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ADP Portal for Employee Self Service April – June 2009 Badges Employees Dalton State College. Before We Get Started. This a one hour class– no planned breaks Other Housekeeping Issues: Restrooms and vending machines

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adp portal for employee self service april june 2009 badges employees dalton state college

ADP Portal forEmployee Self ServiceApril – June 2009 Badges Employees Dalton State College

Badge Employees

before we get started
Before We Get Started
  • This a one hour class– no planned breaks
  • Other Housekeeping Issues:
    • Restrooms and vending machines
    • Cell Phone, PDAs, Pagers: Please have courtesy to turn off or adjust to vibrate
  • A lot of information to cover in short course time, Questions reserved for last 10 minutes of class

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class objectives
Class Objectives
  • To provide an overview to the ADP Self Service portal and some specific hands-on information for employees’ accessibility beginning

August 2009.

    • Enter and Update addresses, phone number, dependent information, setup direct deposits, enter emergency contacts, change tax withholdings, view iPay (pay statements) and access company news and job openings.
    • Address exception payroll for vacation, sick days, etc.

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adp portal navigation
ADP Portal Navigation
  • Open Windows Internet Explorer browser, by using desktop icon or go to Start button

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adp portal navigation1
ADP Portal Navigation

Web Address www.portal.adp.com is entered here

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adp portal navigation2
ADP Portal Navigation
  • Enter web Address: www.portal.adp.com

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registration steps
Registration Steps

Registration Pass Code in the Announcements/News link via the Human Resource Departmental website.

Standard Registration:

  • Before you begin, make sure you have your Registration Pass code (USG-6775) available. This code was provided to you by your administrator.
  • On the login page, click First Time Users Register Here. The Welcome page is displayed with an overview of the registration process.
  • Click Register Nowto begin the Register for ADP Services wizard.

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slide9

Registration Steps

Click on Register Now to begin

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slide10

Registration Steps

Alternative Screen

Click on Register Now to begin

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registration steps1
Registration Steps
  • Enter the following information, clicking Next at the end of each page for each step prior to creating your User ID and password:
    • Registration Pass Code
    • Identity information
    • Contact information
    • Security information

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creating login for the adp portal
Creating Login for the ADP Portal

Enter the following Registration Pass Code USG-6775 and then Click Next

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creating login for the adp portal2
Creating Login for the ADP Portal

If you get this page, it means you’ve entered some portion of your Identity incorrectly. Select Cancel and

Request assistance from HR/Payroll

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creating login for the adp portal3
Creating Login for the ADP Portal

Remember to enter your name and information exactly as it appears on the HR/Payroll system records

When complete, Select Next

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creating login for the adp portal4
Creating Login for the ADP Portal

When complete, Select Next

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creating login for the adp portal5
Creating Login for the ADP Portal

When complete, Select Next

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registration steps2
Registration Steps
  • On Step 5, View Your ADP Services User ID, create a password and click Submit. You use this user ID and password to log into your ADP Services.
  • On the Confirmation page, do one of the following:
    • Click Log On to access the product.

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creating login for the adp portal6
Creating Login for the ADP Portal

ADP Provided User ID; You create the Password

Select Submit

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creating login for the adp portal7
Creating Login for the ADP Portal

You will see this if you successfully register for the User ID and password. Also email will be sent to confirm your User ID.

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after registration add another service for etime
After Registration Add Another Service (for eTime)

Add Another Services in order to add eTime to your user profile.

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after registration add another service for etime1
After Registration Add Another Service (for eTime)

At the pop-up window put your new User ID and password and Click OK.

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after registration add another service for etime2
After Registration Add Another Service (for eTime)

In Manage My Services, look to the bottom of the page and see Enterprise eTime and Click on the Add link.

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after registration add another service for etime3
After Registration Add Another Service (for eTime)

Contact the HR or Payroll to obtain your ADP Employee ID in order to add the eTime Services to your user profile.

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after registration add another service for etime4
After Registration Add Another Service (for eTime)

If successfully added eTime services to your user profile, you will receive a confirmation message.

Exit out of this page and go back to windows Internet Explorer to log back into ADP (www.portal.adp.com).

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ADP Portal Navigation

Click on User Login

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adp portal home page
ADP Portal Home Page

What’s New Section

Benefits Information Section

All Online forms should be available after go live

  • Benefits Information will now by online instead of being previously handled via paperwork in HR
  • Open Enrollment information will be in this section
  • The links will take you directly into the BOSS (Benefits system) for benefit menu options

Recommended Links

Section

Forms Library Section

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adp portal home page1
ADP Portal Home Page

Access All of the Tabs Available (based on User Security Accesses)

Employees generally have at least six tab or menu options available to them.

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employee self service topics
Employee Self Service Topics

The new ADP ESS portal will replace the current Portable Personnel File in PeopleSoft HRMS.

Although the ADP portal may be look different, it contains similar information that are broken down into the following available Tabs (6 for most employees):

  • Home
  • Time
  • Myself
  • Money
  • Benefits
  • Career

The six tabs or menu options are accessible through the main ADP Portal Home Page.

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employee self service topics1
Employee Self Service Topics
  • Home - ADP Portal Welcome page
    • Review HR and Benefit Announcements
    • Access Forms Library and recommended HR Links
  • Time – Time and Attendance information
  • Myself – Review and update addresses, emergency contact, personal information and phone numbers
  • Money – direct deposit, tax withholding, voluntary deductions, pay statements and annual statements(W-2)
  • Benefits –access benefits from this tab
  • Career – access your career profile (work history, education, licenses and certifications)

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adp portal home page2
ADP Portal Home Page

Home Tab is the main home or welcome page

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adp portal home page3
ADP Portal Home Page

Time Tab is used to view the timecard entries and summary information

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adp portal home page4
ADP Portal Home Page

Myself Tab is used to maintain Addresses, Emergency Contact, Personal Information, and Phone Numbers

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adp portal home page5
ADP Portal Home Page

Money Tab will maintain the following information:

Direct Deposit

Tax Withholding

Voluntary Deductions

Pay Statements

Annual Statements

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adp portal home page6
ADP Portal Home Page

Benefits Tab is your benefits that you are eligible and those you’ve signed up for.

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adp portal home page7
ADP Portal Home Page

Career Tab is the career profile for your work history, education, licensures and certifications

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data flow diagram
Data Flow Diagram

ADP stands for Automated Data Processing

Inputs to EV5 which is the ADP HR/Payroll Systems

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time off versus leave time
Time Off versus Leave Time

Time Off -

  • Time Off is the individual’s vacation or sick time, if provided.
  • Request for Time Off will be made online and automatically sent to your manager for approval via workflow. Once your manager approves, forwarded to payroll.

Leave Time -

  • Leave Time is now defined as Family and Medical Leave Act (FMLA), Jury Duty and/or Military Leave.
  • Request for Leave Time will be made online and automatically sent to HR for approval via workflow. HR will notify manager for scheduling and workload shifts.

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time off leave time requests and approvals
Time Off /Leave Time - Requests and Approvals

Select the Time tab at the menu row in order to create time entries

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time off leave time requests and approvals1
Time Off /Leave Time - Requests and Approvals

Click on Here link to begin entering time in eTime

6/10/2014

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request leave time via timecard
Request Leave Time via TimeCard

This is the menu option when you need to request Leave which was defined as the three Federally mandated leave times for FMLA, Jury Duty and Military Leave. Please contact HR/ Payroll for further details on how to request these specific leave time requests.

6/10/2014

6/10/2014

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time entry by badge employees
Time – Entry by Badge Employees

LED Visual Indicators

The top green LED flashes when the timeclock successfully reads a badge. The middle amber LED flashes when the timeclock does not successfully read a badge.

Badge Reader

Use to read badges when swiping in and out and performing transfers.

Front and Back

of Badges

DO NOT USER AT THIS TIME Additional Keys

ESC, Help, backspace, CLR (clear), ENTER.

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etime link
eTime Link

Click on eTime link to begin entering time

This will allow you to see your timecard entries. Badges employees may need their manager/supervisor to access to review their time card entries.

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etime link1
eTime Link

Click on eTime link to begin entering time

This will allow you to see your timecard entries. Badges employees may need their manager/supervisor to access to review their time card entries.

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timecard
TimeCard

Verify your Name/ID and Time Period is current

eTime navigates to employee’s timecard . Verify your Name/ID and Time Period is current for which you reviewing or updating. Should default to current pay period/ month

Menu options are noted across top of timecard (Save, Actions, Punch, Amount, Accruals, Comment, Approvals, Reports, Leave, etc.)

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accruals
Accruals

Viewing Accruals in eTime

Accrual Balances are updated instantly once the Timecard is saved. The Accruals Tab at the bottom left of the Timecard will reveal the balances for your Exception Time.

Accrual Detail Tab

Accrual Detail Tab reveals the balances of your Accruals for the current calendar year as well as the totals of the Exception Time taken to date along with the requested that has not been used as of yet.

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project view timecard bi weekly badge employees
Project View Timecard – Bi-Weekly Badge Employees
  • The Project View timecard for Bi-Weekly Badge Employees are from the badge swipes made to the time clock during each scheduled work time.
  • Requests for Time Off for badge employees is the same as before. You will continue to use the paper (manual) Leave Request form and forwarded to your manager/ supervisor for approval.
  • The manager/supervisor is responsible for recording Vacation or Sick for the employee through eTime entries. This is the same procedure currently being done.

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project view timecard bi weekly badge employees1
Project View Timecard – Bi-Weekly Badge Employees

The recording of the Exception Time to be taken will only be allowed if you have the amount within the Accrual record. If you do not have the time in the accrual record, a message will be displayed to you when you try to enter the time on the time sheet.

For example, you need to take 16 hours of Vacation leave but you only have 10 hours in your Vacation Accrual. eTime will only allow you to use the 10 hours. eTime will display that you only have 10 hours and it will not allow you to save your timecard until you only enter the 10.

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project view timecard bi weekly badge employees2
Project View Timecard – Bi-Weekly Badge Employees

You must still adhere to the Board of Regents Policy (802.07.02 SICK LEAVE WITH PAY) regarding Sick Leave. This policy can be viewed at this website. http://www.usg.edu/regents/policymanual/800.phtml.

You will continue to accrue vacation and sick time (a number of hours per pay period) as we currently do in PeopleSoft. This will not change in ADP system.

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bi weekly view timecard for badge employees
Bi-Weekly View Timecard for Badge Employees

Lunches will be calculated based on the Schedule that has been assigned to the employee. The employee will not have to punch out for lunch unless the employee leaves the campus for personal matters (including off campus lunch). The employee will have to swipe their badge in and out.

6/10/2014

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requirements for all times entries for bi weekly
Requirements for All Times Entries for Bi-Weekly

Any Vacation/Sick time should be recorded within 24 hours of return to work. This will allow accrual records to be current.

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approving own time
Approving Own Time
  • Badge Employees do not have to approve their own time entries.
  • Badge swipes are considered the recorded employee’s time unless identified to the employee’s supervisor/manager for correction.
  • Supervisor/Manager approval of time entries will forward to payroll for processing.

6/10/2014

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adding comments and saving timecard
Adding Comments and Saving TimeCard
  • Badge Employees do not have the ability to add Comments to their timecards.
  • Badge Employees can only view their timecard information based on the badge swipes.
  • There is no need to save timecard as the badge swipes will record all In/Out times. Any swipes or recordings in error will have to be fixed by your supervisor/manager.

6/10/2014

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supervisor manager fix time entries
Supervisor/Manager Fix Time Entries

Employees should notify their supervisor/ manager to fix a badge swiped in error so they can edit any punches of their badge employees either via the Punch >Edit tab option on the employee’s timecard or via the Reconcile Time online list of employees for approvals.

6/10/2014

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deadline to payroll
Deadline to Payroll
  • All Time card approvals by Faculty, Staff and Managers should be completed no later than the CLOSE OF BUSINESS (5:00 PM) on the last working day of the bi-weekly pay period, which is typically Friday.
  • Emergency needs for Payroll should be addressed no later than 9:00 AM the following work day, which is typically Monday.

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additional contact information
Additional Contact Information
  • For additional assistance or to answer questions further contact the following staff:
    • Faith Miller, HR ext. 2034
    • Nettie Henderson, Payroll ext. 4462
    • Audrey Goforth, Payroll ext 4463

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questions and answers
Questions and Answers

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agenda bi weekly badges7
Agenda – Bi-Weekly Badges

Finished

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