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V06061678291_1CRD20

Copyright © 2013–2016 ADP, LLC

MaintainingEmployee InformationPart 1Handout Manual

ADP Trademarks The ADP® logo and ADP® are registered trademarks of ADP, LLC. ADP Workforce Now® is a registered trademark of ADP, LLC. The Bridge Sponsored by ADP & Bubble Talk Design® is a registered trademark of ADP, LLC.

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PART 1

MAINTAINING EMPLOYEE INFORMATION PREFACE

Copyright 2013‒2016 ADP, LLC iii V06061678291_1CRD20

Contents

Course Introduction

Navigating WebEx ......................................................................................................... 1

Course Purpose .............................................................................................................. 1

Course Agenda ............................................................................................................... 2

TheBridge.adp.com ........................................................................................................ 2

Materials Overview ........................................................................................................ 3

Implementation Questions ............................................................................................. 3

Part 1

Changing Employee Data .......................................................................................... 1-1

Learning Activity: Job Change Consequences ................................................... 1-1

What Is the System of Record? ........................................................................... 1-2

How Do User Rights and Workflow Affect Recording Job Changes? ............... 1-3

Explore: The Employee Management Center Page ............................................ 1-4

Explore: Employee Categories ........................................................................... 1-5

Activity: Entering a Salary Change .................................................................... 1-7

Promoting and Demoting Employees ........................................................................ 1-9

Learning Activity: Promotion/Demotion Consequences .................................... 1-9

Activity: Entering a Promotion ......................................................................... 1-10

Activity: Changing an Employee's Salary ........................................................ 1-13

What Salary Information Flows to Payroll? ..................................................... 1-15

Entering a Percentage Increase Job Aid............................................................ 1-17

Viewing Historical Data Job Aid ...................................................................... 1-18

Changing Reporting Relationships ................................................................... 1-20

Activity: Changing an Employee's Reporting Relationships in HR & Benefits .................................................................................................. 1-21

What Are Security Group Assignments? .......................................................... 1-22

Activity: Continuing Reporting Relationship Updates in Time & Attendance ........................................................................................... 1-23

Activity: Assigning Employees to a Manager .................................................. 1-24

Practice: Entering Job Changes ........................................................................ 1-26

Practice Results: Entering Job Changes ............................................................ 1-27

Knowledge Check ............................................................................................. 1-29

PREFACE

2010 ADP, Inc. iv V12201078291_1CRD20

Part 1 Closing ........................................................................................................... 1-30

Part 2 Preview ................................................................................................... 1-30

Training Evaluation .......................................................................................... 1-30

Appendix

MAINTAINING EMPLOYEE INFORMATION HANDOUT MANUAL

Copyright 2013‒2016 ADP, LLC 1 V06061678290CRD20

Course Introduction

Navigating WebEx



Course Purpose This course prepares you to use your ADP solution to maintain employee records due to changes in job-related information, life events, employee status, benefits, and other areas.

Course Agenda

Part Topics

Part 1 Changing Employee Data

Promoting and Demoting Employees

Part 2 Transferring Employees

Entering Life Event Changes

Correcting Data Entry Errors

Changing an Employee's Status

Archiving and Deleting Employee Records

Part 3 Benefits Overview

Adding Dependents and Beneficiaries

Making Benefits Changes

Handling COBRA Events

TheBridge.adp.com

is an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn from industry experts and peers about a broad range of human capital management topics. You can access TheBridge.adp.com to do the following and more:

Learn how other professionals are getting more from their ADP solutions with time-saving resources and helpful features.

Join community spaces or topics of interest, including tax, payroll, HR and benefits, and time and labor management.

Connect with other payroll practitioners, HR professionals, featured industry representatives, and ADP subject matter experts.

Share your experiences.

Check the Frequently Asked Questions or ask the community.

https://thebridge.adp.com/welcome



Materials Overview Use the following information to help you perform tasks:

Procedures and job aids in your handout manual

Resources available on the Support Center, Task Assistance, and online Help

Implementation Questions Use the following table to list any follow-up items that you may need to discuss with your implementation consultant (IC):

Questions for my IC:

Maintaining Employee Information

Part 1

Handout Manual

PART 1


Copyright 2013‒2016 ADP, LLC 1-1 V06061678291_1CRD20

Changing Employee Data

Learning Activity: Job Change Consequences

Scenario Employees may change jobs within your company or your company may reorganize causing changes to employees' job titles, home departments, and so on. You, a manager, or an employee in your company may be responsible for making these changes, depending on user rights and company workflow. Job changes may affect other elements of employees' records.

Instructions What changes may accompany an employee's promotion, transfer, relocation, or demotion? Use the space provided to record your answers.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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What Is the System of Record? Your ADP solution consists of multiple modules. The same information, such as employee name, may display in more than one module.

The system of record is the module that you use to enter the majority of changes to employee information. You enter your employee changes in that module and allow the data to flow automatically to your other modules.

Example Sarah Jones has moved. Her address displays in the HR & Benefits module, Payroll module, and Time & Attendance module, but the fields in the Payroll and Time & Attendance modules are read-only. You enter Sarah's address change in the HR & Benefits module, and the change flows automatically to the other two modules.

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How Do User Rights and Workflow Affect Recording Job Changes?

Overview Depending on your individual responsibilities and the workflow in your company, you may be responsible for entering some or all of the changes associated with an employee's job change. If your company uses Manager Self Service or Employee Self Service, then your managers or employees may be able to enter some of these changes.

Description Based on your company's setup, the following individuals may be required to make the following types of changes. Your company can determine which of the changes that managers and employees make require final HR approval.

Change Needed Employee Manager HR & Benefits Practitioner

Payroll Practitioner

Time & Attendance Practitioner

Job title X X

Earnings X X X (additional earnings)

Status X X

Reporting relationships X X

Corporate groups (location, home department, business unit, company class)

X X

Benefits X X

Address X X

Contact information X X

Work phone, fax, mail stop

X X

Tax information X X

Nonbenefit deductions X X

Direct deposit X X

Time zone X X

Schedule X

Example Let's assume that your company uses Manager Self Service. Your managers are allowed to enter requests to change an employee's job title, salary, reporting relationships, and corporate groups. A manager enters the appropriate changes in Manager Self Service. Based on your company's setup, HR approval is required before any change submitted by a manager is applied in the application. Therefore, you review the manager's updates and approve them.

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Explore: The Employee Management Center Page To navigate to the Employee Management Center Page, select HR & Benefits > Employee.

Options and Descriptions

Options Description

1 Last Employee Viewed section

Displays the name of the last employee and page viewed if you were viewing an employee record before you switched to another option and then returned to the Employee option

2 Alpha bar Displays a list of employees whose last names begin with the letter you clicked

3 Search By field Enables you to select the following parameters when searching employee records:

Last name (enter the whole or partial name)

Employee ID (enter the whole ID)

File Number (enter the whole ID)

Social security number (enter the whole number)

National ID (enter the whole or partial ID)

4 Current Employees option

Enables you to search active, terminated, on leave, and retired employees

5 Go To field Streamlines searches by allowing you to display a specific category within the employee record (Personal is the default category.)

6 Edit and View options Enables you to update an employee's data and display an employee's current or historical data

Important Information You have the option to search by social security number only if you have the rights to view a full social security number.

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Explore: Employee Categories

Categories and Descriptions

Category Description

Personal Contains personal information such as:

Name

Social security number or national identifier

Date of birth

Marital status

Home contact information

Date medical coverage began

In addition, you can add the employee’s photo on the Edit page in this category.

Events Describes pending, approved, rejected, and mixed resolution activities performed on the employee’s record such as changes to earnings or status

Status Specifies the employee's current and historical employment status such as active or on leave

Work Contains work-related information, including:

Job

Corporate groups

Date of hire

Citizenship information

File number

You can view current work information, job information history, and corporate group history in View mode. However, you cannot track illnesses and injuries on the View pages in this category.

Reports To Displays the employee’s current and historical manager and direct report records

Earnings Contains the employee's compensation information, including:

Earnings events

Effective date

Salary structure

Compa ratio

Benefits Contains the employee's current and historical benefits enrollments, including:

Plan

Coverage level

Employee and employer costs

Beneficiary designations

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Categories and Descriptions (cont.)

Category Description

Time off Contains time off information such as:

Vacation Policy - Earned and Taken

Sick Policy - Earned and Taken

Note: Based on your company's setup, you may not track time-off information in the HR & Benefits module.

Dependents Contains the employee's dependents information such as dependent's:

Name

Social security number or national identifier

Home contact information

Date of birth

Student status

Disabled, Medicare, and Medicaid status

Date medical coverage began

COBRA Contains any COBRA event that has occurred including the:

COBRA event date

COBRA event description

COBRA event provider

Beneficiary Contains employee beneficiary information including:

All designated beneficiary names

The relationship of the beneficiary to the employee

The beneficiary's social security number or national identifier

The beneficiary's address

Additional Resources For a complete list of employee search options and categories, and their descriptions, refer to HR & Benefits online Help.

PART 1



Activity: Entering a Salary Change

Scenario Brenda Hahn's manager requested that she receive a pay raise due to her recent performance. Brenda's new hourly rate is $21.00.

Instructions – Part 1: Searching for an Employee

Step Action

1 In the Search By text field, type Hahn.

2 In the Go To field, select Earnings.

3 Click Search.

Instructions - Part 2: Changing an Employee's Pay Rate

Step Action

1 In the Effective Date field, enter today's date.

2 In the Base Salary field, type 21.

3 In the Per field, select Hour.

4 In the Reason field, select Performance (PERF).

5 Click Save Changes.

Effective Dates Much of the information you maintain in the employee record is effective dated. The information in the effective-date field becomes effective as of a certain date. Effective-dated information is characterized by two attributes:

Effective-dated information is accompanied by an effective date.

When you enter a new value in an effective-dated field, the value that is being replaced is saved as part of a historical record.

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Important Information Your company may decide to display employee pay rates in the Time & Attendance module, which will enable your employees to view their earnings when they access Time & Attendance. Pay rates display in Time & Attendance only for hourly employees. This field is blank for salaried employees.

Best Practice If an employee’s pay rate change becomes effective in the middle of the pay period, and the employee is paid automatically through Automatic Pay, you need to cancel Automatic Pay for the relevant pay period by entering the appropriate pay information in the paydata grid.

Additional Resources For more information on Automatic Pay and paydata grids, complete the Paying Employees course.

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Promoting and Demoting Employees

Learning Activity: Promotion/Demotion Consequences

Scenario Frank Cavallo was promoted effective today. His new job title is Sales Executive. His salary is increasing to $2,750 every two weeks. In addition, he will receive a $300 car allowance. Frank will continue reporting to the same manager.

Instructions

1. In which of the following categories of the employee record do you need to make changes? (Select all that apply.)

a. Personal

b. Work

c. Reports To

d. Earnings

e. Benefits

f. Dependents

g. COBRA

h. Beneficiary

2. What are some additional changes that you may need to make in the Payroll module? ______________________________________________________________________

3. What are some additional changes that you may need to make in the Time & Attendance module? ______________________________________________________________________

Additional Resources For information on the various areas of an employee's record that are affected by a promotion or demotion, refer to Task Assistance. In the upper-right corner of the page, select Support and then select Task Assistance. On the HR Task Assistance tab, click View the Entire Promote/Demote Process.

PART 1



Activity: Entering a Promotion

Scenario Frank Cavallo was promoted effective today. His new job title is Sales Executive, and he will be working in Atlanta. His salary is increasing to $2,750 every two weeks. In addition, he will receive a car allowance of $300 every two weeks. Frank will continue reporting to the same manager.

Instructions – Part 1: Opening the Employee's Record

Step Action

1 From the HR & Benefits menu, select Employee.

2 On the alpha bar, click C.

3 Select Cavallo, Frank.

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Instructions – Part 2: Entering a Job Title Change

Step Action

1 Select Work: Edit.

2 In the Job Information section, Change Date field, enter today's date and click Change Job.

Result: A list of jobs displays.

3 Make the selections shown here and click Save.

Result: You return to the Work: Edit page. A message displays, indicating that your changes have been successfully implemented and that the employee's record is changed.

Best Practice For turnover reporting purposes, be sure to select an option in the Job Change Action and Job Change Reason fields.

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Additional Resources When an employee’s job change makes the employee a practitioner, that employee needs to be set up in ADP’s security management service. Steps to set up a practitioner (sometimes referred to as an administrative user) are available in the following resources:

IF your company uses: THEN:

ADP Workforce Now Refer to the following chapters in the ADP Workforce Now Security Guide, available on the Support Center:

Setting Up Users in ADP’s Security Management Service

Setting User Access in ADP Workforce Now

Setting User Access for HR & Benefits

ADP's HR/Benefits Solution Refer to the:

HR/Benefits Community, HR & Benefits Administration user guide, Rights > Administrative Users Tab topic

HR & Benefits online Help, Administrative Users Tab topic

In addition, if your company uses Single Sign-On to access your ADP products, you need to complete additional steps as outlined in the Adding an Administrative User via Netsecure job aid on the HR/Benefits Community.

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Activity: Changing an Employee's Salary

Scenario You need to change Frank's salary in accordance with his promotion.

Instructions

Step Action

1 Select Earnings: Edit.

2 Enter the information shown here.

Note: In the Effective Date field, enter today's date.

3 If prompted that the specified amount is greater than the maximum of the current job's salary grade, click OK.


Result: A message displays indicating that your changes were successful. The employee's new compa ratio in the salary grade displays in the current compensation box.

Best Practice When entering a change in salary, you must always enter an amount equal to the employee's unit of pay. For example, when updating earnings information for salaried employees on a biweekly pay schedule, enter the biweekly salary. For hourly employees, enter the hourly rate.

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Additional Resources For more information on verifying that data successfully flowed from HR & Benefits to Payroll, refer to the appendix or complete the Sending Benefit Deductions to Payroll course.

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What Salary Information Flows to Payroll?

Overview While you can enter earnings in HR & Benefits, only the base salary and accompanying information flows to Payroll. You may need to enter additional information in Payroll.

Example Your company employs factory workers who are paid at a rate different from what is stored in base salary for special projects. This rate is stored in Rate 3. When salary changes are made, base salary automatically flows to Payroll and Time & Attendance. The Rate 3 amount does not automatically flow and must be updated in Payroll.

Types and Locations of Additional Information in Payroll Once the base salary information flows to Payroll, you may need to enter additional information into some or all of the following fields for payroll purposes:

Type of Information Location in the Employee's Payroll Record

Standard hours Pay Rates, Regular Pay tab

Rate 2 through Rate 9 Pay Rates, Additional Rates tab

Additional earnings such as commission Pay Rates, Additional Earnings tab

Direct deposit information Deductions/Deposits, Deposits tab

Nonbenefit deductions Deductions/Deposits, All Deductions tab

Lien information Liens

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Advantage of Entering Additional Earnings in HR & Benefits While additional earnings information does not flow to Payroll, you may still want to enter that information in HR & Benefits if it is used in benefits calculations. For example, life insurance coverage may be calculated based on base salary and commission information. To calculate the coverage level correctly, you should enter this information in HR & Benefits as well.

PART 1



Entering a Percentage Increase Job Aid

Overview You can enter a percentage increase instead of a dollar amount for a salary increase.

Instructions

Step Action

1 From the employee's record in HR & Benefits, select Earnings: Edit.

2 Enter the effective date.

3 In the Per field, select the pay frequency.

4 Click the Calculator icon.

Result: The Calculate Percentage Increase window opens.

5 In the Pay Increase field, enter the percentage increase.

6 Click Calculate.

Note: The calculator rounds off to the nearest whole number.

7 If the amount is correct, click Accept.

Result: The Calculate Percentage Increase window closes and the Base Salary field displays the new salary amount.

Important Information If you enter or change an employee's base earnings and the effective date is in the middle of a pay period, you need to make a manual adjustment through payroll using the standard batch processing method to ensure that the employee is paid the correct amount for the pay period.

Additional Resources For more information about paying your employees and manual adjustments to pay, complete the Paying Employees course.

PART 1



Viewing Historical Data Job Aid

Instructions - HR & Benefits To review historical information for an employee, select the View option of the appropriate category.

For example, to review earnings history for an employee, in the employee's record in HR & Benefits, select Earnings: View, and then choose one of the following options:

Option Description

Current/Scheduled Compensation

Displays the employee's current and scheduled salary and additional earnings information

Historical Base Salary Displays the employee's history for the earnings type selected such as base salary

Earnings Events and Event Details

Displays the date on which an earnings effective-dated action was entered, a description of the action, the effective date, the requestor, and the approver

To view additional details of the corresponding event, click the magnifying glass.

Instructions – Payroll Changes to effective-dated fields create historical records so that you can see the various changes made to employees' records over time. Once you enter changes to effective-dated fields, you can view a history of all effective-dated actions.

From the Payroll module, you can click the View Change History icon when available next to a field and view historical data relating to that field.

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Instructions - Time & Attendance You can view an edit/audit trail in Time & Attendance to see what changes have been made as well as who made each change. From the Time & Attendance module, select Maintenance and then click the Employee Positions link. In the Actions list on the right side of the page, select View Edit Audit.

Additional Resources For more information on viewing historical information, refer to the applicable module's online Help.

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Changing Reporting Relationships

Overview When you promote or demote an employee, you may need to consider if this change affects the employee's reporting relationships. Some questions you may ask are:

Does the employee report to the same manager?

Is this employee now in a managerial or supervisory role?

Did the number of employees who report to this employee change (gain or loss)?

If the employee's reporting relationships are affected, you need to make the appropriate changes in both the HR & Benefits module and the Time & Attendance module.

Description The following illustration shows the updates you need to make when changing reporting relationships:

PART 1



Activity: Changing an Employee's Reporting Relationships in HR & Benefits

Scenario Due to restructuring in his department, Thomas Evers will now report to Samuel Barbato.

Instructions

Step Action

1 In HR & Benefits, open Thomas Evers's record.

2 Select Reports To: Edit.

3 In the first Change Date field, enter today's date and click Change Manager.

Result: The Select a New Manager page displays.

4 In the Filter By field, select Location.

5 In the second list, select Southwest Region.

6 In the Select a Person field, select Samuel Barbato.


Result: You return to the Reports To: Edit page. A message displays, indicating that your changes were successful and that the employee's record is changed.

Important Information Direct reports are tied to a person, not a job. As a result, when a job change affects the employees managed by a particular individual, you need to reassign those employees to the manager's successor.

Additional Resources When a manager with multiple direct reports leaves a position, you need to reassign the direct reports to another manager. Instead of assigning them individually, you can assign all of a manager's direct reports en masse. For information on reassigning employees en masse, refer to HR & Benefits online Help.

PART 1



What Are Security Group Assignments? Managers, which are known as supervisors in the Time & Attendance module, need to be granted the appropriate access to approve and update employees' time information. In Time & Attendance, you use security groups to control who can view and edit employee records. Employees and supervisors have a different relationship to security groups. The following information explains the difference:

Employees are assigned to a security group. This means that they are members of the security group, but they cannot view the records of other employees. Employees are placed into security groups to control who can access their information.

Supervisors are assigned access to the same security group as their employees so that they can view and edit their employees' records.

Example Megan Jefferson was just promoted. Megan’s supervisor, John Dexter, has access to security group 212266. You assign Megan to security group 212266 so that John can access Megan's records.

Assigning Access to Security Groups The following table describes the type of security group access to assign each type of user:

IF the user type is: THEN:

Supervisor (for managers)

Assign access to the same security groups assigned to the supervisor’s employees

Administrator (for practitioners)

Assign the EL_ALL security group. Unlike the supervisor user, the administrator user should have access to the records of all supervisors and employees.

Promoting an Employee to a Supervisor or a Practitioner When you promote an employee to a manager or supervisor, you must assign that supervisor user access to the appropriate security groups. This will allow the supervisor to view and edit employee records for the assigned security group. When you promote an employee to a practitioner, you assign that practitioner access to all security groups in the company. This gives the practitioner, or administrator, access to view and edit the records of all supervisors and employees.

Example Anthony was just promoted to supervisor. All of the employees he will manage are assigned to security group 901000. Although he is assigned to security group 212266, you must grant him access to security group 901000 so that he can view and edit his employees’ records.

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Activity: Continuing Reporting Relationship Updates in Time & Attendance

Scenario After making the necessary updates to Thomas Evers's manager in HR & Benefits, you must assign him to the correct security group in Time & Attendance so that Samuel Barbato can also access his time information.

Based on your internal documentation, you know that Samuel Barbato can access security group 004000. Assign Thomas to security group 004000.

Instructions

Step Action

1 On the Time & Attendance menu, select Maintenance.

2 Click Employee Positions.

3 In the Employee Position section, click Employee Security.

4 Click Add Additional Security Groups.

5 Locate and select security group 004000 (Accounting) and click Submit.

6 On the row for Thomas's previous security group, in the End Date field, enter yesterday's date.

7 Click Submit.

Additional Resources For more information on security groups, refer to the Time & Attendance Online Training Center, Time & Attendance Employee Maintenance job aids. To access the Online Training Center, open any page within Time & Attendance and click the Training link in the upper-right corner of the page.

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Activity: Assigning Employees to a Manager

Overview With promotions, demotions, or reorganizations, you may need to grant a manager access to additional employees' records.

Scenario After further reorganization, Anthony Albright will manage three additional employees. These employees are part of security group 009000, so you will grant Anthony rights to this group in Time & Attendance.

Instructions – Part 1: Assigning Employees in HR & Benefits

Step Action

1 In HR & Benefits, open Anthony Albright's record.

2 Select Reports To: Edit.

3 In the second Change Date field, enter today's date and click Add Employee(s).

4 In the Filter By field, select Location.

5 In the second list, select Northeast Region.

6 Select the following employees, using the Ctrl key to select multiple names:

Gary Barrow

Roberta Carney

Indira Gupta


Instructions – Part 2: Assigning Security Group Access in Time & Attendance

Step Action

1 On the Time & Attendance menu, select Maintenance.

2 Click Employee Positions.

3 Click Access Details.

4 Click Add Additional Security Groups.

5 Locate and select security group 009000 and click Submit.

6 Click Submit.

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Where to Set Up Security Group Rights To determine the page that you should access when defining security group rights, refer to the following table:

IF you need to assign: THEN navigate to:

An employee to a security group Time & Attendance > Maintenance > Employee Positions > Employee Position > Employee Security

A manager or supervisor access to a security group

Time & Attendance > Maintenance > Employee Positions > Access Details

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Practice: Entering Job Changes

Scenario Tammy Tuttle is receiving a pay raise due to her recent performance. She will now earn $1,500 every two weeks, starting the first of next month.

Anthony Albright has accepted a new position in the company. Starting the first of next month, he will be the chief financial officer, reporting to Donald East. His new salary will be $6,000 every two weeks. His business unit, home department, and location will not change. Assign Anthony to security group 003000.

Where do you make the majority of these changes?

______________________________________________________________________

Instructions

Step Action

1 Enter Tammy Tuttle's pay raise, effective the first of next month.

2 Enter Anthony Albright's changes, which include:

Job title

Reporting relationships Hint: To locate Donald East easily when changing reporting relationships, filter the list of managers by the Eastern business unit.

Salary

Security group (Be sure to end Anthony’s assignment in his current security group.) Note: Use the first of next month as the effective date for all changes.

Tip To verify the updates in Payroll, you may need to change the effective date to the first of the following month, or click the appropriate link in the More Records section in the upper-right corner of the tab.

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Practice Results: Entering Job Changes

Tammy Tuttle's Change

Anthony Albright's Changes

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Anthony Albright's Changes (cont.)

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Knowledge Check

1. An employee is being promoted and moved from the Dallas office to the Santa Barbara office. As the HR practitioner, you entered the change in location. What other items may require a change based solely on the change of location? (Select all that apply.)

a. Salary

b. Beneficiaries

c. Benefits enrollments

d. Tax information

e. Time zone

2. Keith has six direct reports. He was promoted to a position in which his current direct reports no longer report to him. When you assign Keith to his new job, how do Keith's direct reports move to the new manager?

a. You must assign his direct reports to the new manager.

b. The application automatically severs the reporting relationship between Keith and his subordinates and assigns them to his replacement.

c. Keith must assign his direct reports to his replacement.

d. Keith’s replacement must claim his direct reports.

3. In addition to her regular earnings, Sarah is paid an additional commission check of $500 a month. You want this amount to be taken into account when her various benefit plans are calculated, in addition to receiving this amount in her paycheck. Which of the following statements is correct?

a. You enter the commission in HR & Benefits. This data automatically flows to Payroll.

b. You enter the commission in Payroll only.

c. You enter the commission in both HR & Benefits and Payroll.

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Part 1 Closing

Part 2 Preview The next part of the course includes the following topics:

Transferring Employees

Entering Life Event Changes

Correcting Data Entry Errors

Changing an Employee's Status

Archiving and Deleting Employee Records

Training Evaluation Thank you for attending part 1 of this course. If required, please take a moment to complete the evaluation.

Appendix Part 1

Contents

Verifying Dataflow in Payroll

What Are the Payroll Verification Tools? ..................................................................... 1

Explore: ADP Shared Services Alerts in Payroll .......................................................... 2

Explore: The View ADP Shared Services Log Files Page in Payroll ........................... 3

Explore: Other Tools to Verify Dataflow in Payroll ..................................................... 4

PART 1

MAINTAINING EMPLOYEE INFORMATION APPENDIX

Copyright 2013‒2016 ADP, LLC 1 V06061678291_1CRD20

Verifying Dataflow in Payroll

What Are the Payroll Verification Tools? To verify dataflow in Payroll, a payroll practitioner uses the following tools:

ADP Shared Services Alerts

View ADP Shared Services Log Files page

Employee's record

Employee Changes report

Example An HR Practitioner entered a salary change in the current payroll. In the ADP Shared Services Alerts section, a message displays when data flows from HR & Benefits to Payroll.

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Explore: ADP Shared Services Alerts in Payroll Alerts display on the Payroll Home page to indicate dataflow to Payroll. The following sample Payroll Home page shows two alerts in the lower-right corner of the page, indicating dataflow from HR & Benefits:

The only way to determine the success of an alert message is to click the alert link to display the View ADP Shared Services Log Files page, which includes additional information about the dataflow.

Alerts and Descriptions The following alert messages may indicate successful dataflow:

Alert Description

An Employee Import file containing updated employee record(s) was loaded automatically. View the log file for details.

An employee update was delivered to Payroll. To verify a successful dataflow, click the alert and review the log file.

An Employee Import File containing updated employee record(s) is ready to be processed.

An employee update was delivered to Payroll. However, the data did not automatically load and requires manual processing.

Important Information An alert link on the Home page that ends with the words "ready to be processed" is a notification that the dataflow did not automatically load and requires manual processing.

PART 1



Explore: The View ADP Shared Services Log Files Page in Payroll The View ADP Shared Services Log Files page displays log files for employee updates and deductions. By default, the View ADP Shared Services Log Files page displays log files for the current week. To view specific log files, based on criteria you provide, enter search criteria in the gray area at the top of the page and click Find.

The following illustration is an example of the View ADP Shared Services Log Files page:

Columns and Descriptions

Column Description

Name The employee whose record is affected by the process

Process A link indicating the process that produced the log file

Company The company code for which the process ran

Send Date The date and time at which the file was sent to Payroll

Processed Date

The date and time at which the file was processed in Payroll

Status The current state of the process: Successful, Warning, or Error, as defined in the following table:

Status Description

Successful The file loaded successfully with no errors or warnings.

Warning The file loaded successfully with warnings about the data.

Error Errors prevented the file from loading. Some data may not be updated in Payroll and may require troubleshooting.

PART 1



Explore: Other Tools to Verify Dataflow in Payroll

Overview After reviewing the log file, the Payroll practitioner can use other tools to verify the specific data that has flowed to Payroll.

Tools and Descriptions The Payroll practitioner can use the following Payroll tools:

Tool Description

Employee record View the updates to an existing employee record

Employee Changes report View a list of changes to employee records during the current pay cycle

Employee Record in Payroll The Payroll practitioner can search for an employee in Payroll and review the employee's new or updated record.

maintaining employee information - learn@adp · pdf filewithin the employee record (personal...

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