process > HR > Hire/Re-Hire.
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The Hire/Re-Hire Page
Select the applicable template to enter new hire data.
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The Quick Hire Template
You use the Quick Hire template when you need to quickly enter a new hire who is paid through ADP Workforce Now.
Important Note:Map the healthcare eligibility date beforecare eligibility date beforeyou enter information intothe template so that you can enter the eligibilityg ydate and coverage level to report the new hire to theapplicable states.
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The New Hire Wizard: Personal Step
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The New Hire Wizard: Employment Step
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What Questions Do You Have?
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Deleting Employees and Changing a Paid Employee to Nonpaid
Overview
In this topic, we will discuss the following:
D l i hi Deleting new hires
Changing a new employee from paid to nonpaid inADP Workforce Now Payrolly
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Deleting Employees and Changing a Paid Employee to Nonpaid (continued)
Learning Byte Available
You can delete a new hire record before the employee is part of the next payroll, eliminating the need to terminate the employee.
T h D l E l l P HR
g y
To access the Delete Employees page, select Process > HR > Delete Employees.
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The Delete Employees Page
On the Paid through ADP Workforce Now Payroll tab, new employees who are eligible to be deleted or moved to a nonpaid position are displayedposition are displayed.
Click (action) to begin the deletion process.
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Deleting or Changing to Not Paid through Payroll
Determine the applicable option to select.
If You Select Then the Employee Is
Delete Deleted from ADP Workforce Now
Keep but Remove as Payroll New Employee
Moved to the Not Paid through ADP Workforce Now tab as a p ynonpaid position
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Changing an Employee to Not Paid through Payroll
When you select Keep but Remove as Payroll New Employee, you need to indicate whether to keep the employee assigned to the company codethe company code.
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Changing an Employee to Not Paid through Payroll (continued)
Employees who are kept and removed from Payroll are displayed on the Not Paid through ADP Workforce Now Payroll tabtab.
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Additional Resources
For more information about adding and deleting new hires, see the following resources:
Online Help topicsOnline Help topics–Adding a New Hire Template
–Adding a New Hireg
–Hiring a Candidate
–Deleting Employees
These courses, available on Learn@ADP–Creating New Hire and Status Change Templates in
ADP Workforce NowADP Workforce Now–Maintaining Employee Information for ADP Workforce Now
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Additional Resources (continued)
Learning bytes, available at (support) > Learning Resources > Just-in-Time Learning > Payroll and General Administration > ADP Workforce Now Maintaining Employee InformationADP Workforce Now Maintaining Employee Information– Hiring an Employee – Deleting a New Hire – Rehiring an Employee
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Archiving Employee Data
Overview
In this topic, we will discuss the following:
A hi i i d l ’ d Archiving a terminated employee’s data
Including archived employee data on reports
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The Archive Employee Feature
You use the Archive Employee feature to remove terminated employee records from daily tasks, such as searching for an employee while still providing access to the employees’employee, while still providing access to the employees information in standard and custom reports.
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Guidelines for Archiving Employee Data
You cannot archive an employee’s data if the employee meets one of the following conditions:
The employee has not been terminated in Time & Attendance The employee has not been terminated in Time & Attendance.
The employee’s benefits are still active and have not been terminated.
The employee has pending workflow events.
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Accessing the Archive Employee Feature
To access the Archive Employee feature, select Process > HR > Archive Employee.
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Accessing the Archive Employee Feature (continued)
On the Archive Employee page, click Ready for Archive and complete the following steps:
1 Select the check box next to the applicable names1. Select the check box next to the applicable names.
2. Click (action) and select Archive.
The employee’s position is terminated, making him eligible for the archivefor the archive.
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Creating Reports with Archived Employee Data
To create custom reports that include archived employee data, select Reports > Standard Reports > All Reports.
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What Do You Think? Using the Archive Employee Feature
For which of the following do you use the Archive Employee feature?
a Terminate an employeea. Terminate an employee.
b. Archive one of the employee’s terminated positions.
c. Archive all of an employee’s terminated positions.p y p
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Additional Resources
For more information about archiving employees, see the online Help topic Archiving Employees.
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The Status Page
Overview
In this topic, we will discuss the following:
Vi i l ’ hi i l d f Viewing an employee’s current, historical, and future status information
Changing an employee’s statusg g p y
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Viewing an Employee’s Current Status
To view an employee’s status, select People > Employment >Employment Profiles.
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Changing an Employee’s Status
To change an employee’s status, click (edit) to the right of the employee’s current status and make the applicable entries on the Change Status pagethe Change Status page.
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Viewing Historical, Current, and Future Status
To view all status records for an employee, click (edit) to the right of Status and view the timeline on the Status page.
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What Questions Do You Have?
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Status Changes
Overview
In this topic, we will discuss the following:
M i d i i h lManaging and customizing status change templates
Using the Status Change wizards to terminate an employee or to place an employee on leavep p y
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What Are Status Change Wizards?
The two available Status Change wizards include the following:
Termination
Pl L Place on Leave
These wizards are similar to the New Hire wizard. You can use them to do the following:them to do the following:
Create custom termination and leave templates.
Process status changes through the appropriate wizard.g g pp p
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Managing Status Change Templates
To access the status change templates, select Setup > Template Management > Status Changes.
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Accessing the Status Change Wizards
To access the Status Change wizards, select Process > HR > Terminate or Place on Leave.
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The Termination Wizard
Learning Byte Available
To initiate a termination, complete the following steps:
1. Click (search) and select the applicable employee.
g y
2. Select the applicable termination template.
3. Click Start a Termination.
This area displays terminations p ythat are in progress but not yet completed.
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Terminating Benefit Enrollment Options
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The Final Payment Step
In the Final Payment step, you indicate whether to cancel automatic pay and select the method to process the final paymentpayment.
Note: When you select Pay Data File, Manual Check, or Quick
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y y , ,Calc, the corresponding page accessed on the Process menu is displayed after you complete the wizard.
What Do You Think? Employee Departure
When an employee leaves after just one pay period, which of the following do you use?
a Delete Employees activitya. Delete Employees activity
b. Termination wizard
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What Do You Think? New Hire
When a new hire does not start, which of the following do you use?
a Delete Employees activitya. Delete Employees activity
b. Termination wizard
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Validation Tables
Overview
In this topic, we will discuss the following:
A i lid i bl Accessing validation tables
Managing company field codes
Activating or inactivating field code values Activating or inactivating field code values
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Accessing Validation Tables
Select Setup > Tools > Validation Tables.
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The Validation Tables Page
To search for a validation table, you have the following options:
Enter a key word in the Search field.
S l lid i bl f h i i li Select a validation table from the categories or main list.
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Field Codes by Company
If you use multiple company codes, you have the flexibility to manage field codes and descriptions by company.
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Field Code Status
Field codes can be set up with the status Active or Inactive. You show or hide inactive codes by clicking Show Inactive or Hide InactiveInactive.
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What Questions Do You Have?
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Key Points to Remember
The new Personal Profile page consolidates an employee’s name, contact, emergency contact, address, and demographic information on one page for quick viewing and updatinginformation on one page for quick viewing and updating.
The associate ID uniquely identifies an employee within ADP Workforce Now.
The position ID uniquely identifies an employee’s multiple positions.
You can add multiple positions for current employeesYou can add multiple positions for current employees.
Standard new hire templates are available. You can copy and customize these templates to meet your company’s specific
dneeds.
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Key Points to Remember (continued)
Use the Delete Employees activity to delete a new hire before the employee is paid or to change a new employee from paid to nonpaidnonpaid.
Two Status Change wizards are available for terminating an employee and putting an employee on leave.
You can archive terminated employees and include archived employee data when you run applicable reports.
If you have multiple company codes certain validation tablesIf you have multiple company codes, certain validation tables have fields that you can use to manage field codes differently in each company.
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Training Evaluation
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