ezLaborManager for Administrators - ADP · PDF fileusing timecard manager ... ezlabormanager for administrators part 1 > module 1: introducing ezlabormanager 2011 adp, inc. 1-6 v12281072191_1ez18caneng

Handout Manual

ezLaborManagerfor Administrators

V12281072192EZ18CANENG © 2010 ADP, Inc.

ADP’s Trademarks The ADP Logo, ezLaborManager, and pay@work are registered trademarks ADP, Inc. PaySpecialist is a trademark of ADP, Inc. Third-Party Trademarks Adobe and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft, Excel, Internet Explorer, and PowerPoint, Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners.

© 2011 ADP, Inc. and its licensors. All rights reserved.

The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied, transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or recording, or through any information storage or retrieval system, without the express written permission of ADP.

EZLABORMANAGER FOR ADMINISTRATORS HANDOUT MANUAL

2011 ADP, Inc. iii V12281072192CANENG_EZ18

Contents

ezLaborManager for Administrators

Course Introduction ....................................................................................................... 1

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

Course Agenda ....................................................................................................... 1

Materials Overview ................................................................................................ 1

Implementation Questions...................................................................................... 1

Part 1: Timecard Maintenance

Part 1 Introduction......................................................................................................1-1

Agenda ................................................................................................................1-1

Module 1: Introducing ezLaborManager

Module 1 Introduction................................................................................................1-2

Topics..................................................................................................................1-2

Setting Up ezLaborManager.......................................................................................1-3

Features and Benefits of ezLaborManager..........................................................1-3

The Setup Process ...............................................................................................1-4

Understanding the Punch-In to Paycheque Process....................................................1-5

The Punch-In to Paycheque Process ...................................................................1-5

Accessing ezLaborManager .......................................................................................1-6

Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid.....1-6

Changing Security Questions and Answers Job Aid...........................................1-8

Changing Passwords Job Aid ..............................................................................1-9

The ezLaborManager User Interface ........................................................................1-10

Administrator, Supervisor, and Employee Services..........................................1-10

Navigation Elements .........................................................................................1-12

The Administration Page...................................................................................1-13

Module 1 Summary ..................................................................................................1-14

Topics................................................................................................................1-14

Module 2: Maintaining Timecards


Topics..................................................................................................................2-1

Time Entry Methods...................................................................................................2-2

Types of Time Entry ...........................................................................................2-2


2011 ADP, Inc. iv V12281072192CANENG_EZ18

Editing Employee Timecards .....................................................................................2-3

What Are Timecard Exceptions? ........................................................................2-3

Using Timecard Manager....................................................................................2-4

Adding Missed Punches Job Aid.........................................................................2-6

Deleting Punches Job Aid ...................................................................................2-8

Editing Hours Job Aid.........................................................................................2-9

Editing Days Job Aid ........................................................................................2-10

Correcting Department Transfers Job Aid ........................................................2-11

Supervisor Approvals Job Aid ..........................................................................2-12

Practice: Editing Timecards ..............................................................................2-13

Practice Results: Editing Timecards..................................................................2-14

Debrief...............................................................................................................2-23

Fixing Exceptions.....................................................................................................2-24

Overview ...........................................................................................................2-24

Locating Exceptions by Employee....................................................................2-24

Fixing Exceptions by Employee Job Aid ..........................................................2-25

Fixing Exceptions by Type Job Aid ..................................................................2-26

Module 2 Summary ..................................................................................................2-27

Knowledge Check .............................................................................................2-27

Part 1 Closing ...........................................................................................................2-28

Part 2 Preview ...................................................................................................2-28

Training Evaluation...........................................................................................2-28

Part 2: Employee Scheduling


Agenda ................................................................................................................3-1

Module 3: Creating and Viewing Schedules


Purpose................................................................................................................3-2

Topics..................................................................................................................3-2

Creating Schedules .....................................................................................................3-3

What Is a Schedule? ............................................................................................3-3

Types of Schedules..............................................................................................3-3

Creating Recurring Schedules Job Aid ...............................................................3-4


2011 ADP, Inc. v V12281072192CANENG_EZ18

Viewing and Filtering Employee Schedules ..............................................................3-5

Using the Schedule Editor Job Aid .....................................................................3-5

Viewing and Filtering Employee Schedules Job Aid..........................................3-6

Module 3 Summary ....................................................................................................3-7

Topics..................................................................................................................3-7

Module 4: Assigning Schedules to Employees and Reviewing Time Off Requests


Topics..................................................................................................................4-1

Assigning Schedules to Multiple Employees .............................................................4-2

Assigning a Schedule to Multiple Employees Job Aid .......................................4-2

Editing Assigned Schedules .......................................................................................4-3

Editing an Assigned Schedule for an Employee Job Aid....................................4-3

Practice: Creating and Assigning Schedules .......................................................4-5

Practice Results: Creating and Assigning Schedules ..........................................4-6

Reviewing Time Off Requests .................................................................................4-11

The Time Off Request Process..........................................................................4-11

Requesting Time Off Job Aid ...........................................................................4-12

Reviewing Time Off Requests Job Aid.............................................................4-16

The Time Off Requests Page ............................................................................4-17

Debrief...............................................................................................................4-18

Module 4 Summary ..................................................................................................4-19

Knowledge Check .............................................................................................4-19

Part 2 Closing ...........................................................................................................4-20

Part 3 Preview ...................................................................................................4-20


Part 3: Employee Maintenance, Report Functions, and End-of-Period Tasks


Agenda ................................................................................................................5-1

Module 5: Maintaining Employee Information


Topics..................................................................................................................5-2

Understanding Employee Information .......................................................................5-3

Overview .............................................................................................................5-3

What Are Security Groups? ................................................................................5-3


2011 ADP, Inc. vi V12281072192CANENG_EZ18

Adding and Modifying Employee Information ..........................................................5-4

Overview .............................................................................................................5-4

The Employee Editor ..........................................................................................5-4

Adding a New Employee Directly into ezLaborManager Job Aid .....................5-7

Promoting an Employee to a Supervisor Job Aid .............................................5-10

Terminating an Employee Directly in ezLaborManager Job Aid .....................5-12

Practice: Adding and Modifying Employee Information..................................5-13

Practice Results ................................................................................................5-15

Debrief...............................................................................................................5-16

Module 5 Summary ..................................................................................................5-17

Knowledge Check .............................................................................................5-17

Module 6: Editing and Running Reports


Topics..................................................................................................................6-1

Report Functions ........................................................................................................6-2

The Automated Reports Feature..........................................................................6-2

Frequently Run Reports ......................................................................................6-3

Viewing a Report........................................................................................................6-4

Viewing a Report Job Aid...................................................................................6-4

Downloading a Report................................................................................................6-5

Downloading Report Data Job Aid .....................................................................6-5

Editing a Report..........................................................................................................6-6

Editing a Report Job Aid.....................................................................................6-6

Scheduling a Report ............................................................................................6-8

Practice: Editing and Running a Report ..............................................................6-9

Practice Results: Viewing, Downloading, and Editing a Report.......................6-10

Debrief...............................................................................................................6-12

Module 6 Summary ..................................................................................................6-13

Topics................................................................................................................6-13


2011 ADP, Inc. vii V12281072192CANENG_EZ18

Module 7: Completing End-of-Period Tasks


Topics..................................................................................................................7-1

End-of-Period Tasks...................................................................................................7-2

The Punch-In to Paycheque Process ...................................................................7-2

End-of-Period Page .............................................................................................7-3

Checking for Pending Events Job Aid ................................................................7-4

Checking for Payroll-Related Exceptions Job Aid..............................................7-5

Checking Time Pair Exceptions Job Aid ............................................................7-6

Checking Attendance Exceptions Job Aid ..........................................................7-9

Performing Payroll Export Job Aid...................................................................7-10

Importing a Payroll Export File Job Aid ...........................................................7-13

Transmitting the Payroll and Verifying Cheques..............................................7-15

Moving a Payroll Cycle to the Next Pay Period Job Aid ..................................7-16

Support after Class ...................................................................................................7-17

ezLaborManager Training.................................................................................7-17

Module 7 Summary ..................................................................................................7-18

Knowledge Check .............................................................................................7-18

Course Closing .........................................................................................................7-19

Course Objectives .............................................................................................7-19

ezLaborManager for Administrators (72192) ...................................................7-20

Next Steps .........................................................................................................7-21


Appendix

EZLABORMANAGER FOR ADMINISTRATORS

2011 ADP, Inc. 1 V12281072191CANENG_EZ18

Course Introduction

Course Purpose This course prepares you to use ADP’s ezLaborManager to manage your time and labor tasks.

Course Agenda

Part Modules

Part 1: Timecard Maintenance Module 1: Introducing ezLaborManager


Part 2: Employee Scheduling Module 3: Creating and Viewing Schedules






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

Job aids in your handout manual

Payroll processing guides and quick reference cards downloaded from the Online Training Center

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

Questions for my IS:




Handout Manual

EZLABORMANAGER FOR ADMINISTRATORS PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER

2011 ADP, Inc. 1-1 V12281072191_1EZ18CANENG

Part 1 Introduction

Agenda This part of the course consists of the following modules:





Module 1 Introduction

Topics This module includes the following topics:

Setting Up ezLaborManager

Understanding the Punch-In to Paycheque Process

Accessing ezLaborManager

The ezLaborManager User Interface




Features and Benefits of ezLaborManager

Overview ezLaborManager is a fully automated, Web-based solution for managing time and attendance records.

Features and Benefits The following table lists the features and benefits of ezLaborManager:

Feature Benefits

Web-based application You can access the application from any computer with an Internet connection. You do not need to install or maintain any software, and your data is backed up by ADP.

Multi-user capabilities Supervisors can access information that helps them manage their staff more effectively. You can focus on completing the payroll. Authorized employees can view their own records.

Automated messaging All users can receive their ezLaborManager messages in a centralized inbox on the Home tab and by e-mail (if e-mail delivery is enabled).

Request Time Off (if applicable) Complete tracking of time-off requests made by employees.

Employee self-service Authorized employees and supervisors can view their own records online to answer routine questions.

Edit by exception You do not need to search through records to find and fix exceptions.

Online timecards You do not need to track time manually on paper.

No reentering of payroll data You can make payroll data available to ADP PC/Payroll, ADP's pay@work®, and ADP's PaySpecialist™.

Benefit accruals (if applicable) Employees and supervisors can check the remaining amount of time available for sick days or vacation time online. Supervisors can be notified if the amount of time allocated for these purposes exceeds the amount of time allowed.

Attendance information Supervisors can access annual attendance exceptions for analysis, evaluations, and performance appraisals.

Timecard history You can store historical timecard information in an easy-to-access format that complies with federal wage and hour requirements.

Reports You can run various reports with up-to-the-minute pay period information to enable management to analyze labor costs.

Reports scheduling You and your supervisors can schedule reports to generate automatically at defined times in the future.



The Setup Process

Overview Before you use ezLaborManager, the setup process must be completed.

Description

Stage Description

1 Your ADP representative imports all initial employee data into ezLaborManager.

2 The administrator creates schedules (if applicable).

3 The supervisors assign schedules (if applicable) to their employees.




The Punch-In to Paycheque Process

Overview ezLaborManager simplifies the job of collecting your employees’ time and attendance information and moving it quickly and accurately through the payroll process.

Stages and Descriptions The following table describes the stages of this process:

Stage Description

1 Employees enter their time data in ezLaborManager, and the punches are collected. The application applies rounding rules, totals the hours, calculates overtime, and highlights missed punches and other exceptions.

2 Your supervisors review and edit time information and generate reports. Supervisors can also approve time online, if your company is set up for this feature.

3 You close the pay period (so no further entries can be made in ezLaborManager), adjust the payroll as necessary, and create the files with pay data and punch details. You export the paydata file and, if your company is set up to display punch details on employee's cheques, the punch detail files..

4 The payroll administrator imports these files to the ADP payroll product and submits the payroll to ADP.

5 ADP processes the payroll.

6 ADP then sends the output, including paycheques, vouchers, and reports, to the payroll administrator who verifies the information, distributes paycheques to employees, and then starts a new payroll cycle in your Payroll module.

7 You then move to a new pay period in ezLaborManager, and the process begins again.




Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid

The Training Database To log on ezLaborManager during this class, you must use the client name, user ID, and password provided by the instructor. Record those items on the following lines.

Client name: ________________________

User ID: ____________________________

Password: _____________________________

Note: When you are back in your office, you will use your company’s logon information.

Instructions

Step Action

1 On the task bar, click Start > Programs. Launch Microsoft® Internet Explorer® and connect to the Internet.

2 In the Address field, type ezlm.adp.com and press Enter.

Note: Employees who need to use only the Clock In, Clock Out, and Lunch Out buttons do not have to log on the full application. Instead, you can give them the https://ezlmwc.adp.com Internet address, which takes them directly to the ezLaborManager Web Clocking page. This login page is especially useful if you want to set up a single computer (to use as a kiosk) where employees can clock in, clock out, or lunch out. From the single computer, you can go to that page and create a favourite for the web clocking page so that several employees can access the application from that computer.

3 In the center of the page, click Bookmark ezLaborManager.

4 In the Add Favourite window, click OK.

Result: The ezLaborManager link is added to the list of favourites.

5 On the Internet Explorer menu bar, select Favourites, right-click ADP ezLaborManager, and select Send to Desktop. Close your favourites, and then close your browser.

Note: If you do not have the Send to Desktop option, select Copy, go to your Windows desktop, click in an empty space, right-click, and select Paste.

Result: The ADP ezLaborManager icon displays on your desktop.

6 Double-click the ezLaborManager desktop shortcut.

Result: The ezLaborManager Login page displays.



Instructions (Continued)

Step Action

7

IF the client name: THEN:

Already exists on your computer as an Internet cookie

Enter your user ID and password and click Login

Note: To obtain your user ID and password, contact your Administrator.

Does not exist on your computer as an Internet cookie

In the Client Name field, enter your client name and click Submit.

Result: The ezLaborManager Administrator Services Home page displays.

Note: If your employee is using the ezLaborManager Web Clocking feature, they go to the internet address https://ezlmwc.adp.com and make the page a favourite. The following login page displays. The employee enters his or her ezLaborManager user ID and password and then clicks the appropriate button to clock in, clock out, or lunch out.



Changing Security Questions and Answers Job Aid

Instructions

Step Action

1 Click the Options button.

2 Click Change Security Questions and Answers.

Result: The Change Security Questions and Answers page displays.

3 In the Select Security Question 1 field, select a question.

4 In the Answer 1 field, enter an answer to security question 1.

Note: The answer can be anything that you will remember provided that it meets the requirements listed at the top of the page.

5 Repeat steps 3 and 4 for the remainder of the security questions and answers.

6 Click Submit.

Result: Your security questions and answers are saved.

7 Click Close to return to the Administrator Services Home page.



Changing Passwords Job Aid

Instructions

Step Action

1 Click the Options button.

2 Click Change Password.

Result: The Change Password page displays.

3 In the Enter Old Password field, enter your original password.

4 In the Enter New Password field, enter a new password.

Note: Password rules display on the Change Password page.

5 In the Confirm Password field, reenter your new password.

6 Click Submit.

Result: The password is updated.

7 Click Close to return to the Administrator Services Home page.




Administrator, Supervisor, and Employee Services

Overview



Services and Descriptions

Service Description

Administrator Creates schedules.

Edits employee timecards.

Sends e-mail notifications.

Maintains employee information.

Creates and schedules reports.

Performs end-of-period tasks.

Supervisor Finds timecard exceptions.

Corrects errors and exceptions.

Assigns employee schedules.

Approves employee timecards (if applicable).

Approves time-off request (if applicable).

Creates and schedules reports.

Employees Enter their own time (if applicable).

View their timecards, schedules, benefits, and personal and attendance information.

Enter their supplemental earnings (if applicable).

Send attendance notifications to their supervisors (if applicable).

Request time off (if applicable).



Navigation Elements

Overview

Elements and Descriptions

Element Description

Reports button

Options button

Help button

Training button

Exit button

Lists

Tabs

Inbox

Search field

Text links



The Administration Page

Sections and Descriptions

Section Description

Maintenance

Setup

Maintenance Section

Select the Administration tab, Maintenance sub-tab.

Setup Section

Select the Administration tab, Setup sub-tab.



Module 1 Summary

Topics This module included the following topics:








Handout Manual

EZLABORMANAGER FOR ADMINISTRATORS PART 1 > MODULE 2: MAINTAINING TIMECARDS




Time Entry Methods

Editing Employee Timecards



Time Entry Methods

Types of Time Entry

Overview ezLaborManager supports several methods in which employees can record the hours they have worked. Your ADP representative will work with you to determine the method best suited to your company’s payroll requirements.

The format of the time entry pages that display in ezLaborManager depends on how your company’s time reporting is set up. If your company uses the Lunch Out, Transfer, Absence, and Late Arrivals buttons for employee time entry, these buttons can be configured to display.

Types and Descriptions

Type Description

Clocking Employees clock in and clock out using the buttons on the Home page in ezLaborManager or use a data-collection device.

Clock in and out times are based on the system clock of the ADP machine on which ezLaborManager is loaded. This means that even if an employee uses different computers to clock in or out, both times are based on the same clock, ensuring that total recorded working time is accurate.

Employees can view their timecards.

Time-Based Employees enter their in and out times on their timecards in ezLaborManager.

If ezLaborManager is not available, employees may use a clock (or another data-collection device) to enter their hours.

These employees can edit their timecards in ezLaborManager.

Hours-Based Employees enter their hours on their timecards in ezLaborManager.

If ezLaborManager is not available, employees may use a clock (or another data-collection device) to enter their hours.

These employees can edit their timecards in ezLaborManager.

View Only Employees can use only a clock (or another data-collection device) to enter their time.

They can view their timecards only in ezLaborManager.



Editing Employee Timecards

What Are Timecard Exceptions? A timecard exception is generated when ezLaborManager processes a timecard that does not meet certain expectations or requirements.

Examples

The timecard is missing supervisor approval.

The timecard is missing hours.

The timecard is missing an in or out punch.

The employee has clocked out early or late.

The number of hours specified in the schedule does not match the number of hours worked.

Processing Symbols and Descriptions Timecard exceptions are identified by symbols. The severity of a timecard exception is indicated by one of the following three symbols:

Symbol Description

Exceptions marked with the Error symbol must be resolved before the payroll can be processed.

Exceptions marked with the Warning symbol do not have to be resolved, but they should be noted by a supervisor or an administrator before the payroll is processed.

Note: Supervisor approvals can be required. This means that supervisor approvals, which are still indicated with a Warning symbol, must be recorded before the payroll can be processed. Your ADP representative can change the severity to an error.

Exceptions marked with the Message symbol do not require action from a supervisor or administrator before the payroll can be processed, although you can choose to note them.



Using Timecard Manager

The Timecard Manager Page


Element Description

Pay Date Range Filters

Employee Information

Lookup button



The Timecard Manager Page (Continued)


Element Description

Links

Processing symbols

Entry fields

Notes



Adding Missed Punches Job Aid

Scenario 1 On the second Thursday of the pay period, Frank Cavallo forgot to punch in when he returned from lunch. He left the office at 4:21 p.m. Correct Frank’s punches.

Instructions

Step Action

1 In the Services list, select Administrator Services.

2 Select the Administration tab, Maintenance sub-tab.

3 Click the Timecard Manager link.

4 If the desired employee timecard does not display, on the Timecard Manager page (Single Employee View), beside the Find field, click the Lookup button. Then select the employee from the list.

Result: The Timecard Manager page displays the timecard for the employee you selected.

5 In the Time In or Time Out column, edit or enter the missing hours as necessary. If the earnings code is incorrect, go to step 4; otherwise, proceed to step 5.

6 Click Submit.

Result: The timecard is updated. The Unprocessed symbol displays in the updated row(s), and the “Operation Successful” message displays.

Note: Advanced editing is available only for employees who record their start and stop times.



Scenario 2 On Wednesday of the first week, Frank Cavallo forgot to punch out for lunch at 12:45 p.m. and to punch back in when he returned from lunch at 1:45 p.m. He also forgot to punch out when he went home at 6:00 p.m. Add the missing punches to correct Frank’s timecard.

Instructions

Step Action





Result: The Timecard Manager page displays the timecard for the employee you selected..

5 In the Time In or Time Out field, edit or type the missing hours as necessary. If an entire time pair is missed (for example, if an employee forgets to punch out and back in for lunch), click the Insert (+) icon to the left of the appropriate date to add a new row or use the Insert Time advanced editing feature. Edit the hours in the existing row and the new row as needed.

6 Click Submit.

Result: The timecard is updated. The Unprocessed symbol displays in the updated row(s), and the “Operation Successful” message displays.



Deleting Punches Job Aid

Scenario Frank punched out at 3:47 p.m. on the first Tuesday of the pay period. As he was leaving, a co-worker asked him for help. Frank stayed to assist on a project and punched out again at 4:30 p.m. This punch generated a new row with just the punch-out time, generating a missing out-punch exception. Enter the correct time out (4:30 p.m.) in the first row for Tuesday. Then delete the row that displays the extra time punch.

Instructions

Step Action





Result: The Timecard Manager page displays the timecard for the employee you selected.

5 In the Time Out field of the first row, right-click and select Delete Time.

Result: The time from the second row is moved to the Time Out field in the first row and the second row is marked for deletion.

6 Click Submit and then click OK.

Result: The selected row is deleted.



Editing Hours Job Aid

Scenario Thomas Evers entered seven hours on the first Monday in the pay period and called in sick on the first Friday. However, he actually worked eight hours on Monday. Edit his timecard to reflect the correct hours and earnings code, and then enter a note for his absence on Friday.

Instructions

Step Action




4 If the desired employee timecard does not display, on the Timecard Manager page (Single Employee View), in the Find field, enter the employee's last name, and then in the Quick Find list, select the employee.

Result: The Timecard Manager page displays the timecard of the employee you selected.

5 In the Hours field, edit or enter the missing hours.

6 To display the Quick Find list, click in the Earnings Code field twice.

7 In the Quick Find list, select the appropriate earnings code.

Note: All codes for nonworked time, such as vacation, sick time, and jury duty, are entered the same way ― by selecting the appropriate earnings code from the list.

8 Click the Note icon. Then enter a note and click Done.

Result: The Notes window closes and the Note icon displays in green with writing.

9 Click Submit.

Result: The timecard is updated. The Unprocessed symbol displays in the selected row and the “Operation Successful” message displays.



Editing Days Job Aid

Scenario Charles Fager is working the morning of the second Thursday in the pay period. He is taking the rest of the day as personal time. Your company tracks personal time in days. Edit his timecard to reflect the correct hours and earnings code.

Note: To track nonworked time by days, ask your implementation specialist to enable this feature.

Instructions

Step Action




4 If the desired employee timecard does not display, find the employee by using the Quick Find, Find, or Lookup feature.


5 Click the Insert (+) icon for the desired workday to add another row. Then, in the relevant rows, enter the times in and out for the hours worked and the time that is tracked by days.

6 To display the Lookup button in the applicable row, click the Earnings Code field.

7 To open the Earnings Code Lookup window, click the Lookup button, select the appropriate day type earnings code, and then press Tab.

Result: The Earnings Code Lookup window closes and the employee’s earnings code is updated. The Days column displays.

8 Select the appropriate day part.

9 Click Submit.

Result: The timecard is updated. The Unprocessed symbol displays in the selected row and the “Operation Successful” message displays.

Important Information If you leave the Days field blank, the application will compare the employee's schedule and hours entered and populate that field with the appropriate value from the day part rule. The application will calculate the value only once. If you make a change to the time entry, the day part value will not be recalculated. You will need to manually edit the value in the Days field.



Correcting Department Transfers Job Aid

Scenario On Friday morning, Frank was asked to assist the Service department (000100) with their phone calls for two hours. On Tuesday, Thomas was also asked to assist the Service department (000100) with their phone calls and to return on Thursday for four hours to help them with a presentation. Frank and Thomas forgot to assign their hours to the Service department. Their supervisor notices this omission and asks you to edit their timecards to include the correct number of hours in the department.

Instructions

Step Action






5 To determine the next step, use the following table:

IF the transfer is a: THEN:

Full workday For an hours-based timecard, in the Hours field for the appropriate workday, enter the total hours.

For a time-pair-based timecard, type the time in and out for the appropriate workday.

Partial workday For an hours-based timecard, in the Hours field, click the Insert (+) icon for the workday to add another row. Then, in the relevant rows, enter the hours for each department worked.

For a time-pair based timecard, right-click the Time Out field for the workday, select Transfer, and in the relevant rows, enter the time in and out.

6 To display the Lookup button, click in the Department field.

7 To enter the applicable department code, click the Lookup button.

Result: The Department Lookup window opens.

8 In the ID column, select the applicable department code.

Result: The employee’s department code is updated.

9 Click Submit.

Result: The employee’s timecard is updated. The Unprocessed symbol displays in the selected row, and the “Operation Successful” message displays.



Supervisor Approvals Job Aid

Scenario Thomas's supervisor has asked you to approve Thomas's timecard. Using the Timecard Manager, approve all of Thomas's hours for the current pay period, including the days he worked in other departments.

Instructions

Step Action






5 In the Supervisor Approval column, select the option directly below the Supervisor Approval heading.

Result: All timecard records in the Supervisor column are selected.

6 Click Submit.

Result: The employee’s timecard is approved.



Practice: Editing Timecards

Overview The following practice consists of five scenarios that allow you to apply the knowledge you just learned. Read each scenario and follow the instructions in the appropriate ezLaborManager job aid.

Practice Login Information To log on the training environment during this class, you must use the client name, user ID, and password provided by the instructor. Record your login information here:

Client name ________________________

User ID ____________________________

Password _____________________________

Scenario 1: Adding Missed Punches On the second Tuesday of the current time period, Frank Cavallo punched in at 9:58 a.m. He punched out for lunch and at the end of the day, but he forgot to punch in after lunch. His normal schedule is 10:00 a.m. to 4:00 p.m. with a half-hour lunch. You need to add a 12:30 p.m. lunch punch-in time to account for his missing punch and complete his shift for the day. Do not submit your changes.

Instructions Refer to the “Adding Missed Punches Job Aid." When you have finished, compare your results with the results provided on the following page, and then complete scenario 2.



Practice Results: Editing Timecards

Scenario 1: Adding Missed Punches Results

Note: The results display sample data.



Scenario 2: Deleting Punches Frank Cavallo punched in on the first Thursday of the time period at 8:54 a.m. Then, forgetting that he had already punched in, he punched in again five minutes later. This duplication created a time-pair error. As a result, when he punched out at 5:02 p.m., a second row was created in error.

Replace the incorrect punch-out time with 5:02 p.m., and then delete the second row. Submit your changes.

Instructions Refer to the “Deleting Punches Job Aid." When you have finished, compare your results with the results provided on the following page, and then complete scenario 3.



Scenario 2: Deleting Punches Results




Scenario 3: Editing Hours Thomas Evers took a vacation day on the second Thursday of the current pay period. Assign the vacation earnings code to the eight hours on Thomas's timecard for that day.

Instructions Refer to the “Editing Hours Job Aid." When you have finished, compare your results with the results provided on the following page, and then complete scenario 4.



Scenario 3: Editing Hours Results




Scenario 4: Editing Days Charles Fager decided to take a personal day on the second Friday of the current pay period. Assign the personal earnings code to the entire day on Charles's timecard for that day.

Instructions Refer to the “Editing Days Job Aid." When you have finished, compare your results with the results provided on the following page, and then complete scenario 5.



Scenario 4: Editing Days Results




Scenario 5: Correcting Department Transfers On the first Monday of the current pay period, Raul Martinez's supervisor asked him to assist in the Implementation department from 1:00 p.m. to 5:00 p.m.

Raul remembered to punch in and out for the day, but he forgot to assign his afternoon hours to the Implementation department. Transfer his time from 1:00 p.m. to 5:00 p.m. to department 001000, Implementation.

Instructions Refer to the “Correcting Department Transfers Job Aid." When you have finished, compare your results with the results on the following page.



Scenario 5: Correcting Department Transfers Results

Note: The results display sample data. Notice that until the time pair is processed completely, the lunch hour will not be deducted in the Daily Totals calculation. Therefore, result screen displays 8 hours instead of 7 in the Daily Totals column.



Debrief

Notes



Fixing Exceptions

Overview You can find timecard exceptions in two ways: by type of exception and by employee. To find exceptions related to an individual employee's timecard, you need to display a list of exceptions by employee.

Locating Expections by Employee

Solutions and Descriptions

Solution Description

Approve Marks the time pair as approved and removes the exception from the time pair and from the exceptions summary.

Note Indicates that you are aware of the exception but does not change the condition that caused the exception. This is a common solution for low-severity exceptions. The exception is stored for future reference but no longer displays in the exceptions summary. This solution is irreversible.

Use Schedule Resolves the exception by applying the employee's schedule to the time pair. This solution is common to exceptions caused by missing punches, incorrect time punches, or total hours.

This option is available only if a schedule exists for the employee. The employee's schedule displays in parentheses to the right of the exception description so that you can evaluate the effect of applying the schedule to the employee's time pair.

No Solution Resolves the exceptions that cannot be resolved using automatic solutions. To resolve these exceptions, click the time pair link to open Timecard Manager from which you can edit or delete the time pair as appropriate to resolve the exception.



Fixing Exceptions by Employee Job Aid

Scenario To view the exceptions on Brenda Hahn's timecard, use View Exceptions by Employee. Correct Brenda's exceptions by selecting a solution or by editing the timecard.

Instructions

Step Action

1 In the Services list, select Supervisor Services.

2 On the Home tab, in the Exceptions by Employee section, click Employees in Current Pay Period.

Result: The Employees with Exceptions in Current Pay Period page displays.

3 In the Time Pair Exceptions column, click the number beside the employee's name.

Result: The Edit Exceptions page for the selected employee displays.


IF a solution: THEN:

Is available Select the appropriate solution from the list and then click Submit

Is not available To open Timecard Manager, click the time pair link and edit the timecard as necessary



Fixing Exceptions by Type Job Aid

Scenario To list exceptions that require supervisor approval, use View Exceptions by Type.

Instructions

Step Action


Result: The Home tab displays.

2 On the Home tab, in the Exceptions by Employee section, click View by Type.

Result: The Exceptions by Type page displays.

3 In the Exceptions column, click a link to view the exception.

Result: The selected exception details display.

4

Approve timecards.

IF you want to approve: THEN:

Total hours for one or more employees

On the Summary View sub-tab, select the appropriate pay date range and pay cycle.

In the Solutions/Approve column, select one or multiple employees.

Click Approve.

Each time pair for each employee

On the Detail View sub-tab, select the appropriate pay date range and pay cycle.

In the Solution/Approve column, select the time pair.

Click Submit.

Note: You can approve supplemental earnings for the selected employee by clicking the Supplemental Earnings link in Timecard Manager.

Important Information

Depending on how your company’s pay policies are configured to calculate and summarize hours, the totals on the Summary View may be different from the totals for the Detail view. Please note that the employee’s pay data is based on the totals from the Summary view.

You can only approve time pairs on the Supervisor Approval Required page. If you want to approve Supplemental Earnings, click the Supplemental Earnings link in Timecard Manager.



Module 2 Summary

Knowledge Check

1. What are timecard exceptions?

2. What is one example of an exception by type?

3. Where can you quickly find a list of exceptions by employee?

4. How do you correct department transfers for a partial work day for employees who record their start and stop times?



Part 1 Closing

Part 2 Preview Upon completing the next part of the course, you will be prepared to:

Create and view schedules

Assign employees to those schedules

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




Handout Manual

EZLABORMANAGER FOR ADMINISTRATORS PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES


Part 2 Introduction







Purpose This module prepares you to create recurring schedules that repeat over time.


Creating Schedules

Viewing and Filtering Employee Schedules



Creating Schedules

What Is a Schedule? A schedule contains information about a typical workday for an employee. For example, a schedule could include details such as starting and stopping times, the time allocated for lunch, and earnings codes.

Types of Schedules

Overview In ADP's ezLaborManager, you can create two types of schedules:

Daily

Recurring

Types and Descriptions

Type Description Example

Daily Schedule Use to assign a schedule to one or more employees for specific days only

Samantha Barbato is assigned a morning shift of 7:00 a.m. to 3:00 p.m. Since she is scheduled to attend a training session from 9:00 a.m. to 5:00 p.m. on Wednesday, her supervisor will assign her a daily schedule for that day.

Recurring Schedule Use to assign a repeatable schedule to one or more employees for multiple days

Mary MacGill will work from 9:00 a.m. to 5:00 p.m. from Monday to Thursday. Mary's administrator will create the 9:00 a.m.- 5:00 p.m. recurring schedule, and her supervisor will assign the schedule to her.

Role Differences by Task Both supervisors and administrators can create and assign daily schedules.

Supervisors can assign recurring schedules but cannot create them.

Only administrators can create recurring schedules.



Creating Recurring Schedules Job Aid

Scenario Create a 6:00 a.m. to 2:00 p.m. (Monday to Friday) recurring schedule and name it 6a-2pXX. (Replace XX with your jdexter user ID number.)

Instructions

Step Action



3 Click Recurring Schedules.

4 On the Recurring Schedule page, click Add New.

Result: The new recurring schedule displays.

5 Enter the recurring schedule name, description, start date, week number, days of the week, time in, and time out.

6 Click Submit to save the changes.

Result: The recurring schedule is created.

Note: You also can modify or delete an existing recurring schedule on this page.




Using the Schedule Editor Job Aid


Element Description

Schedule Types

Date Range

View Mode

In & Out Times

Hours

Labor Charges

Compact

Total Scheduled Hours for Each Employee

Grand Total

Daily Total

Monthly Schedule



Viewing and Filtering Employee Schedules Job Aid

Scenario You want to view schedules for employees who meet certain criteria.

Instructions

Step Action


2 Select the Schedules tab.

3 To select an employee filter, click the Employee Filter icon.

Result: A list of filters displays.

4 In the Filter Name column, select the filter you want to apply.

Result: Employees matching the filter criterion display in the schedule grid.

5 In the Schedule Filter list, select an existing filter.

Result: Employees with schedules matching the schedule filter display in the schedule grid.

6 Select a date range using the Calendar icons (if required).

7 Click Find.

Note: You can click the back and forward arrows to scroll back and forward based on the number of days defined in your selected date range.



Module 3 Summary


Creating Schedules




Module 4: Assigning Schedules to Employees

and Reviewing Time Off Requests

Handout Manual

EZLABORMANAGER FOR ADMINISTRATORS PART 2 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES




Assigning Schedules to Multiple Employees

Editing Assigned Schedules

Reviewing Time Off Requests



Assigning Schedules to Multiple Employees

Assigning a Schedule to Multiple Employees Job Aid

Scenario Starting today, assign Frank Cavallo and John Davis to a 6:00 a.m. to 2:00 p.m. recurring schedule.

Instructions

Step Action


2 Select the Schedules tab, Recurring Schedules sub-tab.

3 In the Action field, select Assign Multiple.

Result: The Assign Recurring Schedules page displays.

4 Click in the Recurring Schedule field, and then select a recurring schedule from the Quick Find list.

Note: You can preview the selected recurring schedule by clicking the Preview link.

5 In the Start Week field, type the week number for which you want the schedule to begin.

6 In the Start Date field, enter a starting date or select a start date from the calendar.

Note: If the selected starting date is not within the date range selected, a message displays. Click OK. Otherwise, adjust the date range.

7 In the End Date field, enter an ending date or leave it blank.

8 Click an employee's name to select the employee.

Note: To select more than two adjacent employees quickly, select the first employee you want in the list, hold the Alt key, and then select the last employee. The first and last employee names, plus all the names listed between them, are highlighted in green to show they are selected.

To clear the selection of multiple adjacent employee names, press the Alt key and click any highlighted name.

9 Click Submit.

Result: The recurring schedule is assigned to the selected employees.

Note: If you want to edit the recurring schedule assignment, in the Recurring Schedule field, select Edit Single. You can edit the Start Week, Start Date, and End Date fields and then submit the changes.



Editing Assigned Schedules

Editing an Assigned Schedule for an Employee Job Aid

Scenario Frank Cavallo has been assigned to the 6:00 a.m. to 2:00 p.m. schedule. Next Wednesday, he needs to work in the Training and Development department (014000) from 9:00 a.m. to 5:00 p.m. Edit Frank's schedule for next Wednesday.

Note: You can use this job aid to assign, edit, or delete a schedule for one day for one employee.

Instructions

Step Action

1 In the Services List, select Supervisor Services.

2 Select the Schedules tab, Daily Schedules sub-tab.

3 Select the appropriate date range and employee to assign the schedule.

4 Select Edit Single.

5 Click the cell corresponding to the employee and date you wish to edit, add, or delete.

Result: The Edit a Single Schedule editor displays the schedule details. If the employee is assigned to a recurring schedule, the in and out times, along with the hours, display in the editor. Otherwise, those fields are blank.


IF you want to: THEN:

Add a new schedule or edit an existing schedule for the selected date

In the In, Out, Earnings Code, Lunch Plan, and Department fields, enter the required data

Assign nonworked time to the selected employee

In the Hours field, enter the amount of nonworked hours if required, and select the earnings code that you want to assign to the nonworked hours

Delete a selected schedule for the selected date

Click Delete Selected. Skip step 8.



Instructions (Continued)

Step Action

7 Click Apply. (This step does not apply if you want to delete a schedule for the selected date.)

Note: If you want to add, edit, or delete another day's schedule for an employee, repeat the above steps.

8 Click Submit.



Practice: Creating and Assigning Schedules

Overview This practice allows you to apply the knowledge you just learned. It contains three scenarios.

Scenario 1: Create a Recurring Schedule Your company requires a 7:00 a.m. - 3:00 p.m. (Monday-Friday) recurring schedule.

Instructions For training purposes, include your jdexter user ID after the schedule time frame to distinguish your schedule from others using the same database. Create a recurring schedule that starts next Monday using the following information:

Recurring Schedule: 7a-3pxx (where xx is your jdexter user ID)

Description: 7am - 3pm, Mon-Fri, Start Date: Use next Monday.

When you have finished, compare your results with the results provided on the following page and then complete scenario 2.



Practice Results: Creating and Assigning Schedules

Scenario 1: Create a Recurring Schedule Results




Scenario 2: Assign a Recurring Schedule to One or More Employees

Assign two employees to a recurring schedule using the following instructions.

Instructions Assign the following employees to the recurring schedule of 7a-3pxx (where xx is your jdexter user ID) that you created in the previous scenario. To see these employees, set your employee filter to the default.

Samantha Barbato

Anthony Albright

Start Week: 1

Start Date: Use the next Monday.

Note: To view the assigned schedules starting next Monday, select the appropriate date range and scroll horizontally.




Scenario 2: Assign a Recurring Schedule to One or More Employees Results




Scenario 3: Editing an Assigned Schedule Samantha Barbato is scheduled to work in the Service department (000100) next Friday from 9:00 a.m. to 5:00 p.m. Edit her existing schedule for next Friday.

Instructions Select the appropriate date and department code for Samantha.



Scenario 3: Editing an Assigned Schedule Results




Reviewing Time Off Requests

The Time Off Request Process

Overview ezLaborManager makes it easy for your employees to submit time off requests.

Description The time off request process consists of the following stages:

Stage Description

1 The employee (requester) submits the request to the supervisor (reviewer).

2 The supervisor approves, partially approves, or denies the request.

3

IF the supervisor: THEN:

Approves the request The employee's schedule is updated automatically to reflect the approved time off.

Partially approves the request The employee either accepts the partial approval or cancels the request. If the employee accepts the partial approval, the employee's schedule is updated automatically to reflect the approved time off.

Denies the request No further action is required.

Important Information A supervisor can select someone else to review the time off requests when he or she is not available. This backup person is called a global reviewer. In some companies, the global reviewer can be a designated person such as an HR administrator.



Requesting Time Off Job Aid

Scenario John Davis enters a time off request for a vacation the week of November 23. His direct supervisor is on vacation. As a global reviewer, approve his request for vacation.

Important Information When the employee selects a week off, if the employee has a schedule, only the scheduled days are selected. If the employee is not assigned to a schedule, all the days of that week will be selected. The employee will need to click any extra days to clear them.



Scenario (Continued) A confirmation message displays in the requester's Inbox.

The reviewer can click the icon in the Compare to Other Employees' Non-Worked Schedules column to view other employees' nonworked schedules for a specific day.

The reviewer uses the other employees' nonworked schedules to assist in determining whether to approve, partially approve, or deny the request.



Scenario (Continued) The requester receives a message with the approval results.



Scenario (Continued) The requester accepts or cancels the request.


The approved time overwrites the existing employee's schedule.

A requester can cancel any of his or her time off requests that have not been denied or previously canceled. If a request that has already been approved and scheduled is later canceled, the nonworked schedules corresponding to the request will be deleted and the employee’s original schedules will be restored.



Reviewing Time Off Requests Job Aid

Instructions

Step Action

1 In the Inbox, click the Time Off Requests folder.

2 Click the time off request message description.

Result: The message details display along with a link.

3 In the message details text, click the Time Off Request link.

Result: The Time Off Request page displays with information on time off dates, accrual information (if applicable), and the Other Employees' Non-Worked Schedules button.

4 Click Compare to Other Employees' Non-Worked Schedules to check the availability of other employees for the day(s) for which the time off request is made.

Result: Nonworked schedules for other employees display for the requested date(s).

5 Click Close.

6 In the Reviewer Comments field, enter your comments (if required).

7


Approve the time off request Select Approve (in the header).

Click Approve Request.

Partially approve the time off request In the Approve column, select Approve for those days for which you want to approve the time off request.

In the Deny Column, select Deny for those days for which you want to deny the time off request.

Click Partially Approve Request.

Deny the request Select Deny (in the header).

Click Deny Request.

Result: A notification is sent to the reviewer and to the requester's Inbox. If the request is partially approved, the employee can either accept the partial approval or cancel the request. The approved nonworked time is automatically added to the employee's schedule.


The Request Time Off feature must be enabled and configured by an ADP ezLaborManager representative before time off requests can be created.

If the time off request is approved for a partial day, any remaining worked time will no longer display on the requester's schedule. The requester's schedule must be manually updated if he or she is required to work the remainder of the day.



The Time Off Requests Page You can view all time off requests from Administrator Services by selecting the Administration tab, Maintenance sub-tab, and then clicking Time Off Requests or from Supervisor Services by selecting the Group Labor tab and clicking Time Off Requests.


Element Description

Status Allows you to display time off requests by specific status

Request number Allows you to click the request number to view additional details

Find Request Number Allows you to search for a specific time off request by entering the assigned request number in the Find Request field and then clicking Find


An approved time off request cannot be deleted directly from the Supervisor Services Schedules page or Timecard Manager. It must be canceled.

The requester can submit a time off request for a maximum of 30 days only. As a result, the requesting time off feature in ezLaborManager cannot be used for submitting a leave of absence exceeding 30 days.

ezLaborManager allows the requester to submit a time off request one year in advance but your company policy may vary.



Debrief

Notes



Module 4 Summary

Knowledge Check

1. Your supervisors want to know why they cannot create a weekly schedule that repeats over the next month. What do you tell them?

2. Where do you go in ezLaborManager to create a recurring schedule?

3. Where do you go in ezLaborManager to assign a recurring schedule to an employee?

4. Where do you go if you have to edit an assigned schedule for one day only?

5. Mary submitted a request for vacation for the first week of July. During the same week, other employees will also be on vacation. Before approving Mary's time off request, how can you ensure the availability of other employees during that week?



Part 2 Closing

Part 3 Preview Upon completing the next part of the course, you will be prepared to:

Add and modify employee information

Edit and run reports

Complete the tasks required to close the pay period

Training Evaluation Thank you for attending part 2 of the ezLaborManager for Administrators course. If required, please take a moment to complete the evaluation.




Handout Manual

EZLABORMANAGER FOR ADMINISTRATORS PART 3 > MODULE 5: MAINTAINING EMPLOYEE INFORMATION


Part 3 Introduction









Understanding Employee Information

Adding and Modifying Employee Information



Understanding Employee Information

Overview Prior to tracking an employee's time and attendance, you must add the employee to your database and give the employee's supervisor rights to edit the employee's time and attendance data. You may also need to give the employee access to ezLaborManager so he or she can view the timesheet and record time.

What Are Security Groups?

Overview You use security groups to control who can view and edit employee records. Employees and supervisors have different relationships to security groups. The following information explains the difference:

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

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

Example Anthony Albright was just hired. Anthony's supervisor, John Dexter, has access to security group 212266. Therefore, you assign Anthony to security group 212266. John can access Anthony's records.

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

IF the user is a/an: THEN:

Employee Assign to a security group that his or her supervisor can access. You do this in the Employee section on the Employee Security page.

Supervisor Grant access to the same security groups assigned to his or her employees. You do this in the Access Details section on the User Security page.

Administrator Grant access to the EL_ALL security group which provides access to the records of all supervisors and employees. You do this in the Access Details section on the User Security page.



Adding and Modifying Employee Information

Overview In this topic, you will learn how to add a new employee in ezLaborManager and how to promote an employee to a supervisor role.

The Employee Editor

Employee Editor − Top Section


Element Description

Actions Menu Use this menu to add, copy, or delete an employee record; change an existing employee’s password; and view the edit audit trail for changes.

Name (First, Last) These fields contain the first and last names of the employee; the values are maintained in the system of record.

User ID The value in this field is used by the employee when logging on ezLaborManager or when accessing the Web Clocking page.

Login Status This field controls the employee's access to ezLaborManager.

Administrator This option is required only when the employee is an administrator.

Report Group This field controls access to ezLaborManager reports and is required for supervisors and administrators only.

Access Role This field is required for administrators only.

Culture This field is required and populated with a default value based on your company’s database setup.



Employee Editor − Employee Section


Element Description

Employee ID This field contains the employee's ID number and is maintained in the system of record.

Is Supervisor? This is a required option when the employee is a supervisor.

Pay Group This field contains the pay group to which the employee belongs (for example, full-time hourly or full-time salary).

Supervisor This field lists the employee's supervisor and is required for employees who are not supervisors or administrators.

Badge This field is required for all employees who enter their time using time clocks, the Phone module, the Web Clocking (kiosk) page, or the Clock In and Clock Out buttons in the application.

Transfer to Payroll This option is selected for all employees who are paid through the Payroll module. If you do not select this option, the employee's time and attendance data will not be included in your payroll export file and the employee will not be paid.

Payroll Company Code This field contains the employee's company code.

Payroll ID This field contains the Payroll identification number.

TimeZone This field indicates the time zone in which the employee works.

Employee Security This tab includes the Time & Attendance security group to which the employee is assigned.



Employee Editor − Access Details Section


Element Description

User Security On this tab, you assign a supervisor access to a security group so the supervisor can view and edit employee records. Administrators are assigned access to the EL_ALL security group, which grants access to the records of all supervisors and employees.

Emulation This tab is used to give supervisors rights to assign a backup who can access their employees' records in the supervisors' absence.

Pay Cycle Access This tab is used for administrators only and controls which pay cycles the administrator can access to run end-of-period processing.

Personal This tab contains the employee's personal information, such as e-mail addresses, mailing address, and phone numbers.



Adding a New Employee Directly into ezLaborManager Job Aid

Overview Typically you will enter a new employee’s information in your Payroll module and then you will access ezLaborManager through Payroll to complete the employee’s setup. However, at times you may need to enter an employee directly in ezLaborManager.

Scenario Your company hired a contract employee, Roberta Carney, whose time needs to be tracked in ezLaborManager. Roberta will not be paid through Payroll. Complete the employee’s setup in ezLaborManager.

Instructions: Complete the Employee Editor − Top Section

Step Action

1 Select the Administration tab, Maintenance subtab.

2 Click Employees.

3 On the Actions menu, select Add New Employee.

4 In the First Name and Last Name fields, enter the employee’s first and last names.

5 In the Login Status field, indicate whether the new employee can access ezLaborManager.

IF the employee: THEN:

Needs access to ezLaborManager (for example, to enter time or to view information)

Select Access Granted

Does not need access to ezLaborManager

Select Access Denied

6 In the Enter New Password and Confirm Password fields, enter a temporary password.

Note: The employee will be prompted to change his or her password the first time he or she logs on ezLaborManager.



Instructions: Complete the Employee Section

Step Action

1 In the Employee ID field, enter the employee's ID number.

2 In the Pay Group field, click the Lookup button and select the employee's pay group.

3 Indicate whether the new employee is a supervisor.

IF the employee is: THEN:

Not a supervisor In the Supervisor field, click the Lookup button and select the employee's supervisor

A supervisor 1. Select Is Supervisor?

2. If the employee has no supervisor, leave the Supervisor field blank. Otherwise, click the Lookup button and select the employee's supervisor.

4 In the Badge field, enter the employee's badge number, if applicable.

5 If the employee will be paid through Payroll, select Transfer to Payroll.

6 In the appropriate fields, enter the employee's payroll company code, payroll ID, and home department.

7 In the TimeZone field, select the time zone in which the employee works.

8 Click Submit to save the information.

Result: The new employee’s record is added.



Instructions: Assign the Employee to a Security Group

Step Action

1 In the Employee section, click the Employee Security tab.

2 Click Add Additional Security Groups.

Result: The Security Group Lookup page displays.

3 Select a security group ID from the list.

4 In the Start Date field, enter a start date in dd/mm/yyyy format and leave the End Date field blank.

5 Click Submit.

Result: The employee is assigned to the security group you selected.



Promoting an Employee to a Supervisor Job Aid

Overview You need to make two types of updates when promoting an employee to a supervisor. First you update the employee’s information to indicate that the employee is a supervisor. Then, you grant the supervisor access to a security group so that the supervisor can view and edit employee records.

If you are using an ADP payroll application, you update the employee’s record in Payroll. The instructions below describe how to promote an employee directly in ezLaborManager.

Instructions: Update the Employee Information

Step Action


2 Click Employees.

3 In the Find field, enter the employee’s last name and select the employee from the Quick Find list.

4 In the top section, in the Login Status field, select Access Granted (if it is not already selected).

Note: If the field is set to Access Denied, you will also need to enter a password in the New Password and Confirm Password fields.

5 In the Report Group field, click the Lookup button and select the appropriate group.

IF the employee is promoted to: THEN in the Report Group field, select:

Supervisor SUPVSR

Administrator ADMIN

6 In the Employee section, General tab, select Is Supervisor? to indicate that the employee is now a supervisor.



Instructions: Grant the Supervisor Access to a Security Group

Step Action

1 Click the Access Details bar to expand the section.

2 On the User Security tab, click the Add Additional Security Groups link and select the security group to which the supervisor should have access. Note: Supervisors are granted access to the security groups to which their employees are assigned so that they can view and edit their employees' records.

3 Click Submit.

Result: The employee’s record is updated.

4 Click the View Employee - User Security Group Assignments link.

Result: The Employee - User Security Group Assignments page displays, listing all of the security groups to which the employee has access.



Terminating an Employee Directly in ezLaborManager Job Aid If you are using an ADP payroll application, you update the employee’s record in Payroll. The instructions below describe how to terminate an employee directly in ezLaborManager.

Instructions

Step Action


2 Click Employees.

4 In the Employee > Status section, select Employee Scheduled for Termination.

5 In the Termination Code field, enter the applicable code or click the Lookup button to select the termination reason code from a list.

6 In the Termination Date field, enter the termination date.

7 Click Submit to save the changes.

Result: An "Operation Successful” message displays and the employee's status is updated.

Important Information If an employee was terminated and received a final paycheque on the last day of employment, click to clear the Transfer to Payroll option so that the employee is not paid again when regular payroll is processed.

The employee’s status will be “Scheduled for Termination” until the current pay period is closed and the new pay cycle opens. Then the employee’s status will be “Terminated.”



Practice: Adding and Modifying Employee Information

Overview This practice allows you to apply the knowledge you just learned. Read the scenario and follow the instructions. Use the appropriate ezLaborManager job aid while completing the activity.



Scenario Mark Taylor has just been hired by your organization. Before he can enter timecard information online, Mark’s information must be entered into ezLaborManager. Add Mark as a new employee by completing the following instructions and using the Adding a New Employee Directly into ezLaborManager job aid.

Instructions For training purposes:

User ID: mtaylorX (Use the last letter assigned to your jdexter user ID for the last letter in Mark's user ID; for example, if you are jdexterC, use mtaylorC.)

Culture: English (Canada)

New Password: adpadp234

Employee ID: XYZ44256X (Use the last letter assigned to your jdexter user ID for the last letter in Mark's Employee ID; for example, if you are jdexterC, use XYZ44256C.).

Pay Group: FTTIME. Do not enter a badge number.

Supervisor: Anthony Albright

Employee Security Group: The following table shows which security group is assigned to each user ID. Select the security group corresponding to the user ID assigned to you. For example, if you have logged on as jdexterB, select 192255.

Administrator Security Group

John Dexter A 202255

John Dexter B 192255

John Dexter C 182244

John Dexter D 171144

John Dexter E 161133

John Dexter F 151133

John Dexter G 014000

John Dexter H 013000

John Dexter I 012000

John Dexter J 011000

John Dexter K 010000

John Dexter L 009000

John Dexter M 008000

John Dexter N 006000

John Dexter O 005000

John Dexter P 004000

John Dexter Q 003000




Practice Results

d

Note: These results display sample data.



Debrief

Notes



Module 5 Summary

Knowledge Check

1. What is a security group?

2. One of your supervisors cannot access employee records. What is the reason?

3. Where do you assign an employee to a security group?

4. Where do you grant a supervisor access to a security group?


Part 3: Employee and User Maintenance, Report Functions, and End-of-Period Tasks


Handout Manual

EZLABORMANAGER FOR ADMINSTRATORS PART 3 > MODULE 6: EDITING AND RUNNING REPORTS




Report Functions

Viewing a Report

Downloading a Report

Editing a Report



Report Functions

The Automated Reports Feature

Overview The ezLaborManager reporting feature makes it easy to view, save, print, and download various sets of formatted data. Using the Automated Reports feature, you can schedule reports to generate automatically at defined times in the future.

Note: The Automated Reports feature is available to you and your supervisors only if it is enabled on the Client Administrator Preferences page by you (administrator) or an ADP representative.


Element Description

Reports-Home tab

My Reports section

Report Categories section

Administrator reports

Supervisor reports

Report Scheduling tab



Frequently Run Reports

Reasons to Run a Report Run a report to:

View daily schedules

Verify employee hours for a payroll cycle

Check department allocations

View employees and users assigned to a security group

Determine which timecards need editing before exporting payroll data at the end of the period

Report Types and Descriptions

Type Description

Payroll Detail Provides a complete breakdown of employee hours by earnings code for the payroll cycle. Use it to verify employee hours before sending data to ADP.

Payroll Detail with Department Provides a complete breakdown of employee hours by earnings code and department for the payroll cycle. Use it to verify employee hours within department before sending data to ADP.

Payroll Summary Provides a summary of hours and dollars for each earnings code for the payroll cycle. Use it to verify totals when sending data to ADP.

Security Group by Company Code Provides a list of employee and user security group assignments by security group. Page breaks occur between company codes. Three sub-reports show which users can view all employees, which supervisors have no employees assigned to them, and which employees are not assigned to a security group.

Employee Security Group Provides a list of security group assignments by employee

Supervisor Approval Status Provides a list of all supervisors and the employees whose time needs to be approved. This report allows you to determine which supervisors still need to approve employee time prior to running End of Period.

Timecard Detail with Signature Provides a timecard report with a signature line for each employee. Use this report if your employees and supervisors manually approve the timecards.

Additional Information For additional information on all types of reports, refer to the ezLaborManager Reports Booklet available on the Online Training Center.



Viewing a Report

Viewing a Report Job Aid

Scenario You are ready to export the payroll data file. First, you must view the Timecard Exception report.

Icons and Descriptions You may edit, download, or print reports using the report function buttons. Each function is identified by one of the following icons:

Icon Description

To delete any reports that you have saved in the My Reports section, click the Delete Report icon.

To open a page that enables you to change settings that were applied to a report, click the Edit Report icon. For example, if you select a report that shows only exempt employees, you can modify it to include nonexempt employees and then save the edited report with a new name.

To download report data in a comma-separated values format (.csv) for use in spreadsheet applications, click the Download Report icon.

To view the selected report as a PDF file and save or print it, click the View Report icon.

To set up a report that you have saved in the My Reports section to run automatically at specified times, click the Schedule Report icon.

Instructions

Step Action

1 On any ezLaborManager page, click Reports.

Result: The Reports page displays.

2 In the Report Categories section, in the Name column, click Administrator Reports.

Result: The Administrator Reports page displays.

3 In the Options column, click the View Report icon next to the report you want to view.

Result: The report opens as a PDF file.

Note: In addition to viewing the data, you can now print or save the file.

4 Click Close.




Downloading Report Data Job Aid

Scenario You have to present data for a specific payroll week at a meeting. To access the relevant information, download the Payroll Detail report.

Instructions

Step Action


2 In the Name column, in the Report Categories section, click Administrator Reports.

3 In the Options column, click the Download Report icon next to the report you want to download.

Result: The Download Report window opens.

4 In the File Name field, type the name of the file and click Submit.

Result: The File Download window opens.

5 Choose the appropriate option to save the file to your local disk.

IF you want to: THEN click:

Save the report Save, browse to where you want to save the file, and click Save

Result: The report file is downloaded.

View the report Open to view the file

Result: The report displays in your default spreadsheet program.

6 Click Close.



Editing a Report

Editing a Report Job Aid

Scenario Generate a report with timecard and payroll information for employees working in the Eastern time zone (EST).

Instructions: Selecting Specific Data for the Report

Step Action


2 In the Name column, in the Report Categories section, select Administrator Reports.

3 In the Options column, click the Edit Report icon next to the report you want to review.

4 On the Edit Report page, modify the report name, title, description, and time frame as desired.

5 In the Available Fields list, select additional fields you want to display and then click the right arrow to add them to the Selected Fields list.

6 In the Employee Status section, select the employees to include on the report.



Instructions: Creating a Filter for the Report

Step Action

1 In the Select Field list, select a field.

Result: The Qualifier and Selected Values fields display.

2 In the Qualifier field, select a filter qualifier from the list.

3 In the Selected Values field, click the plus sign (+).

4 On the Lookup page, select the values for the filter and then click Done.

5 Click Add Filter.

Result: The filter information displays.

6 Click Save to save the report or click Save and Preview to preview or print the report.



Scheduling a Report

Overview You need to activate the Automated Reports feature in ezLaborManager on the following page: Select the Administration tab, Setup sub-tab, and then click the Client Administration Preferences link. You can schedule any report that has been saved in the My Reports section can be scheduled as an automated report.

Sections and Descriptions

Sections Description

Completed Scheduled Reports This section contains scheduled reports in either PDF or CSV (comma-separated value) format.

Report Schedules This section contains report schedules. The status can be active or inactive. The inactive status indicates that the report scheduling is temporarily disabled for that report. You can use the Add New button to add a new report schedule.

Example Assume that you have to run the Weekly Schedule Report at the beginning of each week. You can schedule that report to generate automatically at 9:00 a.m. every Monday morning. Once you create the schedule for that report, it displays in the Report Schedules section with active status. When the report is generated (as per the schedule), it displays in the Completed Scheduled Reports section.


Each user can create a maximum of 20 report schedules.

A schedule creator can include only recipients who have the same or higher level of security group access. For example, a supervisor cannot schedule a report to be sent to one of his or her employees.



Practice: Editing and Running a Report

Overview Follow the instructions in the Editing a Report job aid.

Scenario As an administrator, you are required to know the total daily hours and dollars by earnings code for all active employees in your company for the current pay period.

Instructions

Step Action

1 Edit and run the report with the following details.

Report Name: Employee Daily Totals Report – (your first initial and last name; jdexter)

Report Title: Employee Daily Totals Report – Regular Earnings Code

Print Options: Print Using Best Fit

Time Frame: Current Pay Period

Available Fields: Last Name, First Name, Employee, Supervisor, Payroll ID

Employee Status: all active employees

Current Filters: Earnings Code Equals (‘REGULAR’)

2 Click Save and Preview and compare your results with the following pages. When you're finished, be sure to close the report and the Reports page.



Practice Results: Viewing, Downloading, and Editing a Report



Final Result



Debrief

Notes



Module 6 Summary


Report Functions

Viewing a Report


Editing a Report


Part 3: Employee and User Maintenance, Report Functions, and End-of-Period Tasks


Handout Manual

EZLABORMANAGER FOR ADMINSTRATORS PART 3 > MODULE 7: COMPLETING END-OF-PERIOD TASKS



Topics The module includes the following topics:

End-of-Period Tasks

Support after Class



End-of-Period Tasks

The Punch-In to Paycheque Process Stages 1 and 2 are now complete. Stages 3-7 are remaining.

Tasks and Descriptions

Task Description Within ezLaborManager?

Check Pending Events Check for unprocessed timecards. Yes

Check Payroll-related Exceptions (optional stage)

Check for timecards that require approval (if your company requires approvals) and any pending time-off requests.

Yes

Check Time Pair Exceptions Check for timecard errors, supplemental earnings, and supervisor loan approvals.

Yes

Check Attendance Exceptions (optional step)

Check for employees with attendance exceptions (if your company tracks attendance).

Yes

Check Payroll Reconciliation (optional stage)

Check for incomplete reconciliation records for projected payroll cycles (if your application is configured for this feature).

Yes

Check Payroll Export and Run Reports

Lock the payroll cycle.

Run the Posting Transaction Error and Payroll Detail reports to verify entries.

Create and download the payroll export file.

Yes

Transmit or Submit the Payroll to ADP

Receive payroll files and back up data (if necessary) in the payroll application.

No

Verify Cheques Verify cheques to confirm that employees were paid accurately.

No

Move to Next Period Advance ezLaborManager to the next payroll cycle.

Yes



End-of-Period Page Select the Administration tab, Maintenance sub-tab, and then click End of Period.

Options and Descriptions You have two options to run the end-of-period tasks in ezLaborManager:

Step-by-Step

Automatically

Option Description

Step-by-Step This validation process stops at each task and you must click Next Step to proceed.

Automatically The system runs through the same validation process as the Step-by-Step method; however, instead of stopping at every task, it stops only if exceptions are found that require your attention.

You can then fix the exception and the process will continue automatically.



Checking for Pending Events Job Aid

Instructions

Step Action

1 Select Administrator Services.


3 Click End of Period.

Result: The End of Period page displays.

Note: Only active payroll cycles display on the End of Period page. Contact your ADP representative to request that a payroll cycle be made inactive, which will prevent it from being used.


IF you are running: THEN for the current payroll cycle:

Step-by-Step In the Run End of Period column, click Step-By-Step

Automatically In the Run End of Period column, click Automatically

5 If pending events are found, process deferred timecards and click Restart Check Pending Events.


IF you are running: THEN:

Step-by-Step Click Next Step to continue

Automatically Click Run Automatically



Checking for Payroll-Related Exceptions Job Aid

Overview This optional step identifies employees with payroll-related exceptions. Depending on your company’s configuration, you can perform payroll approvals, access timecards, or send “timecard approval required” reminder e-mails to employees or supervisors.

Instructions

Step Action

1 On the page that displays, verify that no payroll exceptions are found.

2 Address any listed payroll exceptions and click Restart Payroll-Related Exceptions.



Step-by-Step Click Next Step to continue

Automatically Click Run Automatically

Important Information Approval policies vary from one company to another. This optional task may not be available if your company does not require approvals.

Note: All pending time-off requests for the selected pay period will be cancelled if they are not resolved prior to closing the pay period.



Checking Time Pair Exceptions Job Aid

Instructions: Verify Time Pair Exceptions

Step Action

1 On the page that displays, verify that no time pair exceptions are found.

2 If time pair exceptions are found, send an e-mail notification to supervisors or make final timecard edits using the job aids on the following three pages.



Scenario Mary Macgill’s timecard shows a missing punch-out time. Send an e-mail message to Mary’s supervisor so the error can be corrected.

Instructions: Sending an E-Mail Notification to Supervisors

Step Action

1 To determine the first step, use the following table:

IF you want to send an e-mail notification to:

THEN:

One or more specified supervisors In the Notify column, next to the supervisor(s) name, select Notify, and then in the list, select Selected Recipients Only

All supervisors on the current page In the Notify column, select Notify to choose all supervisors on the current page, and then in the list, select Selected Recipients Only

All supervisors on all pages In the list, select All Supervisors on All Pages

2 Click Notify.

Result: An e-mail message is sent to the selected supervisor(s) and a confirmation message displays.

Important Information You cannot proceed to the next step until all time pair exceptions and errors are cleared.



Scenario Mary forgot to punch out. Add a punch-out time to correct the error.

Instructions: Making Final Edits

Step Action

1 In the Edit Time Pair column, click the Pencil icon.

Result: The Timecard for Employee with Exceptions page displays.

2 In the Time column of the row with an error symbol, click the link to open the timecard for editing. In the field with the error, type the correct information.

3 Click Submit & Calculate.

Result: The invalid or missing entries are replaced with the new entries. The timecard is updated and the hours are recalculated. The Processed without Errors icon displays in the selected row.

5 If final edits are complete and supervisor approvals are required, click to select the Supervisor Approval option and then click Submit & Calculate.

Note: If you click the End of Period Operations link without first approving the timecard, the system will detect the missed approval. In the Solution field, select Approve and click Submit.

6 Click Restart Check Time Pair Exceptions.

7


Step-by-Step and do not have tasks 4 and 5 enabled

Click Next Step. The system will lock the payroll cycle automatically.

Automatically and do not have tasks 4 and 5 enabled

Click Run Automatically. The system will lock the payroll cycle automatically.



Checking Attendance Exceptions Job Aid

Overview Attendance tracking is an optional ezLaborManager feature. Tracked events can include:

Sick days

Late arrivals

Absences

Early departures

Instructions

Step Action

1 On the page that displays, verify that no attendance exceptions are found. If any exceptions are found, fix them.



Step-by-Step and do not have task 5 enabled

Click Next Step. The system will lock the payroll cycle automatically.

Automatically and do not have task 5 enabled

Click Run Automatically. The system will lock the payroll cycle automatically.



Performing Payroll Export Job Aid

Overview Running reports will ensure that employees are paid correctly. Before downloading the payroll export file, run the following reports (if applicable):

The Posting Transaction Error report will list punch errors that were made but not imported into employee timecards. This report is only available if your employees use time clocks to enter their time.

The Payroll Detail report lists the total hours and earnings codes charged to each employee.

Instructions: Run Payroll and Timecard Reports

Step Action

1 On the Check Payroll Export page, click Access Reports to Run Payroll/Timecard Reports.

Result: The Reports page displays.

Note: If you have edited this report before, you can access it from the My Reports section.

2 In the Name column, click Administrator Reports.

Result: The Administrator Reports page displays.

3 In the Options column, click the View Report icon next to the report you want to view.

Result: The report opens as a PDF file.



Instructions: Create the Payroll Export File

Step Action

1 Click Run Payroll Export.

Result: The New Export page displays.

2 In the first text field, enter a description of the export.

3 In the list, select a predefined export template.

Result: The template name displays.

4 Enter an ezLaborManager user ID or e-mail address (optional).

5 Click Submit.

Result: The Exports page and a confirmation message displays. In the Export Status column, the Unprocessed symbol displays while the export file is being created.

6 Click Refresh to refresh the page.

Result: The Exports page is refreshed. In the Status column, the Processed without Errors symbol displays.



Instructions: Download the Payroll Export File

Step Action

1 In the Download column, click the Download icon and then follow the instructions to run or open the file.



Save the payroll export file to a local or network drive

Click Save, browse to where you want to save the export file, and click Save. Click Close.

Result: The export files are saved to the selected location.

Unzip the payroll export file Click Run, browse to where you want to unzip the export file, and click Unzip. Click OK and then click Close.

Result: The export files are unzipped and downloaded to the selected location. The user closes the windows and the export is complete.



Importing a Payroll Export File Job Aid

Instructions: Importing a Payroll Export File to ADP PC/Payroll

Step Action

1 Select Utilities > Time and Labor Management > Import TLM Data.

2 Select the file or files you want to import and then click OK.

Result: The files load and a log file displays the import status.

3 To view the files, from the main menu, select Paydata and open the imported batch(es).

Instructions: Importing a Payroll Export File to PaySpecialist™

Step Action

1 Select Tools > Import > Payroll.

2 Browse and select the file you created previously.

3 In the Template ID field, select the previously defined ezLabour template.

4

IF: THEN:

No changes to the template are required Click Preview

The .csv file is in the correct location Click Preview

Changes to the template are required Contact your ADP representative

The .csv file is not in the correct location Contact your ADP representative

Result: The number of records and errors displays.

5 Review the preview results.

6

IF: THEN:

Errors exist Fix the errors in ezLaborManager, repeat the export, and then repeat the import

No errors exist Click Import

Result: A message confirming the import displays during the import process.

7 Click Save to import another file or click Close.

8 To review the import, in PaySpecialist, select Reports > Quick Reports Library.



Instructions: Importing a Payroll Export File to pay@work

Step Action

1 On the Home page, in the upper-right corner, click Main Menu. Then, click Utilities.

2 In the left pane, click Import Utility.

3 Click New Import and select the appropriate company from the list.

4 In the Select the Import File section, next to the New File Name field, click Browse, and navigate to the location where you saved the export file.

5 In the Select a Template to Work with or Create a New One section, in the Import Destination field, select the appropriate template from the list. Then, click Verify.

Result: A summary of what will be imported displays.

6 After the import is verified, on the far left of the screen select the Import box.

Result: The Import Selected icon becomes available.

7 Click the Import Selected icon to run the import

8 Click View to review the Import Update report.

9 Click Run.



Transmitting the Payroll and Verifying Cheques

Verify your cheques to ensure that there are no errors before proceeding.



Moving a Payroll Cycle to the Next Pay Period Job Aid

Instructions

Step Action


2 In the Payroll section, click the End of Period link.

3 Depending on the mode of operation, click Automatically or Step-by-Step for the appropriate locked payroll cycle.

Result: If you select Automatically, the end-of-period tasks will begin to run automatically and stop at the last task if no exceptions or errors are found.

If you select Step-by-Step, you will have to click Next Step until you reach the last task.

At the last task, the Move to Next Period page displays.

4 To determine the next step, refer to the following table:

IF the payroll file: THEN:

Is successfully exported Select the (Required) Has Payroll been exported or transmitted to your Payroll System for the Current Pay Period? option

Is not exported Refer to the “Performing Payroll Export” job aid

4 Click Move to Next Period.

This step is irreversible!

Result: The pay cycle status changes to “Move Pending.”

5 Click Refresh.

Note: The application may take a few minutes to process the information.

Result: The pay status changes to “Open,” and current period reflects new payroll cycle’s dates.



Support after Class

ezLaborManager Training Various options are available for training the administrators, supervisors, and employees in your organization in ezLaborManager.

Roles and Training Options The following table lists the options specific to each role:

Role Training Location

ezLaborManager Administrator Services Web-based training

Online Training Center Administrator

ezLaborManager for Administrators virtual class

Learn@ADP

Supervisor ezLaborManager for Supervisors virtual class

Contact your ADP representative.

Additional Resources In addition to the tutorials, from the Online Training Center, you can view, print, or download:

User guides and release updates

The ezLaborManager Reports Booklet

In online Help, you can access:

Getting started information

Context-sensitive help

Troubleshooting information

Frequently asked questions

Your appendix contains the following information to help you remember how to perform additional tasks.

Client Feedback Clicking Product Suggestions enables you to suggest updates to ezLaborManager or volunteer to participate in usability tests.

A copy of any product suggestions submitted by you or any person in your company will be sent to the e-mail address listed in your Client Preferences.



Module 7 Summary

Knowledge Check

1. What is the difference between locking the payroll cycle and moving the payroll cycle?

2. Which two end-of-period tasks are not performed in ezLaborManager?

3. When in the end-of-period tasks is the best time to run timecard reports?



Course Closing

Course Objectives Now that you have completed this course, using the job aids provided, you are prepared to:

Edit timecards

Create recurring schedules and assign employees to those schedules

Review time off requests

Add and modify employee and user information





ezLaborManager for Administrators (72192)

Program Content This course prepares participants to use the features of ezLaborManager. Topics include timecard maintenance, managing employees’ schedules, employee maintenance, administration, report functions, and end-of-period tasks.

Objectives Upon completing each part of this course, participants will be prepared to:

Part 1

Edit timecards

Part 2

Create recurring schedules and assign employees to those schedules

Review time off requests

Part 3

Add and modify employee information



Participant Materials For instructor-led training, the ezLaborManager for Administrators handout manual will be distributed in class. For virtual classroom, participants need to print the ezLaborManager for Administrators handout manual prior to attending class.

Method of Presentation Instructor-led classroom training and virtual classroom



Next Steps What will you do in the next week to apply this training?

Training Evaluation Thank you for attending the ezLaborManager for Administrators course. Please take a moment to complete the evaluation.

Appendix

Contents

Automated Messaging.................................................................................................. 1

Entering Supplemental Earnings Job Aid .................................................................... 2

Deleting and Restoring Schedules Job Aid .................................................................. 3

What Are Quick Shifts? ............................................................................................... 4

Using Quick Charge Job Aid ....................................................................................... 5

Scheduling a Report Job Aid........................................................................................ 6

Accessing a Completed Report .................................................................................... 7

The Pay Premium Feature ............................................................................................ 8

Pay Premium Adjustments Job Aid ........................................................................... 10

EZLABORMANAGER FOR ADMINISTRATORS APPENDIX

2011 ADP, Inc. 1 V12281072191EZ18CANENG

Appendix

Automated Messaging The Automated Messaging feature enables all users to receive ezLaborManager messages in a centralized Inbox on the Home tab. If your company enables e-mail delivery of automated messages, you can also receive them in an e-mail.

The ezLaborManager Inbox

You can filter messages to show read messages, unread messages, or all messages. If a task must be completed by a certain date, the due date displays in the Inbox. When you click a message, the details display at the bottom of the Inbox. You can sort the messages by clicking the table header. Each message folder is assigned a priority.

Alert Types and Associated Messages Alert Type Messages

System Messages

Information from ADP about ezLaborManager upgrades and other changes

Time Off Requests

Messages about events related to time-off requests such as request submissions, approvals, denials, or cancellations

Exceptions Generic messages indicating that timecard exceptions exist

Attendance Notifications Messages about late arrivals, absences, or corrective actions

Timecard Messages about unapproved timecards or the creation or modifications of timecard notes

Interfaces Messages about the completion of imports and exports

Reports

Messages about events related to automated reports such as a scheduled report generating successfully



Entering Supplemental Earnings Job Aid

Overview Supplemental earnings are earnings that are not part of an employee’s basic pay such as tips or bonuses. Depending on how your organization has implemented this feature, you, as an administrator, may need to enter these amounts for your employees.

Instructions

Step Action




4 Select the employee for whom you will enter supplemental earnings.

Result: The Timecard Manager page displays the selected employee's timecard.

5 Click Supplemental Earnings.

Result: The Supplemental Earnings page for the selected employee displays.

6 In the Earnings Code field, click the Lookup button to enter the applicable supplemental earnings code.

Result: The Supplemental Earnings Code Lookup window opens.

7 Select the applicable supplemental earnings code.

Result: The appropriate supplemental earnings code for this employee is added.

8 In the Entered Amount field, enter the amount of the supplemental earnings.

Note: For supplemental earnings codes that are not based on dollar amounts, such as mileage, the system automatically calculates the final amount based on your company’s standards.

9 At the bottom of the page, click Submit.

Result: The timecard is updated with the supplemental earnings.



Deleting and Restoring Schedules Job Aid

Overview The Delete or Restore option allows for two distinct functions. The Delete function allows you to remove schedules for one or more days at a time. The Restore function allows you to restore a recurring schedule assignment to one or more days from which it was previously removed or altered.

Instructions

Step Action


2 Select the Schedules tab, Daily Schedules sub-tab.

3 Select the appropriate date range and employees to assign the schedule.

4 In the Action field, select Delete or Restore Multiple.

5 Click the cells corresponding to the employees and dates for which you want to delete or restore recurring schedules.

Result: The selected cells are highlighted in blue.

6 Depending on whether you want to delete or restore the recurring schedule, do one of the following:

IF you want to: THEN click:

Delete the schedule from the selected cells Delete

Restore the recurring schedule assigned to the employee

Restore Recurring Schedule

7 Click OK.

Result: The changes are saved and the Operation Successful message displays.



What Are Quick Shifts? The Quick Shifts feature in ezLaborManager allows you to recall and use previously saved schedule values such as shift start times, end times, earnings codes, and lunch plans. It is available on the Daily Schedules sub-tab in the Edit Single and Assign Multiple modes.

Instructions: Creating a New Quick Shift

Method 1: Using an Existing Schedule to Create a Quick Shift

Step Action

1 Click a cell that has a shift you want to save.

2 To save the quick shift, click the down diagonal arrow.

Method 2: Creating a New Schedule and Saving It as a Quick Shift

Step Action

1 Click a cell that displays New.

2 Populate the cell with a new shift start and end time combination.

3 Click Apply.

4 In the Quick Shift list, select the next available slot.

5 To save the quick shift, click the down diagonal arrow.

Instructions: Assigning a Quick Shift

Step Action

1 Select the day on which you want to apply a quick shift.

2 In the list of saved quick shifts, select a quick shift.

3 Click the up diagonal arrow to apply the quick shift.

4 Click Apply.

5 Click Submit.



Using Quick Charge Job Aid

Overview You can use the Quick Charge feature to quickly record a clock in, clock out, or lunch out time for one or more time-pair based employees. This feature is particularly useful in the event of all-hands meetings, power outages, or other events that affect multiple employees and may prevent them from recording their time.

Instructions

Step Action


2 Select the Group Labor tab and then select the Quick Charge link.

3 To create a quick charge request, click New Request.

Result: Step 1: Select Action displays.

4 Select the type of quick charge you want to create, enter a pay group, if necessary, and click Next.

Result: Step 2: Select Employee displays.

5 Select a filter to narrow the list of employees, if necessary.

6 Select the employees who will be assigned the quick charge.

7 In the Charge Time fields, enter the date and time of the quick charge.

8 Enter a description of the quick charge.

9 Click Submit.

Result: The quick charge is assigned to the selected employees and displays in the Recent Quick Charge Requests.



Scheduling a Report Job Aid

Instructions

Step Action

1 On the Report Scheduling tab, click Add New.

Result: The Edit Report Schedule page displays.

2 In the Name field, enter the name of the report.

3 In the Report (Select from My Reports) field, select the report you want to schedule.

4 In the Time Frame field, select the appropriate time frame.

Result: The time frame selected here will override the time frame selected in your saved reports in the My Reports section.

5 Specify details of recurrence in the Recurrence section by selecting the day or month to run the report and the frequency. To run the report one time only, in the From Date and To Date fields click the calendar to select a date.

6 In the Range of Recurrence section, click the calendar to select a date when you want to start running the report.

Note: If you want the report to generate indefinitely, you do not need to select a date.

7 In the Run Time section, in the Run Report no Earlier Than field, specify the earliest time.

8 In the Report Output section, select the format of the report output.

9 Select the recipients from the Available Recipients list by clicking the arrow. If you do not want to receive the report, select Do Not Include Me as a Recipient and click Save.



Accessing a Completed Report

Completed Scheduled Reports Section Once the report is generated, it displays in the Completed Scheduled Reports section in either the PDF format or CSV format depending on how you have scheduled it.

Inbox Message A message is sent to each designated recipient of the report telling them that it is available for viewing. The recipient can click the link in the message to access the completed report directly.

Important Information Reports are available for seven days after they have been generated.



The Pay Premium Feature

Overview A business may have the occasion to pay employees vacation pay on an ongoing basis. For example, many casual, part-time or temporary workers do not accrue vacation time. Instead, their vacation earnings are paid out each pay period as a percentage of their earnings. The percentage and earnings codes to be included in the calculation are determined by legislation.

Automatic Pay Premium Generation Rules When Pay Premium is enabled, Automatic Pay is updated with a payroll adjustment based on the employee's earnings in the current pay period.

Employee-Level Pay Premium Setup If your company has Pay Premium enabled, the Pay Premium Plan field displays in the Main section of the Employees page.

The employee's pay premium plan is usually defined in the employee's pay group. However, the Pay Premium Plan field can be used to override the pay premium plan assignment for this employee. If you select a pay premium plan in this field, the pay premium plan defined in the employee's pay group is never used.

Example: Supplemental Earnings Page The Supplemental Earnings page displays both the pay premium percentage and dollar amounts.



Example: Payroll Summary with Pay Premium and Pay Premium Details Pages

The Payroll Summary page displays both the vacation premium hours and dollar amount. You can click Vacation Premium to view the details.

Vacation Premium Details

Example: Time Pair Detail Page



Pay Premium Adjustments Job Aid

Overview The system-calculated pay premium adjustment amount is not editable. Therefore, you need to create a separate adjustment record to correct the system-generated adjustment. The amount of the adjustment must be entered as a dollar amount.

Instructions

Step Action



3 Click the Payroll Adjustment and Unapproval link.

4 Select the employee for whom you will make the adjustment.

Result: The Timecard Manager page displays the selected employee's payroll summary.

5 Click Create Adjustment.

Result: The Payroll Adjustment page displays for the selected employee.

6 Select the appropriate pay date.

7 Select the appropriate premium pay earnings code.

8 In the Dollars field, enter the monetary value (positive or negative) of the adjustment.

9 Click Submit.

Result: A success message displays and the Adjustment displays on the Timecard Details tab of the Payroll Adjustment and Unapproved page.

Payroll Adjustment Rules The pay date is the date of the last day of the current pay period.

The dollar value represents the total of all pay premiums for the pay period.

The hours and rate value is zero.

The Labour Charge Fields (LCF) values are the employee’s home LCF values.

This record is not editable by any user.

This record is visible to all users as part of the normal payroll view (if the user has access to rates) in Timecard Manager or in Payroll Adjustment.

As required, a user can enter manual adjustments to fix the system-calculated value.

Documents

ezLaborManager for Administrators - ADP · PDF fileusing timecard manager ... ezlabormanager for administrators part 1 > module 1: introducing ezlabormanager 2011 adp, inc. 1-6 v12281072191_1ez18caneng