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Payroll
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Table of Contents
Module 1: Payroll Basics.......................................................................................... 1-1
Purpose........................................ 1-1
Objectives.................... 1-1
Payroll Navigation Overview................................................................................... 1-2
Tool Bar Navigation................................... 1-2
Navigation Icons............................. 1-2
Payroll Toolbar...................................................... 1-3
Company Level Toolbar..................1-3
Elements of the Payroll Toolbar..........................
Employee Toolbar.............................
1-3
...1-4
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2-1
Objectives........................................ 2-1
Setting up Login IDs and Passwords ..................................................................... 2-2
Overview......................................................... 2-2
Home Page Elements and Descriptions.................................. 2-3
Schedules Overview .................................................................................................. 2-4
Schedule Types........................................................... 2-4
Payroll Schedules........................................ 2-5
Payroll Schedule Image...................................................... 2-5
Pay Period Schedules...................................................... 2-5
Pay Period Schedule Image..................................................... 2-5
Payroll Schedules.................................................... 2-5
Creating Multiple Schedules....................................................... 2-6
Demonstration: Creating Multiple Pay Period Schedules..................... 2-6
Scenario........................................... 2-6
Activity: Creating Multiple Schedules in ADP Workforce Now............ 2-6
Creating a Special Run Schedule.....................................................2-7
Payroll Schedule Type Image......................................................2-7
Demonstration: Creating a Special Run Schedule.................................2-7
Scenario........................................... 2-7
Activity: Creating a Special Run Schedule in ADP Workforce Now..... 2-7
Editing Pay Period Schedules..................................................... 2-7
Demonstration: Editing Pay Periods Schedules................................ 2-8
Scenario........................................... 2-8
Activity: Editing a Pay Period Schedule................ 2-8
Payroll Data .............................................................................................................. 2-9
Cyclical and Non Cyclical Data...................................................... 2-9
Cyclical Data................................... 2-9
Non Cyclical Data........................................... 2-9
Payroll Cycle Tools for Multiple Companies..........................................2-10
Notes...................2-10
The Start New Cycle Icon
2-11
2-12
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2-13
2-13
Scenario....................................
2-13
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Scenario............................................ 2-22
Activity: Editing a Paydata Grid.............................................. 2-22
Batch Pre-work (First time only)..2-22
Managing My Lists....................................................... 2-23
Demonstration: Manage My Lists....................................... 2-23
Scenario............................................ 2-23
Activity: Creating Managed Lists............................................ 2-23
Creating Batches..................................................................................................... 2-24
Demonstration: Creating Paydata Batches.......................................... 2-25
Scenario............................................ 2-25
Activity: Creating a Paydata Batch (Hourly Payments)....................... 2-25
Activity: Creating a Paydata Batch (Salary & Commissions Payments). 2-25
Paydata Navigation ................................................................................................ 2-26
Paydata Links and Icons....................................................................... 2-26
Paydata Icons............................................................ 2-26
Paydata Links................................................................ 2-26
Other Actions Terms and Descriptions............................................. 2-27
Adding a Column Overview............................................................................. 2-28
Demonstration: Adding a Column......................................... 2-28
Scenario............................................. 2-28
Activity: Add a Column................................................2-28
Inserting an Employee Overview...................................................................... 2-29
Demonstration: Inserting an Employee...................................... 2-29
Scenario............................................. 2-29
Activity: Inserting an Employee................................................... 2-29
Insert Employee - Option 2 Image................................................ 2-29
Fill a Column Overview................................................................................ 2-30
Demonstration: Fill a Column in the Paydata Grid................................ 2-30
Scenario............................................. 2-30
Activity: Fill a Column.................................................... 2-30
Fill Page Column Image....................................................... 2-30
Changing the Default Sort Overview................................................................ 2-31
Demonstration: Changing the Default Sort........................................ 2-31
Scenario............................................. 2-31
Activity: Changing the Default Sort................................................ 2-31
Changing Default Sort Image........................................................ 2-31
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2-33
Scenario............................................ 2-33
Activity: Entering Hourly Paydata............................... 2-33
Creating a New Payment Row.......................................................... 2-34
Demonstration: Create a New Payment Row............................. 2-34
Scenario............................................. 2-34
Activity: Creating New Payment Rows........................................... 2-34
Enter Overtime and Double Time Payments..................................................... 2-35
Demonstration: Create Overtime and Double Time Payments............... 2-35
Scenario................................................................. 2-35
Activity: Entering Overtime Payments............................................ 2-35
Activity: Entering Double Time Payments...........................................2-35
Verify Input............................................................................................................. 2-36
Overview....................................................................... 2-36
Terms and Descriptions............................................................ 2-36
Demonstration: Verify Input........................................... 2-37
Scenario................................................................. 2-37
Activity: Verify Input.............................................. 2-37
Preview Payroll and View Preview Results .......................................................... 2-38
Overview....................................................................... 2-38
Demonstration: Request Preview Reports. 2-39
Scenario............................................ 2-39
Activity: Requesting Preview Reports......................................................2-39
Request Preview Image................................................ 2-39
Viewing Preview Results ........................................................................................ 2-40
Demonstration: Viewing Preview Reports..... 2-40
Scenario............................................ 2-40
Activity: View Preview Results....................................................... 2-40
View Preview Results Image................................................ 2-40
2015 ADP, LLC
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Payroll Level 1
for ADP Workforce Now
Course Introduction
Course Introduction
Course Purpose
This course has been designed to provide you with the knowledge and hands on experience
required to be comfortable using the Payroll for ADP Workforce Now.
Course Objectives
Upon completion of this course, participants will be able to:
Navigate the Payroll Cycle
Identify all steps within the Payroll Cycle
Define the requirements for setting up payroll security
Evaluate how each of the ADP Workforce Now modules and features work together
Log into ADP Workforce Now
Create/edit pay period schedules
Access the payroll cycle
Start the payroll cycle
Set up paydata grids and batches
Create a list
Verify input
Preview payroll and view preview results
Process payroll
W002_ILT_WFN80V02_0415
Course Agenda
This course we will explore several topics. Each topic and module within the ADP Workforce
Now training has been designed to build upon the previous module/topic. Upon completion
of the training, you will have a complete picture of how each individual module functions, and
how they work together to create a complete solution.
In addition ADP provides three different online resource tools that are designed to support
your learning after class.
During this course, you will explore the following topics:
Modules
Topics
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Payroll Part 1
for ADP Workforce Now
Module 1: Payroll Basics
Objectives
At the completion of this module, you will be able to:
Navigate the Payroll Cycle
Identify all steps within the Payroll Cycle
Evaluate how each of the ADP Workforce Now modules and features work together
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Help Icon
Description
The Help icon appears at the page and field level.
Page Level Help: Provides help regarding all fields on the current page.
Field Level Help: Provides specifics regarding the current field.
Search
The Magnifying Glass is found at both company level and the employee
level.
Company Level: When located on a company level page the window will
display a list of all companies listed within the client ID.
Employee Level: When located on an employee level page, the window will
display a list of all employees within the company code selected.
Note: The list of employees displayed will be determined by the filter
selected.
These icons appear at both the company and employee levels.
Scrolling Search
Action Icon
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Payroll Toolbars
Company Level Toolbar
An example of a company level toolbar is the payroll toolbar. It contains a variety of payroll
information, along with the navigation icons discussed in the chart on the previous page.
The payroll toolbar appears as follows:
Description
Status field
Payroll Type
Pay Date
Deduction Schedule/
Earnings Schedule
Each earning or deduction has its own schedule. This displays the payroll
earnings and deduction schedule. This schedule identifies if there are any
earnings and deductions that are scheduled to be processed this pay period.
Pay cycle consists of a seven-step process represented by icons that guide the
practitioner through the various activities processed in a payroll.
Note: Not all steps are required for each payroll.
Provides access to features used by clients with multiple company codes. The
options available are: Start new payroll cycles, request previews or process
payrolls for multiple companies simultaneously.
Status field
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Employee Toolbar
The employee level toolbar contains information specific to the employee that has been
selected, in addition to the navigation icons discussed in the previous chart.
The employee level toolbar appears as follows:
Description
Tax ID
Displays the tax packet the employee has been placed in.
Position ID
This field will display either the position ID or associate ID, based upon the
selection in the setup. The field value will contain either the position or
associate ID.
Job Title
Home Department
Status
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Description
Clears all temporary information from previous pay periods and advances the cycle
to the next pay period. Once the cycle has been started, the icon reads Cycle
Started and it is grayed out.
You cannot start a new cycle unless the previous cycle is complete and there is no
active user lock for the company. You must also accept the payroll before you start
a new cycle.
Note: A schedule must exist in order to start a new cycle.
Accesses the New Hire Wizards. These wizards contain step-by-step instructions
to walk practitioners through the required fields to hire a new employee. There is
also a Quick Hire Wizard to help speed up this process.
Note: You can also import new hires.
Enter Employee
Changes
Enter Paydata
Contains three options: Current Pay, Payment Adjustment and EI History. Data can
be manually keyed or imported into paydata. When the cycle is closed, the icon
reads "View Paydata", when it is open it reads "Enter Paydata."
Examples: Entry of Hours, one-time deductions, manual cheque updates.
Verify Input
Preview
This is a two-stage process: Request the preview payroll, and then View Preview
results. Only specific reports are available in preview mode. Previews can be
requested as many times as required to ensure accuracy.
Process
This is a two-stage process: Process the payroll, and then view the payroll output
reports. The payroll data is sent to ADP for processing, and the final reports are
displayed in ADP Workforce Now based upon your processing schedule.
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HR Module
In the past when HR and payroll were separate, entries had to be made multiple times or
imports were required to ensure that both systems were in sync. Workforce Now allows the
personal data to be entered once and all modules purchased link to that information.
Example: Sally Hodgen is hired as a salaried employee and needs to be paid. Sally's name
will automatically appear within payroll due to the integration with the HR module. No
additional entries are required.
Benefits Module
An integrated Benefits module may be included with your implementation if you purchase the
HR module as well. The Benefits module allows you to set up and manage various benefit plan
types, including Health and Welfare, Insurance and Custom benefit plans.
Example: Your organization has a different benefits package for new employees depending on
the level for which they are hired. Regular employees are eligible for the Bronze Benefits
Package, while anyone hired as a Manager is eligible for the Silver Benefits Package. You can
create separate Benefit Offerings to reflect the various Benefits packages your organization
requires.
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Security
The Security feature provides practitioners with the ability to create security at:
Menu level: Practitioners can specify which menus and submenus for which each
profile has view and/or edit privileges.
Person and company level: Where personal level access is granted.
Example: The Payroll Supervisor is responsible for opening the pay cycle, reviewing the
preview reports for accuracy and then processing the payroll once validated. Create a custom
practitioners profile that provides access to the menu options for opening a pay cycle,
previewing reports and processing payroll.
Effective Dating
The Effective Dating feature allows practitioners to identify when a task will take place, today
or in the future. Future-dated entries will remain in ADP Workforce Now until the date
entered falls within the payroll period dates.
Example: Annual raise amounts have been confirmed for all associates in the company. The
payroll administrator has decided to be proactive and key the entries in advance with a date in
the future. The entries will not take effect until the effective date falls within the payroll period
dates.
Workflow
Workflows can be designed to create a notification or an approval process when specific
changes are made. When a change is made, the workflow is triggered and a notification and or
an approval request goes to the recipient's message centre for review.
Example: Using the example of a raise, Sally (manager) enters a raise into the system for
Jacob (employee). A workflow is then triggered sending a notification to Sally's manager with
an approval request to Brenda in HR. The item must be approved by Brenda before the change
is processed in payroll.
Additional Resources
For additional information, refer to the following training courses:
Workflow Management
Effective Dating
Security
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Module 1: Debrief
Review Discussion
Discuss the following considerations:
1. How will the unification of modules and features benefit or reduce the workload in your
company?
2. Are there any similarities between the steps in your current payroll system and the
Workforce Now Payroll Cycle?
Summary
Upon completion of this module, the user can:
Navigate the Payroll Cycle
Identify all steps within the Payroll Cycle
Evaluate how each of the ADP Workforce Now modules and features work together
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Payroll Part 1
for ADP Workforce Now
Module 2: Processing a Basic Payroll
HANDOUT MANUAL
Objectives
At the completion of this module, you will be able to:
Set up login ID's and Passwords
Create/edit pay period schedules
Access the payroll cycle
Start the payroll cycle
Set up paydata grids and batches
Enter Paydata entries
Verify Input
Preview Payroll and View Preview Results
Process Payroll
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HANDOUT MANUAL
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HANDOUT MANUAL
Description
Mega Menu
The mega menus will appear differently based upon the employee's menu
security access.
Sub Menu
Each item on the mega menus contains sub menus, providing users with
additional activities from which to select.
Support link
Opens the support window, providing access to Learning Bytes, online help and
additional training documents.
Log Out link
This link is used to log out of ADP Workforce Now securely.
Preferences
My Profile
Search
People Menu
Process Menu
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HANDOUT MANUAL
Schedule Overview
Schedule Types
There are two schedule types that must be coordinated so that payroll is processed accurately
and on time:
The Mainframe Payroll Schedule
Workforce Now Pay Period Schedule
Payroll Schedules
Payroll Schedules are set up for each client on ADP's mainframe. This schedule contains
Input Date, Run Date and Return Date for each pay cycle.
The initial schedule is set up by Implementation and then the mainframe automatically,
generates the remaining dates based on the pay frequency, desired input and return
dates, as well as funding terms.
A copy of the Payroll Schedule showing the Input Date, Run Date and Return Date is
provided to the client during the initial implementation process.
Schedules are automatically generated in the spring of each year. The schedules cover
the time period of June 1st of the current year, to May 31st of the following year.
Clients are then responsible for validating and requesting any changes with their ADP
representative.
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HANDOUT MANUAL
Payroll Schedules
The following payroll schedule options are available to Practitioners:
Create regular schedules
Create special run schedules
Edit pay period schedules
Let's explore how each of these tasks is completed.
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HANDOUT MANUAL
Scenario
The new payroll schedules have arrived from ADP and have been verified. Donald must now
enter all of the Pay Period Schedules into ADP Workforce Now.
Action
Single Company: Select the Add icon.
Multiple Companies: Select your assigned English company from the company dropdown
field, and then select the Add icon.
Result: The Add - Pay Period Schedule page is displayed.
Select Add Another and repeat step 2 & 3 creating a total of three regular schedules. The
Period End and Pay Dates for the other two schedules will be calculated on a bi-weekly basis.
So schedule 2 will be two weeks after schedule 1 and schedule 3 will be two weeks after
schedule 2.
Once completed save the document and then return to the payroll cycle: Select Done > Select
the Go to Payroll Cycle button.
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HANDOUT MANUAL
Scenario
It is bonus time and a special run needs to be scheduled in order to make the payments. ADP
has been contacted and the payroll schedule has been set up, now it is time to set up the
schedule in ADP Workforce Now.
Action
Single Company: Select the Add icon.
Multiple Companies: Select the correct company from the company dropdown field, and then
select the Add icon.
Result: The Add - Pay Period Schedule page is displayed.
Once complete, select Done, and then select Go to Payroll Cycle button to return to the
Payroll Cycle page
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HANDOUT MANUAL
Scenario
David missed the run date and must now alter the schedule so that the payroll will be processed
accurately. ADP has been contacted and all dates have been bumped forward one day. All
dates in the schedule must now be moved forward one business day.
Action
Select the first regular schedule link created in the previous activity. The link is located in the
Period End column.
Note: When a client has multiple companies, be sure to select the correct company prior to
selecting the schedule link.
Result: The Edit - Pay Period Schedule page is displayed.
In this scenario, we are editing only the pay date. To edit, either click in pay date field and
change the day to one day in the future (Date Format is: DD/MM/YYYY), or select the calendar
icon and select the next day field.
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HANDOUT MANUAL
Payroll Data
Understanding the types of data you are entering and ways of reducing keying time can be
valuable asset before opening a Payroll Cycle. Let's take a look at how these details can save
you time.
Cyclical Data
Cyclical data refers to data that you enter for each payroll cycle.
Some examples of cyclical data are:
ROE requests
Enter pay data
Non-Cyclical Data
Non-Cyclical data refers to data that you enter on periodically in the payroll cycle. You can
entered this type of data into a closed cycle, however the data will not be processed until the
cycle is opened and the payroll is processed.
Some examples of non-cyclical data are:
Employee changes
Entering a new hire
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HANDOUT MANUAL
Notes
Clients with multiple company codes starting a single company at a time should validate they
have selected the correct company prior to opening a pay period.
Additional Resources
Refer to the following training material for more information:
Getting Starting with Effective Dating Web-based Training
Workforce Now Security Web-based Training
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HANDOUT MANUAL
Note: Once the Start New Cycle icon is selected, ADP Workforce Now clears any existing
paydata from the previous payroll and advances the payroll calendar to the next pay period.
Starting a new cycle will trigger any effective dated entries for his period to take effect.
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HANDOUT MANUAL
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HANDOUT MANUAL
Scenario
It is time to open the next pay cycle for both of your companies. Since the practitioner has
security access to both company codes, he can save time by opening both payroll cycles at the
same time.
Action
Select the Company Group Actions link > Start New Cycle link.
Select both companies by placing a checkmark in the box to the left of company code.
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HANDOUT MANUAL
Paydata
Overview
The wording below the Paydata icon changes based upon the status of the pay cycle. It reads
View Paydata when the pay cycle is closed and Enter Paydata when the pay cycle is open.
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HANDOUT MANUAL
Salary
Pay rates and standard hours are entered during the hiring process for all salaried employees.
The salary per pay field is calculated by taking the annual salary and dividing the annual salary
by the number of pay period in the calendar year. The standard hours are used for the Record
of Employment.
Salaried payments are automatically generated each pay period. The amount paid is equal to
the salary per pay or the adjusted amount, regardless of the number of hours worked. No
manual intervention is required with this payment type unless adjustments to the payment are
required.
Salary Example
Bill has a biweekly salary of $2,600. If no changes are required for this pay period, ADP
Workforce Now will automatically create a payment of $2600.00 (minus deductions) for Bill
with no manual intervention required by the practitioner.
Exception Hourly
A regular hourly rate and standard hours are entered as part of the hiring process for all
exception hourly employees. This payment type is calculated by taking the regular hourly rate
and multiplying it by the standard hours. Exception hourly payments are automatically
generated each pay period, and can be adjusted as required. No manual intervention is
required with this payment type unless adjustments to the payment are required.
Note: Standard hours can be overridden with a different value at any time.
Hourly
An hourly employee rate is entered as part of the hiring process for all hourly employees.
There are no automatic payments generated for this payment type. The number of hours
worked per pay period either must be entered by the practitioner or prepared and sent to payroll
from the Time and Attendance module. Once the system has this information the payment is
calculated by multiplying the number of hours worked by the rate in ADP Workforce Now.
Hourly Example
Sally worked 78 hours the first pay period and 73 hours the next pay period. These hours may
arrive into payroll in one of two ways:
By keying the data directly into the Paydata grid.
If you use the Time and Attendance module, the hours accrued will be uploaded from
Time and Attendance into the Payroll Cycle.
2015 ADP, LLC
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HANDOUT MANUAL
Description
Paydata grid
A grid is a series of labeled columns and rows that you use to enter paydata that
contains commonly-used pay information fields as column headers. You can also
create a custom grid to specify fields for specific paydata tasks.
Paydata batch
A batch is a group of payment records (for a specific payment type) for multiple
employees.
Note: Batches must be recreated each pay period and are deleted as part of the
Start New Cycle process.
Paydata Grid
Paydata Batch
2015 ADP, LLC
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HANDOUT MANUAL
Paydata Grids
There are three default grids in ADP Workforce Now. The defaults are easily identified with
a caution sign. Practitioners cannot alter the default grids; however, they can copy a default
and create a custom grid from it.
Grid
Defaults
Let's take a look at how to create a new Paydata grid and then how to copy an existing grid and
customize it.
Scenario
Before paydata can be entered, Donald must create a paydata grid, or select an existing one.
Donald has determined that he will need to create a grid because the defaults do not provide all
the headings that he requires. Once the grid is created, he will create the batch.
Action
In the Grid Setup tab, select the Add icon.
Results: The Paydata Grid - Add Grid page is displayed.
Select Earnings 1 and Earning 2 (by holding down the CTRL button) from the Available Fields
box and then select the single arrow pointing to the right to move to the Selected Fields box.
Note: To capture multiple entries select the first option, hold the Ctrl key, then select the
remaining options.
Select Done.
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HANDOUT MANUAL
Scenario
John (the payroll manager) is responsible to validating all of the entries made in payroll prior
to the payroll being processed. Currently the headers do not have proper earning names.
David must re-label the column headers to their proper names so that John can complete his
payroll validation.
Action
Select the Go Green Link.
Result: The Paydata Grid window is displayed.
Select Done and remain on this page for the next exercise.
Result: The earning will appear as Earning 1 in the selected box and Regular in the paydata grid.
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HANDOUT MANUAL
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HANDOUT MANUAL
Action
Select Earnings 2 from the Selected Field box.
Result: The Edit Data box is populated.
Result: The earning will still appear as earning21 in the selected box; however it will now appear
as regular in the paydata grid.
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HANDOUT MANUAL
Scenario
David must create a customized paydata grid to pay the Commission + Salary employees with
the following headers; File #, name, home department, regular and commissions. Since the
default ADP Current Pay grid contains four out of five of the predefined fields, David will
copy this grid and then customize it.
Action
In the Grid Setup tab, select the Add icon.
Results: The Paydata Grid - Add Grid page is displayed.
Click on Associate ID in the Selected Field box, and select the single arrow pointing to the left.
Click on the Earnings 2 in the Available Fields box, and then select the single arrow pointing to the
right.
Result: The Associate ID option is no longer part of the selection and the Earnings 2 option has
been added to the selection.
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HANDOUT MANUAL
Scenario
John the payroll manager notified David that he does not require Home Department in the grid,
but he does need double time added. David must now make the edits to the paydata grid that
was just created.
Action
In the Grid Setup tab, select the Commission grid link from the Grid Name column.
Results: The Edit - Grid page is displayed.
To remove the Home Department highlight the field in the Selected Fields box and move to the
Available Fields box using the single arrow pointing to the left.
Adding Double Time:
1.
Highlight the field Earnings 3 in the Available Fields box and move to the Selected Fields
box using the single arrow pointing to the right.
2.
3.
4.
Type Double Time into the English and French Column Heading field.
5.
4
Select Done.
In the Grid Setup tab, select the Commission link from the Grid Name column.
Results: The Edit - Grid page is displayed.
Note: In both of these scenarios the Define - Grid page will contain options in the Selected
Fields box. All options in the Selected Fields box can be returned to the Available Fields box
with the exception of Name.
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HANDOUT MANUAL
Managing My Lists
Creating customized lists of employees according to specific criteria is very beneficial when
creating batches. Selecting a list from a dropdown reduces time, especially when this process
is required each pay period. The alternative is to individually search and select all employees
that are to appear in a batch. Multiple lists can be created and reused as required for batches
and in many other areas within ADP Workforce Now. Let's review the process of creating a
list.
Scenario
David is a proactive individual who will use the Manage My Lists feature to reduce the amount
of time that he spends selecting employees for a variety of features within ADP Workforce
Now.
Action
Select Current Pay for the Type, then select Add a Batch.
Select Done.
Results: When this list is selected, all Hourly Employees are displayed.
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HANDOUT MANUAL
Creating Batches
ADP Workforce Now does not contain default batches. Practitioners must create required
batches each pay period. There are three batch options to select from:
Current Pay
Bonus Pay
Separate Pay
Note: All batches are cleared in the Start New Payroll Cycle process.
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HANDOUT MANUAL
Scenario
Now that David has created the headers, on the Grid, he will use the lists he created in the
Manage My Lists tools to create two of the three payment batches; one for hourly employees
and one for employees that are paid automatically because they are salaried. The salary &
commission batch will be created by selecting the individual employees.
Action
Click on the Type dropdown, and select Current Pay from the list.
Select Next.
Select Hourly Employees from the Filter dropdown, and then select the Select All button.
Action
Click on the Type dropdown, and select Current Pay from the list.
Select Next.
Select the following employees by clicking the checkbox to the left of each name: Eric George,
and Michele Heroux. When complete, select the Create Batch button.
Result: The Paydata Entry - Sales Commissions page is displayed.
Select Save.
Select Return.
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Paydata Navigation
Now that the paydata batch(es) have been created, let's take a moment to explore the paydata
batch. We will review the icons and link used within the paydata batch and some other action
features that will provide the practitioner with tools to assist them when making entries.
Paydata Icons
The icons on this page are as follows:
Add Icon: Provides the practitioner with the ability to insert one or more employees
into the existing batch. Employees are selected by searching by last name, tax ID, File
number or employee ID or by selecting for the employee from the employee list.
Subtract Icon: Provides the practitioner with the ability to delete employees from the
batch.
Paydata Links
The links are located beside the Add and Subtract icons on this page and contain the following
paydata links as well as a Return button at the bottom of the page:
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Description
Provides practitioners with the ability to pre-populate cells based upon a
specific criteria outlined in the MEI Fill Columns (insert an employee)
page.
Example: All employees are to receive a bonus payment of the same
amount. Key the values once and all people in the batch receive the
payment.
Add Column
Provides the ability to customize how the data in the grid will be sorted.
Example: The list could be sorted by last name in ascending order.
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Adding a Column
Columns are added when additional payment types are required in the paydata grid.
Scenario
David is required to pay out the $150.00 car allowance payments to all employees in the Sales
Commissions batch. David can enter these payments using one of two methods: By adding a
second payment row to each employee or by adding a payment column. David will use the
Add Column feature to create a payment column, and then he will change the title to Car
Allowance.
Action
Select the Other Actions link, and then select Add Column.
Select Earnings 3 and move the field to the Selected Fields box using the single arrow pointing
to the right.
Note: The file # and name fields are defaults and cannot be altered.
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Scenario
Tyffany Martinez and Laurie Hall need to be added into the Sales Commission batch. David
will use the Insert an Employee feature to add Tyffany and Laurie into the existing batch.
Action
Populate the Regular Value for Tyffany and Laurie as $150.00 Car Allowance.
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Scenario
The Car Allowance amount has been raised from $150.00 to $200.00 for this pay period.
Since the entries have already been entered David must now make the corrections. This can be
accomplished in two ways: By using the fill a column feature or by manually changing the
values in the grid. David will enter these payments by using the fill a column feature.
Action
Click in the Car Allowance - Code > Value field and select 30 - Car Allowance.
Click in the Car Allowance - Value > Value field and key in 200.00.
Select Done.
Result: Paydata entry page displayed and the values are now updated according to the change.
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Scenario
The grid's default sort is by last name, in ascending order. John notifies David that he prefers
to review the payroll sorted by Pay Division in ascending order. David will now change the
sort using the Edit Custom Sort feature.
Action
Select the Edit Custom Sort link.
Result: The default sort is displayed (last name in ascending order)
To change a sort order, place a checkmark in the box beside the Sort by option.
Place your cursor in the Field column, and select Pay Division from the drop down list.
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Scenario
The payroll practitioner prefers to have a specific sort when they are entering the data and the
director required a different sort when reviewing the entries for approval. The entries are
complete and the practitioner sort must be deleted.
Action
Select the Other Actions link, and then Edit Custom Sort.
Result: The default sort will display.
Deleting a Row of Search Criteria: Click the checkbox to the left of the row(s) to be deleted.
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Paydata Entries
It is time to key in the paydata entries. The next several activities will show how to enter the
most common payment types. Let's take a look at the first scenario.
Scenario
The paydata grids are now created. David will begin the paydata entry process by keying the
hours for the hourly employees.
Action
Click in the cell in the Value column and type in the following hours:
Peter Biggins: 35 hrs.
Edward Bonner: 20 hrs.
Albert Delaney: 23hrs
Bradley Thomas: 15 hrs.
Note: If a onetime rate change is required the new rate change must be keyed into the Rate
column.
Select Save.
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Scenario
David must now enter in two new payments other than regular for Norman Gerry. To prepare
the paydata grid for these entries he will create two new payment rows for Norman. David
will begin by opening the Automatic Payment batch.
Action
Select the Add icon.
Result: The MEI Insert Employee page appears.
Enter Gerry into the Enter a Last Name field, and then select Next.
Note: If there are multiple results, the user must select the correct employee, and then select the
Insert into Batch.
Select Save.
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Scenario
Norman Gerry's additional payment rows have now been created. David will now key in 10
hours of overtime and 4 hours of double time.
Action
Click in the cell in the Code column, and then select Overtime from the dropdown list.
Click in the cell in the Value column, and then key in 10 (hrs.)
Step
Action
Click in the cell in the Code column, and then select Double Time from the dropdown list.
Click in the cell in the Value column, and then key in 4 (hrs.).
Select Save.
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Verifying Input
Overview
The Verify Input page contains several sections. As a best practice, each section can be
reviewed and marked as Inspected before advancing to the Preview Payroll task. If the client
is using Time and Attendance and has complete the Prepare for Payroll process, the entries
from time & Attendance will appear in the Verify Input stage for review.
Starting Point: Process > Payroll > Verify Input
Starting Point: Process > Payroll > Payroll Cycle > Verify Input Icon
Descriptions
Home
Payroll Overview
Consists of an action icon which provides the user with a menu with links to:
Home, Employee Changes, Payments & Adjustments and Status Changes.
Payment and
Adjustments
Contains the following categories for review: Current Pay, YTD Adjustments,
Separate Pay, Updates, Employment Insurance, Time and Attendance,
Current Pay Adjustments, Bonus Pay, Lump Sum Pay, Lump Sum Updates
and Tax Frequency Overrides
Employee Changes
Status Changes
Contains the following categories for review: New Hires, Transfers and
Status Changes
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Scenario
All Paydata entries are now complete. David must now valid all of the entries. To complete
this task he will select the Verify Input icon in the payroll cycle.
Action
Use the action button to the right of Payroll Overview to access and explore the different sections:
Employee Changes, Payments & Adjustments, and Status Changes.
Within each section there are several hyperlinks. Select each of the hyperlinks one by one:
If no entries appear: move to the next subsection by selecting the action button.
If entries exist: Validate and select each entry as you approve.
Note: The number of rows per page defaults to 10. This value can be increased to 30 rows per page
using the dropdown field.
Practitioners can:
Validate the entries and mark them inspected one by one.
Procedure: Click the checkbox of the validated entry, then select the Mark As link > Inspected.
Procedure: Repeat the process for each row.
OR
Validate all entries in listed on a page, and then mark them all Inspected at once.
Procedure: Click the checkbox in the header bar (Results: All rows displayed on the page are
selected), then select the Mark As link > Inspected.
Note: When the select all box is checked, only the rows displayed will be selected, not other pages.
For example when the select all feature is used:
And the page default is 10 rows per page, only the first 10 rows will show as selected.
And the page default is 20 rows per page, only the first 20 rows will show as selected.
And the page default is 30 rows per page, only the first 30 rows will show as selected.
Note: The user must mark each default group as inspected before switching the page.
For example: The page default is 30 rows per page. The practitioner must validate the 30 rows,
mark as Inspected and then they can select the next page and move onto the next groups of 30
rows.
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Example: Practitioners that input data daily can validate their entries at the closing of each day
to reduce the amount of data that requires review before processing.
There are 10 reports available for preview: Payroll Register, Register, Totals Recap Report,
Transaction Proof Report or Payroll Entries Report, Deduction Not Taken Report, Deduction
Arrears Report, Tailored Files (80-132 Bytes) and Tailored/Optional Reports.
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Scenario
The entries are now validated and it is time for David to request and review the preview
reports. To complete this process David will select the Preview Icon in the payroll cycle.
Action
Single Company: Select the Preview icon > Preview Payroll
Result: A request options page will appear.
Multiple Companies: Select Process > Payroll > Preview Payroll
Result: A grid will appear requiring the user to select either a single or multiple companies.
Multiple Companies: Select the codes that you would like to preview by checking the box to the
left of the company code, then select Continue.
Results: The Preview Payroll page displays.
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Scenario
The reports have now returned, David will now review the reports and correct any errors.
Action
Single Company: Select the Preview icon, then View Preview Results from the sub menu.
Multiple Companies: Select the green action icon at the right end of the row, and then select
View Preview Results.
Note: Although previews can be requested for multiple companies, they must be selected and
viewed individually.
Result: The page View Preview Results displays the list of preview reports.
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Process Payroll
Overview
Clients are provided with a payroll schedule identifying their input date and run date for each
pay period. In addition they are aware of their payroll funding terms. If for any reason the
payroll is not processed on the run date or their funding terms are not adhered to, late fees will
apply.
If this situation arises contact your Implementation Specialist or Client Service Representative
immediately for further instructions.
As with the preview function this is a two step process and practitioners can process multiple
companies at the same time. Let's take a look at how this is done.
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Scenario
David has now completed reviewing the preview reports and is now ready to process payroll.
He will now process the payroll for both companies (use companies assigned)
Note: This is a training database; therefore the processing will show simulated results.
Action
Single Company: Select the Process icon > Process Payroll
Results: The Payroll Process screen displays.
Multiple Companies: Select Process > Payroll > Process Payroll. Select all companies to be
processed by clicking in the box to the left of the company code.
Results: The Process Payroll page appears. If applicable, select any Optional Reports or Files
you wish to have processed with his Payroll Cycle.
Note: If Labour Cost reporting is used, select the Labour Cost Report or indicate if a new
accounting period needs to be started.
Single Company: If applicable, select any optional reports or files to be produced with the
payroll, and then select Done.
Results: Message returned: 1 company(ies) processed successfully
Multiple Companies: Select Continue.
Results: The Process Payroll page appears.
Multiple Companies: If applicable, select any optional reports or files to be produced with the
payroll, and then select Done.
Results: Message returned: 2 company(ies) processed successfully
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Scenario
The payroll was processed two hours ago so David will now go back into the system to retrieve
the final payroll reports for review.
Action
In the Payroll Reports page, enter the required criteria use the filter and then select Filter.
To view the reports, select the report name link located in the Report Type column.
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Knowledge Check
1. True or false: There are multiple ways to start a payroll cycle?
a.
b.
2. Select the statements that are true about paydata grids and pay data batches. (Select all
that apply.)
a.
b.
c.
Paydata grids define the columns that display in your paydata batch.
d.
3. Name the two stages the payroll entries can be validated prior to processing.
5. Select all options containing actions that can be conducted simultaneously for clients
with multiple company codes?
a.
Opening a schedule
b.
c.
Keying paydata
d.
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Module 2: Debrief
Review Discussion
1. Can you think of a situation in your own companies where the Manage My Lists feature
will save you time?
2. How will your company use the grid customizing feature to reduce time?
Summary
In this module the following topics have been explored:
Setting up login ID's and Passwords
Create/edit pay period schedules
Access the payroll cycle
Start the payroll cycle
Set up paydata grids and batches
Enter Paydata entries
Verify Input
Preview Payroll and View Preview Results
Process Payroll
In this module, we completed a simple hourly and salaried payroll, by walking through 5 of the
7 tasks within the Payroll Cycle.
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Payroll Part 1
for ADP Workforce Now
Course Closing
The Bridge:
o
This is an online tool built directly into Workforce Now. The tool is
designed to provide users with:
Step-by-Step procedures
Let's us take a look at how each of these valuable resources can be accessed.
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Action
Select the Client Service Login, located in the upper-right corner of the page.
Enter your company code and email address, and then select Login.
Result: The Client Service Centre home page displays.
Let's locate the Workforce Now registration area within the Client Service Centre.
Select the Learning Bytes link located under the title Training.
Results: The Welcome to the Learning Bytes Library page appears, and the Learning Bytes
section expands to display all products that have Learning Bytes.
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Action
Select the Support link, located on the top right of the screen.
Type Payroll into the search field, and then select Enter or the "Magnifying Glass" icon to
begin the search.
Results: All topics with Payroll will display
3
4
THEN:
Read documentation:
For this activity select the Knowledge tab and select the Processing Payroll for Multiple
Companies.
Results: A second window will open and the learning byte will play.
When completed, select the back to support link to return again to the search screen.
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The Bridge
The Bridge is sponsored by ADP, and is an exclusive online community for ADP clients.
This community connects HR and Payroll practitioners from across Canada and provides an
environment where users can ask questions, find answers, and network with peers. The
community is free, always available, and is an excellent resource for support on a variety of
subjects.
Action
Select the Client Service Login, located in the upper-right corner of the page.
Enter your company code and email address, and then select Login.
Click the Visit The Bridge link located at the bottom of the overview to register.
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Course Closing
Summary
In Basic Payroll we have now explored all aspects of the payroll cycle required in order to
complete a basic payroll. To complete your knowledge of the payroll cycle including more
advanced features register for the Advanced Payroll session.
Course Objectives
Upon completion of this module you are now able to:
Navigate the Payroll Cycle
Identify all steps within the Payroll Cycle
Define the requirements for setting up payroll security
Evaluate how each of the ADP Workforce Now modules and features work together
Log into ADP Workforce Now
Create/edit pay period schedules
Access the payroll cycle
Start the payroll cycle
Set up paydata grids and batches
Create a list
Verify input
Preview payroll and view preview results
Process payroll
Training Evaluation
Thank you for attending this course, we look forward to seeing you in the future.
Your feedback is vital to continuous improvement. Please take a moment to complete our
short evaluation so that we can continue to provide you with high quality training programs.
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