ultipro attaching documents...nov 07, 2017 · ultipro· ao wat-emjloy~ admin ultipro- ultimate...

$: UltiPro Attaching Documents...Nov 07, 2017 · UltiPro· Ao wat-EmJloy~ Admin UltiPro- ULTIMATE SOFTWARE Paula Joy as• ToDo Help Logout Administrator Guide My :mp\oyees Employee$
UltiPro·

Ao wat-EmJloy~ Admin UltiPro-

.,, ULTIMATE SOFTWARE

Paula Joy as • ToDo Help Logout

Administrator Guide My :mp\oyees Employee Contracts Third Party Pay Orgamzat1on 1/iews PTO Requests Process Hires < > -

y Employees

Find by § name .., (i§sw1!!2....:J~l _____ ~ [±l

Filtered by Last ndme - storts with j ~

Act10ns ] • [_()KJ "' ' EmployH

Name.-. Number Primary Work Phone Extension - 000000039 (312) 555-9655 &!u1. - 152251252 (312) 555-9655

Miil!.M.

@ 122331133 mo1129-9012 1133

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~ 799232321 (770) 399-2'100 15•1'1

Copyi-1Jtlt Q 1997-2017 ~ Ultimate SO'tware Group r,c All nQhts re-;etved

ABC Company - Mmuf.act\lllng(21

Mr Mark M Jackson - 152251252

k .. ► M Mr Mark M_ Jackson

P"'°"'l Trne Management Career & Ec:Lc.abOn

St.atus Job

Terminated Admin A,:,,:,i:.l,ml l

Active Shift

Worker

Act1V1:> Adm1n Assistant 2

Tcrm1n.:itcd Admin

Career Oevek>pment

Location

Chicago. IL

Seal Beach.

CA

ft Laud;,rda;e

fl

AUant,:,, GA

Pay

0 1419 > Things I Can Do

Displaying all records

Division

Hardware Oivi:.iv n

M~nufacturing

Adm1rnstrat1on 0 1Vis1on

Admin,~t1Jt1on

• Add Employee (Hire/Rehire} Add Canadian Employee (Hire/Rebne/Multi-Comoany ~

Add Global Employee

Quick Tuu1:; dlltl T ip:; 8

Human Resources - Resources for Employee Administrators IJltiPro N,w19ation OvPNJPW

Search wit'l Filters Tour Modify Seach Results -our Hire/Rehire an Emolovee in the \.LS__JQll[

Hire a Global Employee Tour Updating Global Emolcyee lotormutton Tour

POWERED BY ULTIMATE SOFTWARE 0

UlttPro-.,, UI.T04A1' -

Employ" Summary Name. Address. ond TMS)hone Status/key Oates Property Contacts Pnvale Info Identification Documents Ternwiation Info

Mark M Jackson Shift Worker {312) 555-1234 mark-.1ackson~ult1rnate com

Personal In formation

Name

Mark M Jackson

Preferred

Mark

Employee number

152251252

Time clock

Address

121 N 78 St

Height Crty. CA

60000

United States

Pnmary e-mail

mark_Jackson~ultimate com

Alternate e-mail

Mailstop

Pnmary Home Phone

1312) 555-1234

Pnmary Work Phone

1312) 555-9655

Worl<. extension

80 > pnrt"""

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Tlungs I Can Do

Change NatK>nal IP lill!LS!M

Manage EmPlovee Photo

Change Name Address or ~

Add Alternate Phone -v,ew Status HLStOIY

Change Status

Add Company Property

~

Change Pnvate tnfounat,on

Add ldent1ficat1on == Termmate Employee

Transfer Emoloyee Change Other Perwnal -Owck Tours and Tips G

Human Resources -

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Attaching Documents Updated 11/7/17

ATTACHING DOCUMENTS • Click Menu~ My Team~My Employees • If you have a Role box on the upper left, select Payroll Rep

• Search by Last Name and click on the desired employee

• The Employee Screen appears; click on the Documents Tab

ABC Company • Manufacturingl21 Mr. Mark M. Jackson - 152251252

H ◄ ► H Mr. Mark M. Jackson

Personal Jobs Time Management Career & Education

Employee Documents

Employee Documents

Find by I Category

Document View Hie

No records found

Uploaded Category By

Date Added T

ltJ l o 11 11ic A1rc n.ublc - 010259 - l ti rim cr County - Co::,glc Chron,~

Expiration Date

Viewable BY Employee

Taxes Documents •• ) print help

Notes Delete "

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L:tr.rncr Count:,

Tom.'TileAn.'\~ Ruble - J10259 ~ . -CIDlll:I

Pe·soral J::>bs Trre Manaqeme1t c.areer & EdLcamn Ccreer De11Elopm::nt ':Jay Benefits Ta>es Auc1t

rrrploy,e Dixuments

Add /Change Docu m en t ee ieo saV= canctt :>rim r eD

Du:...urm:r t · I Choose F le I Mo file chcsen File types suppcrtcd coc, doc:<, pptx, ppt, xls:c xis, xlt ,ltx. t<t. rtf, tif, png pg, Jpcg, g1f. bnp, pdf. mho db, ZJP,

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save

UltiPro· I Audit

by ULTIMATE SOFTWARE

Things I Can Do


• Click the green Add button (OR) under Things I Can Do, click Add Document

• The Add/Change Document screen appears

• Complete fields (fields with a red dot are required fields) o Document: Click the Browse button and choose the File you wish to upload o Document Title: Type the document title (ex: Resignation Letter) o Category: Choose a document category from the drop-down list o Expiration Date: Enter if appropriate; otherwise leave blank o Viewable by Employee box: Check to give the employee the ability to view the

document o Notes: Enter additional info, as desired

• Click the green SAVE button on upper right ( )

?win.ii. Job,, l1111•J•tanJ11'f'!1,11 \.a1•'!&•duc.rtoi <..111't"!lli-...-top,111'fll P.r,- lirnlll•, Lm•. A.DI

Employee Documents

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• The document will then show under Employee Documents

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UlttPro

Job History 0 0 E)G > Thuu,slC.rnOo

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Making Corrections Updated 11/7/17

MAKING CORRECTIONS • Click Menu~My Team~My Employees • If you have a Role box on the upper left, select Payroll Rep • Search by Last Name or Employee ID and select the desired employee • Go to the “Jobs” tab and click on the “Job History” sub-tab

• Click on the Effective Date link for the action you wish to correct. • The selected employee action will appear in a new screen • Click the “Correct” button on the upper right

Correct Job H istory Record 0 0 10 nelCt close help

Select the items you want to correct for this record and then click next.

I Correct Job • I~

Correct Job

General

Job group

New job

t..ltt?111c1.e ·.iU!.:'

Hi1e :i.t>urt;.e

Projec:

1) 11/l<;ton

Dcp:rtmcnt

Regk,n

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Payrc,TI

• os,01, 2011

• :::01 R:::c.assit ci:ti:in

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_£-MGRPER - H '< Ma,•a;er

1:~ren M llt'\~r

Gree:er b Worth

z r,onc

NE - Nat ... ecst T

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submit

save

Making Corrections Updated 11/7/17

• The Correct Job History Record screen appears

• Select the action to correct from the drop-down list • Click on the green Next button on the upper right • The Correct Job screen appears

• Make desired changes to fields

)• When finished, click the Save button. (

• A Workflow Approval message will appear.

• Click the Submit button. ( )

UltiPro·

I Adr,1nistrat1on Employee Admm UltiPro· by

ULTIMATE SOFTWAR£

Paula Joyas • ToDo Help Logout

Adm1rnstrator Guide My Employees Employee Contracts Third Party Pay Organization Views PTO Requests Process Hires < > Find

y Employees

Find by § n<1me •l§sw,th • 'cL ___ _ Filtered by last name - starts with J ~

Actions ---=@] al ' EmployH

Name .. Number Primary Work Phone Extension - 000000039 (312) 555- 9655 Mark M - 152251252 (312) 555-9655

l1il:k.M.

@ 122331133 (770) 129-9012 1133

- 799232321 (770) 399-2400 1544

Copyngti:C\1997-2017 ~Ultunat"So'twar"Group, nc Allngh:~r~

Time MaNgemeot Ulreer & Educ.t10n

Status Job

Terminated Adm1n Assistant!

Active Stiift

Worker

Active Adm1n Ass1stant2

Terminated Adm1n

Ureer Oeve!.opment

0 16)0 )


location Division

Ch1ca90, IL Hardware

0Ms1on

Seal Beach, Manufacturing

CA

Ft Adm1mstrat1on lauderda:e Division

fl

Atlanta. GA Admimstrat1on

Things I Can Do

Add Emolovee (H•re/Rehire) Add Canadian Employee (H1re/Rehire/Mult1-Company !:irn Add Global Employee

Quick Tours and Tips 0

Human Resources Resources for Employee Administrators UUiPro Navigation Overview

Search with Filters Tour Mod•fv Search Results Tour Hire/Rehire an Employee in the li.I2l.!!: Hire a Global Employee Tour

Uodot1ng Globcll Employee lnformot•on Tour


Benehts Taxes Documents

Job Summary O I $9 > Thmgs I Can Do

Primary Job

Job 5134 - oepanment spec 11

Regutar Pos1tt00 or limited Term

Elected, Appointed. or

Neither IN/Al

Date 1n JOb

Time inJOb

Salary grade

02/0712013

4 years 9 months

402 - 402

~,,: pnnt h~

Change Job and SalaN Add Secondary Jobs

Change Salarv Change Variable Pay

Change Oroamzauon Add Work Location {USA)

Add Employee Job H1stON Add Emo\oyee Labor ~ Add ReV1ew Historv

Costing Change Updated 11/7/17

COSTING CHANGE • Click MENU~ My Team~My Employees • If you have a Role box on the upper left, select Payroll Rep

• In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click Search

• The selected employees will appear in the list • Click on the desired employee to go to his/her record.

• Click on the Jobs tab and the Organization sub-tab

• The Organization screen appears. • Click the Edit button.

Lanmer County

Dee Marina Schrrudt 061620

maam Pe<sonal Time Management Career & Education Career Development Pay Benefits Taxes Documents Audit

Job Summ,uy Compensation Variab,e Pay Org;miZillion Work Locauon

Organization

Effective date

Reason

Supervisor

Location

PrOJect

Home company

Time clock

DIVISIONS

DEPARTMENTS

Lar..mer County

02/07/2013

100 - New hire

NichOlas A Cole

F2000 - FC 200 W Oak

00000000 - None

Larimer County

ACMDIV - BCC Assit County Manager

HRDSRV - HRD Services

Off Manna Schnudt - 061620

CIDIICI

AJJ~ou;. 1

,~.: :.."''•~Comp,,~,.,,, <>h~Company 111/1

- El V > Things I Can Do ed,t p,Ylt he(p

... Change Organization

~

Change Job and Satary

Add Secondary Jobs

~

Change Variable Pay

Add Work Locat•on (USA) Add Employee Job History Add Employee Labor

... ~

Personal Time Management Career & Education Career Development Pay Benefits Taxes Documents < >

Job Sunvnary Compensation Variab.e Pay Orgilniution Work location Job History Allocations

Change Organization

Effectrve

Reason

SupeMsor

Location

ProJect

Home company

Time clock

DIVISIONS

DEPARTMENTS

FUND and ORG

GL LOCATIONS

, fM/ DD/YYYY

Nicholas A Cole

F2000 - FC 200 W Oak

00000000 • None

Lanmer County •

Q. X

ACMDIV - BCC Ass1t County Manager

HRDSRV • HRD Services

HRADMN • HR 101110950

NONE • 000 Location Code

submit

80 > pnnt help

'!iave

Reviews Workers· c&II

Thmgs I Can Do

TH ASSET

Chanae Job Change Job and Sala!ll Add Secondary JOb$ Chanae Salary Change Variable Pav

Change Qrgarnzat1on

Add Work Locat•on Jl1SM Add Employee Job J::!!slQry

Add Emolovee Labor ~

Add Rev,ew H1storv Chanae Workers' Comoeosation Chanae Other Comoanv iotormat,on


• The Change Organization screen appears.

• Complete the necessary fields: o Effective Date: Enter the effective date. o Reason: Select the reason from the drop-down list (402-Costing Change) o Project: Select the appropriate project code o DIVISIONS: Select the Division code o DEPARTMENTS: Select the Department o FUND and ORG: Select the Fund/Org code o GL LOCATIONS: Select the Location Code

)• Click the green SAVE button in the upper right (



Personal Time Management Career & E:ducation Career Development

Allocations

0 Auto Allocate Employee

E:dit Primary Allocation FUND And ORG GL LOCATIONS

., 100 00 % HR 101110951 000 Location Code

Total 100.00 %

Larimer County

Torrurue Anne Ruble - 010259

1:11111:1

Benefits Documents

1me1•• > add save reset print help

Project Delete

None

Things I Can Do

fORTHSPAGE

Add Employee Labor Allocations

fORTHSTABSIT

Change Job

Change Job and Salary

Add Secondary Jobs

Change Salary

Change Variable Pay

Change Organization

Add Work Location (USA)

Add Employee Job History

Add Rev,ew HIStOry

Chanqe Workers' Compensation

save

~ .

• Personal Time Management Career & Education Career Development Pay Benefits Taxes DOCtJments Audit

Job Summary Compensation Variable Pay Organization Work LocatJOn Job History

GL LOCATIONS Project

., 100.00 % HR 101110951 000 Location Code None

Total 10000%

Workers Compensation Other Company Info

1499 > print help

Delete

Things I Can Do

F0°TH<;PAGE

Add Employee Labor Allocat1ons

FOR THIS TAB SP'

Change Job


Add Secondary Jobs

Change Salary

Change Variable Pay

Change Organization



TO SPLIT COSTING FOR AN EMPLOYEE:

• Click on the Jobs tab and the Allocations sub-tab

• Click the Auto Allocate Employee box and click the save button ( ) (this will enable the Add button)

• Click the Add button. • The Allocation entry screen appears. • Complete the fields as follows:

Lanmer County

Tommie Anne Ruble 010259

1:1a1a Personal Time Management Career & Education Career Development Pay Benefits Taxes Documents Audit

Job Summary Compensation Vanable Pay Organization Work Location Job History Allocations Reviews Workers Compensation Other Company Info

Allocations

Allocation

FUNDandORG

GL LOCATIONS

ProJect

·c=J

Primary Allocation FUND And ORG

., Total

100.00 % HR 101110951

100.00 %

GL LOCATIONS

000 Location Code

save

■ 1 QG)E) 1 •• > back save reset cancel print help

Project

\lone

save

Things I Can Do

~


Add Secondary Jobs

Change Salary

Change Variable Pay

Change Organization



Add Employee Labor Allocat1ons

Add Review History

Change Workers' Compensation

Chance Other Comoanv

submit


)

o Allocation: Enter the % of the costing you are about to add o FUND and ORG: Select from the drop-down list o GL LOCATIONS: Select from the drop-down list o Project: Select from the drop-down list

• When finished, click the Save button ( o The costing will appear in the list. The original costing string percentage will adjust

accordingly (ex: if the original costing string was 100%, adding the 2nd string at 50% will change the original string to 50% also).

• Make additional changes/additions as necessary

• When finished with all splits, click the SAVE button ( )

• If a Workflow Approval message appears, click the Submit button. ( )

UltiPro·

I Adm n1strat1or Empl~Adnin Ult+Pro- by

ULTIMAT£ SOFTWARE

Paula Joyas • ToDo l-letp logout

Adm1mstrator Guide My Employees Emp{oyee Contracts Third Party Pay Organization Views PTO Requests Process Hrres < > -

y Employees

Find by I Last name • H starts with • I I Filtered by Last name - starts w ith J ~

Actions L ...:@<] "' ' EmployH

Name ... Number Primary Work Phone Extension - 000000039 (312) 555-9655

Miil<..M. - 152251252 (312) 555-9655 Mark M

@ 122331133 (770)129-9012 1133 . - 799232321 1770) 399-2400 1544

CopyriQh: Q 1997-2017 ~ uI:,m,,1e So"tware Group I"<. All 119hts re-~

Time Mansgement Career & EdOCilltion

JobSumm.iry

Job Summary

PnmaryJob

Job

Regular Position or L1m1ted Term

Elected, Appomted, or Neither IN/A)

Date in Job

Time in Job

Salary grade

Pay groop

500096 - Payroll Spec

03/2512002

15 years 7 months 13 days

404 - 404

BIWEEK - BiWeekly

Status Job location

Terminated Admm Chicago. IL

Assistant l

Active Sh,lt Seat Beach. WOfker CA

Active Admin ft Assistant 2 Lauderdale,

fL

Terminated Admm Atlanta. GA

Career Developmerit

C, 188 > Things I Can Do


Division

Hardware

Division

Manufacturing

Adm1mstratron Division

Administration

... Add Employee (Hire/Rehire)

Add Can.-,dian fmpJovee fHirefReh•re/Multi-Comoanv .!::i@l

>

Add Global Employee


Human Resources Resources for Employee Administrators LJl!iPrq Nav1aat1on Oyerv1ew Search with Filters Tow

Mod•fv Search Results Tour Hire{Rehire an f mpJovee in the li.Ll2J.![

Hire a Global Employee Tour

Uoda t1na Global Fmoloyee Information Tour


Thmgs I Can Do


Add Secondaoi Jobs

Change Salary

Change Variable Pay

Change Oroaoizat100 Add WDfk Locauoo (USAI Add Employee Job History

Add Emolovee Labor ~

Add ReYJew History

Evaluation Only Updated 11/7/17

EVALUATION ONLY • Click MENU~ My Team~ My Employees • If you have a Role box on the upper left, select Payroll Rep

• In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields o Click “Search”

• The employees will appear in the list • Click on the desired employee to go to his/her record

• Click on the “Jobs” tab and the “Reviews sub-tab.

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• Click the Add button on the upper right (OR) under Things I Can Do, click on “Add Review History”

• The Add Review screen appears

• NOTE: UltiPro separates Salary Review and Performance Review. Even though this is an Evaluation Only, you need to enter a Salary Rating and Type in the Salary section in order to have the Next Review date change.

o Enter Salary info: Current review: Enter the effective date of the review Rating: Select the appropriate rating from the drop-down list Type: Select the appropriate type (for an Eval Only, choose either

“EVLMAX – Sal Eval-At Max”, or “PROBN - Sal Eval-End Probation” Reviewer: Type the reviewer’s name (Last name, First name) Next review: Enter the next review date Notes: Type any additional info about this action

m save

Summary 0 0 •• 1: .. ,,, ,1,, , .. ,. ' . , .. : :,.1;;11!,1!11:11·

Summary \'JorJClow Ayyro·.;a!e

n ;~Q~cst r~Qui '-:s one ~-nv.~ ;;pp1:,,.~I$. ~-:I~ MCt'C>'icW~ wh~ ~r~ .:,pp~-;;tc k,r ·)·Ou' t 1.lJ.):ion.

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submit


o Enter Performance info: Current review: Enter the effective date of the review Rating: Select the appropriate rating from the drop-down list Type: Select the appropriate type (for an Eval Only, choose either

“EVALMA – Perf Eval-At Max”, or “PROB – Perf Eval-End Probation” Reviewer: Type the reviewer’s name (Last name, First name) Next review: Enter the next review date Notes: Type any additional info about this action

• Check all information for accuracy.

.• When finished, click

• A Workflow Approval message may appear.


UltiPro·

I Adr'l nistrat1on Employee Adlllll UltiPro· by

ULTIMATE SOFTWARE

Paula Joyas ,. To Do He.p Logout

Adn1rnstrator Guide My Employees Empbyee Contracts Th rd Party Pay OrgarnatJon Views PTO Requests Process :-!ires < > -

0 1&0 > Thin gs I Can Do

prmt ~ Ip ~ mployees

Fndby ~ me '.]§tsw•h •l~L _____ ~ IG [ Se arch ]

.. Add Employee (Hire/Rehire)

Add Canqdian Employee (HirefRehire/Multi-Company .t::!Jre1

Filtered by Last name - starts w ith J ~

Actions L ...:@] al ' Employee

Nam e .. Number Prim.ary Work Phone Extension - 000000039 1312) 555-9655

MHk..M. - 1S22S1152 1312) SSS-96SS

MHk..M.

@ 122331133 (770) 129-9012 1133

- 799232321 1770) 399-2400 1544

Copyn.it11 Cl 1997-;>017 ~ Ult1.ma1e So"twarl' Group, nc . .6.ll ng,:~ •~~

Job Summary

Primary Job

Job

0.>te n,ob

T.me- ,nJOb

s.t.ry;r.oe

P,aygroup

Payhf"QUN'K:Y

Hov,ly/S•t.med

Se,sonat

Aoracvltur1l

Vouth/1,ollr•ng

Oarr.<t lbOf

Send watn c1,;;rrent newl\tref'.te

6'13-S Ot-partment Spe,c 11

02/0712013

4 year-5 7 montns 19 cays

'102 • 402

81Wff.K - 6tWCCkfy

B......,"'Y

"°<Mly

Status

Terminated

Acti~

Active

Terminated

Job LOCllltion

Adm1n Chicago. IL

Ass1stantl

Shift Seal Beach. Worker CA

Admin " Assistant 2 Lauderdale, Fl

Adm1n Atlanta. GA


Division

Hardware Oivison

Manufacturing

Adm n,straot,on

D1v1son

Adm n1strat10n

Add Global Emp!oyee

Quick Tours a nd T ips 0

Human Resources Resources for Employee Admini~trators

UlliPro Nav1gat•on Oy=-ryiew

Search with Filters Tour Modrfy Search Results Tour

HirefRehire an Emplmee in the J.li..I2Yr Hire a Global Employee Tour

Updating Global Employee Information Tour


••• >

Chfmc Job ,asa ~ Add Seconduv Jobs

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Hours Change Updated 11/7/17

HOURS CHANGE • Click MENU~ My Team ~ My Employees • If you have a Role box on the upper left, select Payroll Rep

• In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”

• The selected employee will appear in the list. Click on the desired employee to go to his/her record.

• Click on the Jobs tab and the Compensation sub-tab

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Personal Jobs Time Management

Job Summary Compens.at ion

Compensation Summary

Current Salary for Marla M. Reagan

Pay currency

Annual

Period

Weekly

Hourly

Last change

Percent change

Other Rates

Other rate 1

Other rate 2

US Dollar (USD)

S44,99258

S865.24

S865.24

S2L 6310

12/15/ 2002

5.00 %

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Rea;on

Job

Salary Guida

Salary grade

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Change Job

Change Job and

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Add Secondary Jobs

Change Variable

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• Click on the EDIT button (upper right)

• The Change Salary screen appears.

• Complete the necessary fields: o Effective Date: Enter the effective date of the Hours Change. o Reason: Select the reason from the drop-down list ( 400 – Hours Increase

or 401 – Hours Reduction ) o Scheduled Hours: Enter new total hours for the biweekly period.

• Click the Next button on upper right.

• The Change Review Panel appears. o Leave this screen blank since there are no changes to salary or performance

review dates with an Hours Change action.

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• Click on the Next button.

• The Summary screen appears.

• Review all changes (click the Show box and choose Changed Fields to see only the fields that have been changed.

• To make changes, click the Back button and make the necessary edits. Then click Next to return to the Summary screen.

• When finished, click the green SAVE button in the upper right. (

• A Workflow Approval message may appear.

)


UltiPro·

MENU

Administrator Guide My Employees Employee Contracts

My Employees

Find by last name ,, starts with • I

Act10l"'S

Nairn• • EmployN Number Primary Work Phone

Enter Find by criteria

Third Party Pay Organization Views PTO Requests

(±) - Search

Extension Status Job Loe.it ion Div1ston

Process Hires

> Things I Can Do

c::;;Emoloyee (H1re/R~

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Hire a Global EmPlovee Tour Uodat 1nq Global Employee ntormat1on Tour

Add a Time Management Emotoyee Tour

New Hires (Regular & Temp) Updated 11/7/17

NEW HIRES • Click MENU~ My Team~ My Employees • If you have a Role box on the upper left, select Payroll Rep

• The My Employees screen appears. • On the right side of the screen, under “Things I Can Do”, select “Add Employee

(Hire/Rehire)” (OR) Click the green “Add” button.

• The Hire an Employee screen appears.

• Ultipro will lead you through the series of screens listed on the left side.

• Fill in the fields on each screen as necessary (fields with a red dot are required fields).

• Click Next to get to the next screen.

Hire an Employee Lanmer County

Personal

Dates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/leave Balances

Summary

Start

Company

Operating country

SSN

Confirm SSN

• Larimer County

United States

·1

Please confirm for accuracy

Employee Information

Prefix

First name

Preferred name

Middle name

Last name

Former last

Sufflx

Employee number

Time clock

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o START: Company: Click the drop-down list to select the appropriate company.

NOTE: HR Only is for people who will be given system access but are not employees and will not be paid by us (ex: contingent workers, Sheriff’s Posse, etc.)

SSN: Type in the employee’s social security number – no dashes. Enter carefully and check to the employee’s SS card!

Confirm SSN: Retype SS number

Names: Enter Name fields as indicated (First and Last names are required)

Employee Number: Enter a 6-digit employee number (during Dual Entry, enter the ADP number with 0’s in front, ex: if the ADP number was 212, enter 000212). Once we go live with UltiPro, the employee number will autofill from the iCIMS feed.

Time Clock: Leave blank

Click the Next button ( ) to go to the next screen

Hire an Employee John Jones - Larimer County

Start

Personal Personal

Dates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/Leave Balances

Summary

Address

Address · [ Address Line 2 [ City r

State/Province

Zip/Postal code L

County [ Phone/E-Mail

Home phone

Work phone

Other

Other type

Primary e-ma ii

Alternate e-mail

Additional Information

Date of birth

Gender

Marital status

Ethnic origin

1-9 verification

• f:"M/DD/YYYY

· [

Not specified

Pending •

~ .

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o PERSONAL: Address: Enter address, city, state and zip code in appropriate fields Phone/Email: Enter phone numbers and email addresses in fields

NOTE: The Primary e-mail will become the employee’s User ID for signing in to UltiPro and the address to which work-flowed information will go. Use a county email address whenever possible. If the employee doesn’t have a county email, use his/her personal email. If the Primary e-mail address changes, notify Human Resources so they can change the User ID also.

Additional Information: • Enter appropriate info in each field • Marital Status: Leave blank. The Benefits staff will fill in if

necessary. • I-9 verification: Select “Yes” from drop-down list


Hire an Employee John Jones - Larimer County

Start

Personal

Oates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Taxes

local Taxes

PTO/leave Balances

Summary

Dates

Employment Dates

Hire date

Seniority

Benefit seniority

Next Review Dates

Salary

Performance

0

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-lMM/DD/YYYY r,; • :MM/DD/YYYY r,; ~ ~~

-~M/DD/YYYY 1r;;

1MM/DD/YYYY r,; lMM/DD/YYYY r,;


o DATES: Employment Dates:

• *Hire date: Enter the new hire effective date • *Seniority: Date will autofill from new hire date; leave as is • *Benefit Seniority Date: Date will autofill from new hire date;

leave as is

Next Review Dates: • Salary: Date autofills one year from hire date; adjust as necessary • Performance: Date autofills 180 days from hire date; adjust as

necessary • NOTE: For temporary employees, remove the review dates and

leave these fields blank


an Employee JohnJones - Larimer County

Start

Personal

Dates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/Leave Balances

Summary

Jobs/Payroll

Supervisor

Job group

Alph.a Job Lookup List

Job

Elected. Appointed, or Neither (N/A)

Location

State of employment

Hire source

ProJect

Payroll Informat1on

Pay rate

Other rate 1

Other rate 2

Other rate 3

Other rate 4

Pay group

Pay frequency

Distributt0n center

Scheduled hours

Earnings group

Deduction/Benefit

group

1095-C Deduction Group Assignment Date

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DIVISIONS

DEPARTMENTS

FUNDandORG

Gl LOCATIONS

Health Care Measurement Group

Appo1ntmg Authority

HR Generalist

Employee type

Regular Pos1tt0n or limited Term

Hourly/Salaned

Full/Part time

Pay automatically

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o JOBS/PAYROLL: Job Information:

• Supervisor: Click the Finder icon and a pop-up box appears. Enter the supervisor’s last name in the Find by box, click Search. Double click the name in the list and it will fill the field.

• Job Group: Skip this field • Alpha Job Lookup List: Type the first few letters of the Job title and

all jobs that contain those letters will appear. Make note of the desired job number to enter in the Job field below.

• *Job: Click the drop-down arrow and select the job number/name from the list (jobs are in numerical order so use the job number you found in the field above to help locate the job).

• Elected, Appointed, or Neither: Select the appropriate status • If a Sheriff’s Department sworn job was selected, the following

fields will appear: o Pay scale: Select from the drop-down list o Salary Step: Select from the drop-down list

• *Location: Select location from drop-down list • State of Employment: This field will auto-fill once a location is

chosen.


• Hire Source: Skip this field • Project: Select the Project from the drop-down list • DIVISIONS: Select the Division code from the drop-down list • DEPARTMENTS: Select from the drop-down list • FUND and ORG: Select from the drop-down list • GL LOCATIONS: Select from the drop-down list • Health Care Measurement Group: Leave blank • Appointing Authority: Select from the drop-down list • HR Generalist: Select from the drop-down list

Payroll Information: • Salary Guide shows salary grade and range for this job • NOTE: For Sheriff’s Dept. sworn jobs, the Salary Guide will not

appear. • *Pay rate: Enter pay rate PER HOUR (for all employees, including

Exempt) • Other rates: Leave blank • *Pay group: Select from drop-down list • Distribution center: Select “LARCO – Larimer County” • *Scheduled hours: Enter the scheduled hours for the two-week pay

period (ex: for full time, enter 80 hours) • *Earnings group: Select from drop-down list • *Deduction/Benefit group: Select from drop-down list (FOR

TEMPORARY EMPLOYEES CHOOSE NO BENEFITS/TEMPORARY”) • 1095-C Deduction Group Assnt Date: Leave blank • *Employee type: Select from drop-down list (For temps, select

“TMP-Temporary Employee”) • Regular Position or Limited Term: Select from drop-down list • *Hourly/Salaried: Select Hourly for ALL employees, including

Exempts. (Nonexempt & Exempt status is set up at the job level)

• *Full/Part time: Select from drop-down list • Pay automatically: Leave box unchecked


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Hire an Employee John Jones · ABC Compan\12:

Start

0

Direct Deposit Personal

Dates /\.eccunt Number

N:::i r:?cords found JobslPayr:,11

Time Mamgement

Direct Deposit

r e:leral lnco11e Tax

State Tcxes

Local Taxes

PT01Leave Balances

Summary

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!!@ ,_f! I!! B.1nk Account Typ~ Amount St.:titu:::.


o TIME MANAGEMENT: This section is not yet set up. Skip this screen during Dual Entry.


o DIRECT DEPOSIT: Click on the “add” button at top of screen to add new accounts The Direct Deposit Detail screen appears

Hire an Employee John Jones - ABC Company(2)

Start

Personal

Oates

Jobs/Payroll

T ime Management

Direct Deposit

Add/Change Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/ Leave Balances

Summary

Hire an Employee Julm ,:ur.e~ - ABC CumµdH)(2)

5tart

Personal

Dates

Direct Deposit Detail

Bank name

Routing number

Account number

Account type · I • I Status

•Amount

I Active • I

e Flat Amount

e Percent amount

@ Available balance

Direct Deposit Summary

Selected Account Type

No records found

Direct Deposit

AccoJnt Number Bari<

Bank

Firs: National Jul::./Pd~I u .l

Tirre Manageme1t

Direct Deposit

Federal Income Tax

~Cate Taxes

Local Ta,:es

PT0/Leaie Ba.ances

~umm,:ny

•

Account Number

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Account Type Amount Status

Cl1e:..kiny Ava !able balance Accve


Fill in all bank account information *Amount: If all pay will go to this account, click Available balance.

If pay will be split between accounts, click Flat Amount or Percent amount and enter amount or % to go to this account.


The Bank Account information will appear in the Direct Deposit list

To add another account, click the Add button again and complete the Direct Deposit Detail screen for the additional account

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Then click “Next” to return to this screen and view both accounts in the list

Add additional accounts as necessary


o FEDERAL INCOME TAX Enter the following information from the employee’s W-4 form in the

appropriate fields: • Filing status • Total allowances claimed • Additional amount to be withheld (if any)

Do not check any of the boxes unless… • If the employee is claiming exemption from withholding, check the

Employee claims exemption box. If claiming exemption, do not enter any allowances


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Hire an Employee John Jones - ABC Company(21

Start

Personal

Dates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/Leave Balances

Summary

State Taxes

State

Filing status

Total allowances claimed

Add1t1onal amount withheld each paycheck

Colorado

• 1 SINGLE

1s000

□ Employee claims exemption from withholding (blocked) □ Employee has a lock- in letter for this jurisdiction

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o STATE INCOME TAX Enter the following information from the employee’s W-4 form in the





Hire an Employee John Jones - ABC CompanyJ2)

Start

Personal

Dates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Ta,es

Local Taxes

PTO/Leave Balances

Summar/

PTO/Leave Balances

Plan Available Hours/Wages

No records found

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o PTO/LEAVE BALANCES: LEAVE BALANCES WILL NOT BE MAINTAINED IN ULTIPRO UNTIL GO-LIVE

Some balances have been loaded to allow us to run sample payrolls and to learn the system, but these will be deleted prior to loading accurate balances in December



Start Summary

Personal

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Oates

Jobs/Payroll

Time Management ---------------Sh_o_w_l A- ll-fi-eld_s ___ • I I

Submitted

ABC Company{21

United States

B Request Information

8 Start

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Company New Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/Leave Balances

Summary

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Details

Calcul3tions

Summary

Operating New country

Prefix New

First New

Preferred New name

Middle New

Last New

Former last New

Suffix New

Employee New number

Time clock New

B Personal

Before

Country New

Address New

Address line 2 New

City New

State/Province New

Zip/Pasta, New code

Summary

Q You must select Submit to complete this request

Worl:flow Approvals

John

John

James

Jones

To be assigned

Submitted

United States

123 Elm St

Fort Collins

Colorado

80521

save

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This request requires one or more approvals. Select the reviewen who are appropriate for your !;ituatlon

Apprcver Level 1 I Benehts Acmin Only • I Apprcver Level 2 I Payroll Adnin and Processing Only • I

Q submit


o SUMMARY: A warning will appear if the pay rate is outside the pay range for the

assigned job. Check all fields here for accuracy Click “back” to return to previous screens for editing

)• When all information appears correct, click the green SAVE button (



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• FINAL STEPS: o Once the new hire is saved, you will be returned to the “My Employees” screen. o To find the employee you just added:

In the Find by box, select “Last name” Select “is” Type the new hire’s last name and click Search The new hire will appear in the list

• Click on the new hire’s name to go directly to his/her record

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Personal Jobs

Goals Cc>n,:>etenc1es Personal Development Talent Profile Talent FactCfs

Licenses and Certifications

Received • License / Certification Number Type Provtder Renewal

No records found

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Things I Can Do

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• To add Driver’s License information for the new employee, click on the Career & Education tab and the Licenses sub-tab

o Click the green Add button on the upper right (OR) under Things I Can Do, click on Add Licenses/Certifications

o Complete all fields: License/Certification: Select license type from drop-down list Number: Enter the Driver’s License number, including dashes Received: Enter the Issued date Renewal: Enter the Expiration date Provider: Select the State that issued the license Notes: Type additional information, if desired

o Click the green SAVE button ( ) in the upper right corner o A Workflow Approval message may appear.

o Click the Submit button. ( )

UltiPro·

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Employee Summary Name. Address. and Te,ephone StatusJKey O.tes Property Contacts Prwate ln'o ldentJ'lcallOn Documents TerminabOn ln'ollll

Richard R Jackson Admin Assistant l IU) ll5-1:HUt r-.1acksontautumate.com

Personal Information

Name

R1Chard R Jackson

Preferred

RIChard

Employee number

122331133

T1mecloc.k

Address

Primary e-mail

r_Jackson<_a.uttim ate.com

Alternate e-mail

Ma,tstop

Primary Home Phone

(nOI 123-8102

Primary Work Phone

(nOI 129-9012

Things I Can Do

Ch.Jnqc N,1tJOn.JI 1p 1S..S1:U.S.!N}

Manage Employee Photo

Change Name Address ~ Add Alternate Phone Number View Status H istory

Change Status Add Company Property

~

Change Pnvate J..of2rmll!on ~ Add dentiflyt,on == Terminate Employee

Merits Updated 11/7/17

MERITS • Click MENU~ My Team~ My Employees • If you have a Role box on the upper left, select Payroll Rep

• In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”

• The selected employees will appear in the list • Click on the desired employee to go to his/her record

• Click on the “Jobs” tab.

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Richard R Jackson - 122331133 UltiPro·I= H ◄ ► ~ Richard R Jacksoo

Persona l Jobs

Job Sum~ry Compensat1011 Compensat1011 Plans Vanab.e Pay Orgamzat,on Work Location Job History Cootracts A.locauons Reviews 'Im

Job Summary 11 1&& > Things I Cc.n Do

PnmaryJob

Job

Alternate trtle

Date in Job

Time inpb

Salary grade

Shift Grcup

Shift

Pay grOLp

Pay frequency

Hourly/Salaried

Seasonal

Agricultual

Change Salary

AOMINA - Admin Assistant 2

06/15/2002


101 - Admin Level II

z - None

Z - None

HOURW - Hourly - Weekly

Weekly

Hourly

edit poot help

Mr Kewm M Saulruers - 871150101 - ABC Company(2)

Change Salary

Change Review

Summary

Change Salary

Effective 08/17/2017 ~

Reason 200 - Mem Increase

Job csq -Customer Service Rep

Pay group • CORP8I - Corporate - Biweekly • I Pay frequency B - Biweekly

Scheduled hours • 80 0000

Pay currency US Dollar (USD)

Salary Guide

Salary grade 100 - Adm1n Level

Currency US Dollar (US:))

Location TAMPA - Tampa, FL

Minimum SlS.3846

Midpoint S19.7116

Maximum S24 0385

. ~ Change Job and Salary

Add Secondary Jobs

~ Request One-Time Payout

Change Variable =>ay

Change Qrqaniz;:tion

Add Work Locat•on (USA)


Add Employment Contracts

Add Employee Labor ~

Add Review H1stcrv

Change Workers· Compensation C:h.lnnP OrhPr C:omn,mv

UltiPro·I=

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• The Job Summary will appear. • On the right side, under “Things I Can Do”, select “Change Salary”

• The Change Salary screen appears. • Fill in the fields as necessary (fields with a red dot are required fields)

o CHANGE SALARY SCREEN: *Effective: Enter the effective date of the Merit Review. *Reason: Select the reason from the drop-down list (select “200-Merit

Increase”) Job: This field will autofill

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*Pay group: This field will autofill (Biweekly, 28Day or Elections) Pay frequency: This field will autofill *Scheduled hours: This field will autofill Pay currency: This field will autofill (US Dollar)

Salary Guide: These fields will autofill with current job info and ranges

*Salary: Enter the Percent Change (ex: enter 3 for a 3.00% change) (OR) Enter the New Rate (enter the hourly rate and select per “Hour” from drop-down list)

Other rates: Skip these fields Notes: Enter any additional information about this Merit action

o Click the NEXT button (on upper right) to go to next screen

• The Change Review screen appears.

o CHANGE REVIEW: Salary:

• *Current Review: Enter or select the current review date • *Rating: Select the appropriate rating from the drop-down list • *Type: Select the review type from the drop-down list (MERIT –

Merit Review) • Reviewer: Enter the name of the reviewer (Last name, First name)

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• Next Review: Enter the date the next salary review will be due • Notes: Enter any other information to be included with this action

Performance: • *Current Review: Enter or select the current review date • *Rating: Select the appropriate rating from the drop-down list • *Type: Select the review type from the drop-down list (ANN –

Annual Review) • Reviewer: Enter the name of the reviewer (Last name, First name) • Next Review: Enter the date the next performance review is due • Notes: Enter any additional information you’d like to include

o Click the NEXT button (on upper right) to go to next screen

• SUMMARY SCREEN: o Check all fields here for accuracy o Click the “Back” button to return to previous screens for editing o A warning will appear if the pay rate is outside the pay range for the assigned job. o To view only the fields that were changed, go to the Show box and select “Changed

Fields.”

.• When all information appears correct, click


Start

Details

Calculations

Summary

Su mmary

O You must select Submit to complete this request

Workflow Approvals

0 back

E) 1G)O cancel print help

This request requires one or more approvals. Select the reviewers who are appropriate for your situation.

Approver Level 1 I Benefits Adm in Only • I

Approver Level 2 I Payroll Admin and Processing O nly • I

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UltiPro·

MENU I Admim.tration Employee Admn UltiPro by

ULTIMATE SOFTWU£

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Administrator Guide My Employees Employee Contracts Third Party Pay Organ1zation Views PTO Requests Process Hires < > Fond

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Job Loc.at,on

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Assistant 1

Sh,h Seal Beach, Worker CA

Adm1n Ft Assistant 2 Lauderda,e,

FL

Adm1n Atlanta GA

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Position Changes Updated 11/7/17

POSITION CHANGE • This will include FLEX STAFF, PROMOTIONS, DEMOTIONS, TRANSFERS,

RECLASSIFICATIONS, TEMP TO REG, AND REGULAR TO TEMP ACTIONS o For QUESTIONS about putting thru ICIMS, contact your Recruitment Specialist. o For OTHER QUESTIONS, contact your Generalist.

• Click MENU~ My Team~ My Employees • If you have a Role box in the upper left, select Payroll Rep

• The My Employees screen appears. o In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”

• The selected employees will appear in the list.

• Click on the desired employee to go to his/her record. • Click on the Jobs tab. • Under Things I Can Do, click on “Change Job and Salary.”

ltJ Mr. Jonathan Kyte Baker - 762532453 - ABC Company(2) - Google Chrome □ X

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Mr. Jonathan Kyle Baker - 762532453 UltiPro· I =TE M ◄ ► M Mr. Jonathan Kyle Baker

Personal Jobs Time Management Career & Education Career Jeve.opment Pay Bene'lts Taxes Ill Ill Job Summary Compensat on Cownsauon Plans

Job Summary

Primary Job

Job

Alternate title

Date mjob

Time mjob

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Shift Group

Shift

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Seasonal

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• The Change Job screen appears.

• Complete the necessary fields (if staying the same leave as is): o Effective Date: Enter the effective date. o Reason: Select the reason from the drop-down list (ex: 300-Promotion) o New Job: Select the new job from the drop-down list o Supervisor: Click the Finder icon and select the new Supervisor o Project: Select the appropriate project code

n ge J ob and Salary Mr. Jonathan Kyle Baker - 7G2S324S3 - ABC Cornpany(2) UltiPro· I !~TE

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Change Review Salary Guide

Summary Salary grade 204 - Tech 2

Currency US Dollar (USO)

Location CHARLO - Charlotte, NC

Minimum S45,00000

Midpoint S60,000.00

Maximum S75,000.00

Salary

® Percent change · .._I 1_0_.o_o _____ _,1%

0 New rate ..__ ______ _, USO per

· I


o DIVISIONS: Select the Division code o DEPARTMENTS: Select the Department o FUND and ORG: Select the Fund/Org code o GL LOCATIONS: Select the Location Code o Pay Group: Select the Pay Group o Scheduled Hours: This is for the full pay period so 80 is most common o Employee Type: Select Employee Type o Hourly/Salaried: ALWAYS CHOOSE HOURLY (even for Exempt employees) o Full/Part Time: Select Full Time or Part Time

• Click Next

• The Change Salary screen appears

• Change the salary by entering a Percent change OR by typing in the New rate (per HOUR)

• Click Next. • The Change Review screen appears.

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• Complete the necessary fields: o Salary:

Current Review: Enter the effective date of action. Rating: Select Rating from list (or select Not Applicable if review was not

done) Type: Select Type from list (or select Not Applicable if review was not

done) Reviewer: Type name of reviewer (Last name, first name) Next Review: Enter appropriate date for next Salary Review

o Performance: Current Review: Enter the effective date of action. Rating: Select Rating from list (or select Not Applicable if review was not

done) Type: Select Type from list (or select Not Applicable if review was not

done) Reviewer: Type name of reviewer (Last name, first name) Next Review: Enter appropriate date for next Performance Review

• Click Next.


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• In the Show box, click Changed Fields to see only those fields that have changed. • Review all fields; click the Back button if necessary to edit previous screens.

)• When finished, click the Save button. (



UltiPro·

MENU

Administrator Guide My Employees Employee Contracts

My Employees

Find by last name ,, starts with • I

Act10l"'S

Nairn• • EmployN Number Primary Work Phone

Enter Find by criteria

Third Party Pay Organization Views PTO Requests

(±) - Search

Extension Status Job Loe.it ion Div1ston

Process Hires

> Things I Can Do

c::;;Emoloyee (H1re/R~

Add Canadian Emolovee (Hice/Rehtre/Mu!t•-Comoanv !:iI!cl Add G\obal Emotovee

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Human Resources - Resources tor Emolovee Admin1strators U1t1Pro Nav•aat1on Overview Search WJth Filters Tour Modify Search Results Tour HirefRehire an Emotovee in the \.LS....IQYr

Hire a Global EmPlovee Tour Uodat 1nq Global Employee ntormat1on Tour

Add a Time Management Emotoyee Tour

Rehires (Regular & Temp) Updated 11/7/17

REHIRES • Click MENU~ My Team~ My Employees • If you have a Role box on the upper left, select Payroll Rep

• The My Employees screen appears. • On the right side of the screen, under “Things I Can Do”, select “Add Employee

(Hire/Rehire)” (OR) Click the green “Add” button.

• The Hire an Employee screen appears (this is for rehires too).

• Ultipro will lead you through the series of screens listed on the left side.

• Fill in the fields on each screen as necessary (fields with a red dot are required fields).

• Click Next to get to the next screen.

Hire an Employee Lanmer County

Personal

Oates

J obs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/leave Balances

Summary

l!m, an EmployPP Lu fl' l!'r Co\lntY

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Start

Company

Operating country

SSN

Confirm SSN

• Larimer County

United States

• Please confirm for accuracy

Employee In.fo rmatio n

Prefix

First name

Preferred name

Middle name

Last name

Former last

Suffix

Employee number

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o START: Company: Click the drop-down list to select the appropriate company.

NOTE: HR Only is for people who will be given system access but are not employees and will not be paid by us (ex: contingent workers, Sheriff’s Posse, etc.)

SSN: Type in the employee’s social security number – no dashes. Enter carefully and check to the employee’s SS card!

Confirm SSN: Retype SS number

o A Warning Message appears to let you know that the SSN is already assigned to a terminated employee.

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o Click the Ignore Warnings box o The Start screen will reset and autofill the fields with the employee’s previous

employment information

o Check all fields and correct as necessary

o Click the Next button ( ) to go to the next screen

• The Personal screen appears.

o PERSONAL: (Many of the fields will be auto-filled from the employee’s previous employment; check and edit all fields as necessary.) Address: Enter address, city, state and zip code in appropriate fields Phone/Email: Enter phone numbers and email addresses in fields

NOTE: The Primary e-mail will become the employee’s User ID for signing in to UltiPro and the address to which work-flowed information will go. Use a county email address whenever possible. If the employee doesn’t have a county email, use his/her personal email. If the Primary e-mail address changes, notify Human Resources so they can change the User ID also.

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St..:r. Dates

Pertcnal

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Additional Information: • I-9 verification: Select “Yes” from drop-down list


o DATES: Employment Dates:

• *Hire date: Enter the new hire effective date • *Seniority: Date will autofill from new hire date; leave as is • *Benefit Seniority Date: Date will autofill from new hire date;

leave as is

Next Review Dates: • Salary: Date autofills one year from hire date; adjust as necessary • Performance: Date autofills 180 days from hire date; adjust as

necessary • NOTE: For temporary employees, remove the review dates and

leave these fields blank


ire an Employee John Jones • Lanrner County

Start

Personal

Oates

Jobs/Payroll

Time Management

Federal Income Tax

State Taxes

local Taxes

PTO/Leave Balances

Summary

Jobs/Payroll

Supervisor

Job group

Alpha Job Lookup List

Job

Elected. Appointed. or Neither (N/A}

Location

State of employment

Hire source

P<()J<Ct

Payroll Informat1on

Pay ra1e

Other rate 1 S00000

Other rate 2 S00000

Other rate 3 S00000

Otherrcne4 S0OO00

Pay group

Pay freqoency

Distnbutton center

Scheduled hours • 00000

Earnings group

Oeduct10n/Beneflt group

1095-C Deduction MMJDIJ/VY' Group Ass.gnment Date

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o JOBS/PAYROLL: These fields will autofill from employee’s previous job; check and edit all

fields as necessary with correct information for the employee’s new job Job Information:

• Supervisor: Click the Finder icon and a pop-up box appears. Enter the supervisor’s last name in the Find by box, click Search. Double click the name in the list and it will fill the field.

• Job Group: Skip this field • Alpha Job Lookup List: Type the first few letters of the Job title and

all jobs that contain those letters will appear. Make note of the desired job number to enter in the Job field below.

• *Job: Click the drop-down arrow and select the job number/name from the list (jobs are in numerical order so use the job number you found in the field above to help locate the job).

• Elected, Appointed, or Neither: Select the appropriate status • If a Sheriff’s Department sworn job was selected, the following

fields will appear: o Pay scale: Select from the drop-down list o Salary Step: Select from the drop-down list

• *Location: Select location from drop-down list • State of Employment: Will auto-fill once a location is chosen.


• Hire Source: Skip this field • Project: Select the Project from the drop-down list • DIVISIONS: Select the Division code from the drop-down list • DEPARTMENTS: Select from the drop-down list • FUND and ORG: Select from the drop-down list • GL LOCATIONS: Select from the drop-down list • Health Care Measurement Group: Leave blank • Appointing Authority: Select from the drop-down list • HR Generalist: Select from the drop-down list

Payroll Information: • Salary Guide shows salary grade and range for this job • NOTE: For Sheriff’s Dept. sworn jobs, the Salary Guide will not

appear. • *Pay rate: Enter pay rate PER HOUR (for all employees, including

Exempt) • Other rates: Leave blank • *Pay group: Select from drop-down list • Distribution center: Select “LARCO – Larimer County” • *Scheduled hours: Enter the scheduled hours for the two-week pay

period (ex: for full time, enter 80 hours) • *Earnings group: Select from drop-down list • *Deduction/Benefit group: Select from drop-down list (FOR

TEMPORARY EMPLOYEES CHOOSE NO BENEFITS/TEMPORARY”) • 1095-C Deduction Group Assnt Date: Leave blank • *Employee type: Select from drop-down list (For temps, select

“TMP-Temporary Employee”) • Regular Position or Limited Term: Select from drop-down list • *Hourly/Salaried: Select Hourly for ALL employees, including

Exempts. (Nonexempt & Exempt status is set up at the job level)

• *Full/Part time: Select from drop-down list • Pay automatically: Leave box unchecked


Hire an E:mp1oyee Joh11Jont"c A~Comp,l1~ll

, ... , Time Management

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o TIME MANAGEMENT: This section is not yet set up. Skip this screen during Dual Entry.


o DIRECT DEPOSIT: The rehired employee’s previous bank information will autofill. Check all bank account information carefully To add another account, click the Add button and complete the Direct

Deposit Detail screen for the additional account Then click “Next” to return to this screen and view both accounts in the list Add or delete accounts as necessary


Hire an Employee John Jones - ABC Company{21

Start

Personal

Oates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/leave Balances

Summary

Federal Income Tax

Federal Taxes (Form W-4)

Filing status


. I SINGLE

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paycheck

D Employee claims exemption from withholding (blocked) D Employee has a Federal lock-m letter

Backup Withholding (Form W-9)

O Payee is subJect to backup withholding

W-2 Reporting

□ Pension

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Start

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Time Management

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Federal Income Tax

State Taxes

Local Taxes

PTO/Leave Balances

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State Taxes

State

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Add1t1onal amount withheld each paycheck

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o STATE INCOME TAX These fields will autofill with the employee’s previous information Enter the following information from the employee’s new W-4 form in the





Hire an Employee John Jones - ABC CompanyJ2)

Start

Personal

Dates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Ta,es

Local Taxes

PTO/Leave Balances

Summar/

PTO/Leave Balances

Plan Available Hours/Wages

No records found

UIUPro· I ~~The

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E:arned Through Reset


o PTO/LEAVE BALANCES: LEAVE BALANCES WILL NOT BE MAINTAINED IN ULTIPRO UNTIL GO-LIVE

Some balances have been loaded to allow us to run sample payrolls and to learn the system, but these will be deleted prior to loading accurate balances in December


Hire an Employee John Jones - ABC CompanyW

Start

Personal

Oates

Jobs/Payroll

Time Management

Direct Deposit

Federal Income Tax

State Taxes

Local Taxes

PTO/Leave Balances

Summary

Start

Details

Calcul3tions

Summary

Summary

B Request Information

B Start

Before

Company New

Opera:.ng New country

Prefix New

First New

Preferred New name

M1dde New

Last New

Former last New

Suffix New

Emp,oyee New number

Time clock New

El Personal

Before

Country New

Address New

Address line 2 New

City New

State Province New

Zip/Postal New code

Summary


Worl:flow Approvals

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Submitted

ABC Company{21

United States

John

John

James

Jones

To be asS1gned

Submitted

United States

123 elm St

FortColilns

Colorado

80521

save

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This request requires one or more approvals. Select the reviewen who are appropriate for your !;ituatlon

Apprcver Level 1 I Benehts Acmin Only • I Apprcver Level 2 I Payroll Adnin and Processing Only • I

Q submit


o SUMMARY: A warning will appear if the pay rate is outside the pay range for the

assigned job. Check all fields here for accuracy Click “back” to return to previous screens for editing




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• FINAL STEPS: o Once the rehire is saved, you will be returned to the “My Employees” screen. o To find the employee you just rehired:

In the Find by box, select “Last name” Select “is” Type the rehired employee’s last name and click Search The employee will appear in the list

• Click on the employee’s name to go directly to his/her record

• Finally, update the Driver’s License information for the rehired employee.

ABC Companyl2J Mr Andy M Jones - OCX)()()()QQ5

M ◄ ► N

Personal Jobs Carffr & Education

Goats Competencies Personal Development Ta lent Profile Ta lent FactCfs

Licen ses and Certifications

Received ... License / Certification Number Type Provkter Renewal

No records found

ti! • • It Mr lw1y M Jones

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Skills Tests Previous Employment Awards E:ducatton la

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Notes Delete

Things I Can Do

Add I icenses/Cert1ticat1ons

View Recommended Goals Add/Change Goat

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Add Previous Employment

~

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Add Re\ocat•on Preferences


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• Click on the Career & Education tab and the Licenses sub-tab

o If the license appears in the list, click on it. o If there is nothing in the list, click the green Add button on the upper right (OR)

under Things I Can Do, click on Add Licenses/Certifications

o Complete and/or edit all fields: License/Certification: Select license type from drop-down list Number: Enter the Driver’s License number, including dashes Received: Enter the Issued date Renewal: Enter the Expiration date Provider: Select the State that issued the license Notes: Type additional information, if desired

o Click the green SAVE button ( ) in the upper right corner o A Workflow Approval message may appear.

o Click the Submit button. ( )

UltiPro·

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PaulaJoyas • To Do Help logout

Adm1rnstrator Guide My Employees Employee Contracts Third Party Pay Organization Views PTO Requests Process Hires < > F,nd

starts with .. I (i) Search

Fi tered bl Last name - starts wrth J ~

Actions

Niime .... EmployH Number Pn~ry Work Phone E11tens10n Stiitus Job Lout1on

000000039 \3121555-9655

152251252 13121 555-9655

122331133 1770) 129-9012 1133

799232321 (770) 399-2400 1544

ill _ ..

Termnated Adm1n Assistant 1

Active Shift

Wor~er

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Chteago. IL

Seal Beach CA

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Atlanta GA

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Quick Tours and Tips G

Human Resources - Resources for Emo\ov« Administrators Vlt1Pro Nav'9al!9□ Oyerv,ew Search with Et1ters Tour Modify Search Resu\ts Tour H1Ce/Reh1re an EmQ½ovee 1□ the l!.ill2lll: Hire a Global Employee Tour Uodat1ng Global Employee 1nformat100 Tour


Salary Adjustments Updated 11/7/17

SALARY ADJUSTMENT • Click MENU~ My Team ~ My Employees • If you have a Role box in the upper left, select Payroll Rep


• The selected employee will appear in the list.

• Click on the desired employee to go to his/her record. • Click on the Jobs tab. • Under Things I Can Do, click on “Change Salary.”

Change Salary

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• The Change Salary screen appears.

• Complete the necessary fields: o Effective Date: Enter the effective date. o Reason: Select the reason from the drop-down list ( 201 – Salary Adjustment ) o Salary: Enter Percent Change or New Rate (per Hour).

• Click Next.

• The Review Salary screen appears o Leave Review Date fields blank (most inequity or other salary adjustments do not

affect the employee’s existing review date.)

• Click on Next.


o A warning will appear if the pay rate is outside the pay range for the assigned job. o Check all fields here for accuracy o Click “back” to return to previous screens for editing

• When all information appears correct, click the SAVE button ( )

Start

Details

Calculations

Summary

Summ ary


Workflow Approvals

0 back

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This request requires one or more approvals. Select the reviewers who are appropriate for your situation.

Approver Level 1 I Benefits Admin Only • I

Approver Level 2 I Payroll Admin and Processing O nly • I

submit



)• Click the Submit button. (

• FINAL STEPS: o Add backup documentation to the employee’s record

Click on the DOCUMENTS TAB Click on the Add button Attach backup documentation. See Attaching Documents guide for more detailed instructions

UltiPro·

MENU -Employee AdrTWl UltiPro .. UlTIMATE SOFTWARE

Paula Joyas • To Do Help I Logout

Adm1rwstrator Guide My Employees Emptoyee Contracts Third Party Pay OrgantZatJon Views PTO Requests Process Hires < > F,nd

startsw1th • I 0 Search

F red last name• startsw1thJ ~

ActlOl1S ~ .,,

' Employee

N,une ... Number Pri~ry Work Phone Extension St.11tus Job - 000000039 (3121555-9655 Terminated Adm,n t,wU,!. Assistant 1 - 152251252 :3121555-9655 Act .. Shift t,wU,!. WOJ~er

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Copyngt-·C 1997-2017 ~U1tJ.ma:1!'So'tw.trl!'Grou" "C Allr,gt-:~r~

Lanm@rCounty

Dee Manna Schnudt - 061620

T,me Management Career & EduC.1t10n Career Development

Job Summary

PnmaryJob

Job

Alternate title

Date in Job

Time in Job

Salary grade

Pay group

Pay frequency

Hourty/Salaned

Seasonal

Agncuttural

YouthfTrain1no

-..• 5134 - Department Spec II

02/07/2013

4 years 7 monthS 19 days

402 - 402

BIWEEK - B1Weekly

Biweekly

Hourly

• "'"

Louit1on

Chicago, L

Sea\ Beach CA

ft Lauderdale fl

Ai.anta,GA

0 1 •• ,, .. ....

01sptaymg all records

Division

Hardware

°""'°" Manufactunng

Adtn1n1stration

°""'°" Adm1rnsttatJOn

Benefits

Things I Can Do

~

Change Job and SilID' Add Secondary ~

Change Variable &;'.

~ Qrgan12at1on

Add Work Location Wl Add Emotovee Job l:!ISl2lY Add Emotovee I .:iMr 4111V'.:ih nnc

> Thm gs I Can Do

Add EmPlovee {H1Ce/Behn:el Add Canadian Employee (H1ce/Beh1re!Mult1·Comoanv H.!w Add Global Emoloyee

Omck Tours and Tips 0

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Updating Global EmPlcwee tnformat1on Tour

POWERED BY ULTlMATf. SOFTWARE 0

Supervisor Change Updated 11/7/17

SUPERVISOR CHANGE • Click MENU~ My Team ~ My Employees • If you have a Role box in the upper left, select Payroll Rep



• Click on the desired employee to go to his/her record. • Click on the Jobs tab and the Organization sub-tab

Lan:rner County Dee Marina Schnudt - 061620 ~

.

• aaam Personal Time Management Career & Education Career Development Pay Benefits Taxes Documents Audit

Job Summary Compensation Variable Pay Orga nization Work Loe.won AllOC.1t1ons Reviews Workers· Compens.anolm

Organization

Effective date

Reason

Supervisor

Location

ProJect

Home company

Time clock

DIVISIONS

DEPARTMENTS

FUND and ORG

GL LOCATIONS

Lar.m~r County

Dee Manna Schmidt - 061620

aaam

02/0712013

100 - New hire

Nicholas A Cole

F200O - FC 200 W Oa k

00000000 - None

Larimer County


HRDSRV - HRD Services

HRADMN - HR 101 110950

NONE - 000 Location Code

80 > pnnt help

Thmgs I Can Do

Change Organization

Change Job


Add Secondary Jobs

Change Salary

Change Variable Pay

Add Work Location MAf Add Employee Job l:!fil2n,

Add Employee Labor Allocations

Add Review History

Change Workers· Comoensatlon

~ n • Personal Time Management Career & E.ducat10n Career Development Pay Benefits Taxes Documents < >

Job Summary Compens.atJon Vanab.e Pay Organization Work locatoo Job History Alloc.atoos

Change Organ ization

Effective

Reason

Supervisor

Location

ProJect

Home company

Time clock

DIVISIONS

DEPARTMENTS

FUNDandORG

GL LOCATIONS

-MM/DD/YYYY

Nicholas A Cole

F2000 - FC 200 W Oak

00000000 - None

Larimer County •

0. X


HRDSRV - HRD Serv1ces

HRADMN - HR 101110950

NONE - 000 Location Code

mee ieo > $3,-e rese: cancel pnnt help

save

Workers ell

Thmgs I Can Do

Change Job Change Job and ~

Add Secondary Jobs Change Salary

Chance \/anable Pay

Change Organizauon

Add Work Location MAf Add Employee Job .!:ful2!y

Add Emp\oyee Labor ~

Add ReYJew History Change Workers' Compensation

Chance Other Comoanv rnformanon


• Click on the EDIT button (upper right)

• The Change Organization screen appears.

• Complete the necessary fields: o Effective Date: Enter the effective date. o Reason: Select the reason from the drop-down list ( 503 - Supervisor Change) o Supervisor: Click the Finder icon to select new supervisor

• Click the green SAVE button in the upper right. ( )


• To check your work, click on the Personal tab and the Employee Summary sub-tab. Scroll down to the Job section at the bottom of the screen to see the new supervisor name.

UltiPro·

MENU I Admmtr Emplayee Aomm UltiPro ..

ULTIMATE SOFTWARE

Paula Joyas • To Do Help Logout

Administrator GUide My Employees Employee Contracts Third Party Pay Orgarnzallon Views PTO Requests Process Hires < > F,nd

• starts with • i FIitered by Last name - starts w ith, ~

Act10ns . OK ~ ' Employff

Name• Number Primairy Work Phone Extension

.- 000000039 (312) 555-9655 Mirl<M.

.- 152251252 (3121555-9655 Mirl<M.

@ 122331133 17701129-9012 1133

.- 799232321 17701399-2400 1544

Copyr,oM C: 1997-2017 The Ultima:~ So~¥~ Cirovp roc All ngt--;s r~

ABC Company(2) Richard R Jackson • 122331133

M ◄ ► M Richard R Jackson

Search

Status Job

Terminated Admin Asststantl

Actrve Sh,h

Worker

Actrve Adm1n Ass1stant2

Terminated Admin

Pe<WNI Jobs Time Management Career & EdocatJOO Career Development

01splay1ng all records

Location OivisH)n

Chicago, IL Hardware Drns1on

Seal Beach, Manufactunng

CA

Ft Adm1mstrat1011 lauderda,e DMs,on

FL

At.anta. GA Adm1nistrall0fl

Benefits Taxes Documents

Current Benefits Beneftc.aries/Oependents Investments e PTO Requests C06RA

PTO Plans

Length of service as of 05/21/2017

14 Years 11 months 6 days

Plan Earned Processed

~ 435 0000 00000

~ 5400000 00000 :fl

Unprocessed Available Approved

435 0000 00000

5400000 00000

ao add delete

Estimated Earned Tota( Plan Through Reset Date Hours/Wages Oelett

5400000 05/01/2017 12/31/2016 Hours D

5400000 06/22/2016 06/15/2016 Hours D

Thmgs I Can Do

Add Emo\ovee (Hffe/Reh1re1 Add Canadian Emolovee \HirefReh,refMulti-Company tl!w Add Gtobal Employee


Human Rescurces - Resources for Employee Administrators UltiPro Nav,gat•on Overview

Search with FIiters Tour Modify Search ReS\lltS Tour H1re/Reb1re an Employee 10 the l.!..S....Toill Hire a Global Employee Tour

Uodat1no Global Emolovee loformat1on Tour

POWERED BY ULTIMATE SOFTWME 0

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Offer of Co.oerage l inks

Thmgs I Can Do

Add PIO Benefit Plans

Add PIO Beg~st

Terminate Employees Updated 11/7/17

TERMINATE EMPLOYEE • Click MENU~ My Team~ My Employees • If you have a Role box in the upper left, select Payroll Rep



• Click on the desired employee to go to his/her record

• Click on the Benefits tab and the PTO PLANS sub-tab

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• Check the employee’s PTO Balances. o As of right now accruals are NOT in Ultipro. These will be loaded when we do

the first payroll for 2018.

• Go back to the Personal tab. • On the right side, under “Things I Can Do”, select “Terminate Employee”

• The Terminate Employee screen appears.

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• Fill in the fields as necessary (fields with a red dot are required fields) o Termination date: Enter the effective date of the termination (this is the last day

in paid status – NOT the day after like with ADP) o Last day worked: Enter the last day the employee was physically on the job o Paid through: Usually same as term date (last day in paid status) o Termination reason: Select reason from drop-down list o Termination type: This will autofill based on the termination reason chosen o Home company: This field will autofill o Notes: Enter any information related to this termination action o Eligible for rehire: Check this box if employee is eligible for rehire (if not, leave

unchecked) o Leave other boxes unchecked



)• Click the Submit button. (

• COMPLETE FINAL STEPS: o If the employee is a Supervisor, reassign direct reports (see Supervisor Change

instructions). o ATTACH ALL DOCUMENTS: Resignation Letter, Employee Separation Form, etc.

(see Attaching Documents guide for detailed instructions)

Payroll and the General Ledger

UltiPro has a General Ledger process so it can produce a file to send to our Finance

Department and post Payroll to the General Ledger.

The basic structure for the Finance General Ledger is Fund.Org.Project.Account.Location Because of this structure, all of the fields are required in UltiPro.

Fund and Org – Enter your department fund and org

Project – Enter your department appropriate project code or 00000000 – 00000000 – No Project

Account – Hard coded in UltiPro based on earnings codes and deductions codes. No entry required.

GL Location – Enter your department appropriate GL Location code or NONE – 000 Location Code

DO NOT USE the “Z” code in Core or UTM.

Larimer County Payroll Last Update: 1/29/2018