Sneak Preview of ADP Workforce No€¦ · Effective October 1, 2015 – Affects Higher Wage Earners . The ADP Canada payroll systems will be updated in compliance with the Alberta

Copyright © 2015 ADP, LLC ADP Information Development Services 1

Sneak Preview of ADP Workforce Now Thank you for reviewing this important piece of information that will help prepare you and your organization for the September 26, 2015 release of ADP Workforce Now.

Reminder: Learn how this release can make your job easier and more efficient by completing the available training.

Key Features and Enhancements ............................................................................. 3

Notice of Alberta Tax Rates and Income Tax Brackets Changes Effective October 1, 2015 – Affects Higher Wage Earners ............................................................................................................................ 3 Talent Profile Update – Qualification Field Renamed Degree/Achievement Level on the Education Page ....................................................................................................................................................... 3

Administration ............................................................................................................ 5

New Security Permission Sets Access to Quick Hire ............................................................................ 5 Urgent Alerts in the Message Center..................................................................................................... 5 New Fields Available in Employee Data Import ..................................................................................... 5 Qualifications Field Renamed Degree/Achievement Level ................................................................... 5 Enhancements to Validation Tables ...................................................................................................... 5 New Online Help for Sensitive Personal Info Permissions .................................................................... 6 Increased File Sizes for Page Configuration Content............................................................................ 6 Improved Management of Employee Activities ..................................................................................... 6 Updated Company Policies ................................................................................................................... 6 Improved File Management with ADP Document Cloud ....................................................................... 7 Improved Business Rule Definitions in Activity Configuration ............................................................... 7

Time & Attendance ..................................................................................................... 7

Schedule Template Enhancement ......................................................................................................... 7 Sensitive Employee Information Hidden ................................................................................................ 7 Including Archived Employees in Time & Attendance Standard Reports .............................................. 8 Payroll Adjustments Available in Selected Timecard Reports ............................................................... 8 New Search Based on Historical Pay Period ........................................................................................ 8

Benefits ....................................................................................................................... 8

Plan Setup Enhancements: ................................................................................................................... 8 Save and Finish Later ............................................................................................................................ 8 Copy Plan Class During Benefit Plan Setup .......................................................................................... 8 Hide Plan End Date When Creating a New Plan ................................................................................... 8 Return to Plan Class List ....................................................................................................................... 8 Enrollment Enhancements: .................................................................................................................... 9 New Open Enrollment Information Page ............................................................................................... 9 Enroll Employees Whose Earnings are Undefined ................................................................................ 9 Dependent Enhancements .................................................................................................................... 9 New Hire Waiting Period Rules Enforcement ........................................................................................ 9 Elected Coverage Start Date for Connections ....................................................................................... 9


Correct Enrollment Start Date ................................................................................................................ 9

Reporting .................................................................................................................. 10

Payroll Activity Monitor ........................................................................................................................ 10 Employee Payroll Summary Report..................................................................................................... 11 ROE Preview ....................................................................................................................................... 12 Enhancements to Talent Profile Report ............................................................................................... 13 New Standard Reports ........................................................................................................................ 14

Human Resources .................................................................................................... 14

Termination Enhancements ................................................................................................................. 14 New Voluntary / Involuntary Termination Field Now Available on the Status Page ........................... 14 Enhancements to the Importing Employee Data guide ....................................................................... 14

Recruitment .............................................................................................................. 15

New Referrals Dashboard Helps You Attract Top Talent .................................................................... 15 Enhancement to the Requisition Wizard ............................................................................................. 15 Enhancements to the Application Dashboard ..................................................................................... 16 Enhancement to the Knockout Application Status Validation Table .................................................... 16 Time Stamp Now Available on the Offer Letter Tab ............................................................................ 16 Display of the Job Location Description .............................................................................................. 17 Updated Message Regarding Unsupported Browsers ........................................................................ 17

Talent ......................................................................................................................... 17

Attaching Additional Documents to Offer Letters ................................................................................. 17 Enhancements to the Requisitions Dashboard ................................................................................... 17 Enhancements to the Applications Dashboard .................................................................................... 17 Improved Comment Window on the Offer Letter ................................................................................. 17

Time Off ..................................................................................................................... 18

Online Entry of Summed Taken Transactions ..................................................................................... 18


Key Features and Enhancements

Notice of Alberta Tax Rates and Income Tax Brackets Changes Effective October 1, 2015 – Affects Higher Wage Earners

The ADP Canada payroll systems will be updated in compliance with the Alberta provincial tax rates and income tax brackets changes announced on June 18, 2015.

Commencing with the first pay date of October 2015, new tax rates, ranging from 12% to 15% will be applied for the remaining 3(three) months of the year for employees in income tax bracket over $125,000 per year.

Since these employees have been taxed at a lower provincial tax rate (10%) for the first 9 (nine) months of this year, they will see a noticeable increase in their provincial income tax withholding as of Oct 1, 2015.

We strongly recommend that you advise your employees that may be impacted by this change accordingly. Employees with income tax bracket less than $125,000 per year will not be affected by this change.

There is no change to the Alberta Personal tax credit/exemption amount (TD1-AB). There are no changes to the tax rates, income thresholds, or personal tax credit/exemption for Federal or other Provinces/Territories.

For information on this legislative change, please visit the Alberta Treasury Board and Finance department’s web site where a Question and Answer document is available.

http://finance.alberta.ca/business/tax_rebates/personal-income-tax/personal-income-tax-questions-and-answers.html

Talent Profile Update – Qualification Field Renamed Degree/Achievement Level on the Education Page

The Qualification field on the Education page on the Talent Profile page was renamed Degree/Achievement Level.

To access the Talent Profile page:

You (as a practitioner) can select People > Personal Information > Talent Profile.

Managers can select My Team > Personal Information > Talent Profile.

Employees can select Myself > Personal Information > Talent Profile.

For more information about how to add, change, or view Talent Profile information, refer to the online Help.

New

http://finance.alberta.ca/business/tax_rebates/personal-income-tax/personal-income-tax-questions-and-answers.html#retroactive





Administration

New Security Permission Sets Access to Quick Hire

You can control access to Quick Hire using a new menu access permission for practitioner profiles.

Select Setup > Security > Access Permissions > Menu Access and select a practitioner profile. The new Quick Hire menu access permission is located in the HR section of the Process tab.

When the Quick Hire permission is on (selected), Quick Hire and Quick Hire + Time are displayed on the Hire/ReHire page after clicking Start a New Hire.

Note: Quick Hire + Time is displayed only if your company is using an ADP Workforce Now time and attendance feature.

Urgent Alerts in the Message Center

Message Center Alerts now come in two types, Normal and Urgent.

If an Urgent message is in the Message Center when you log on to ADP Workforce Now, the Message Center becomes the home page.

You can dismiss or mark alerts as read so they do not continue be displayed. The date and time the alert was read is noted.

New Fields Available in Employee Data Import

You can now import the following information using Employee Data Import. For more details, refer to the Importing Employee Data guide.

Field Field Group

Officer/Owner Indicator Position/Job

Voluntary/Involuntary Termination Position/Job

Time Off Accrual Date Position/Job

Qualifications Field Renamed Degree/Achievement Level

The Qualifications field in the Education field group was renamed Degree/Achievement Level. For more details, refer to the Importing Employee Data guide.

Enhancements to Validation Tables

You can now enter values for the Voluntary/Involuntary flag in the Status Change Reason and Termination Reason validation tables.

The Qualifications validation table alias is now “Qualifications” or “Degree/Achievement Level.”

New

New

New

New

New


New Online Help for Sensitive Personal Info Permissions

Online Help is now available for Sensitive Personal Info permissions. When setting menu access permissions, you can set Sensitive Personal Info permissions for practitioner, manager, or Time & Attendance Supervisor profiles.

Note: Time & Attendance Supervisor profiles and permissions are available only if your company uses an ADP Workforce Now Time & Attendance feature.

With Sensitive Personal Info permissions, you can specify how profile members see personal information, such as pay rates, on the screen and in reports. You can also specify whether or not practitioner profile members can edit or print the information.

For more information, select Setup > Security > Access Permissions > Menu Access and refer to the online Help on any Profiles page.

Increased File Sizes for Page Configuration Content

The individual file size limit for uploading files to use with page configuration was increased from 5MB to 10MB. The total space allocation allowed for uploaded files was also increased to 5GB.

Improved Management of Employee Activities

Manage Employee Activities (Process > Workflow Administration > Manage Employee Activities) now has two tabs you can use to manage employee activities. The first tab, Manage Group Employee Activities, is used as Manage Employee Activities has always been used, that is, to roll out defined activities to all or specific groups of employees. The new tab, Track Individual Employee Activities, lets you track individual activity status by individual employees and send email notifications if needed. You can also create reports to determine what has been completed and export those reports to a .csv file.

Updated Company Policies

A new status, Viewed, was added to the Policy Acknowledgment Report (Setup > Tools > Manage Policies > View > View Report) to indicate that a company policy has been opened and viewed. Company policies can have acknowledgment required or they can be set as view only. The new status accounts for those company policies that do not require acknowledgement, but were opened and viewed by an employee.

You can now customize the acknowledgement required messages that your employees see when viewing a company policy (Tools > Setup > Manage Policies). After you select Acknowledgement Required when adding a company policy, you can enter a custom policy acknowledgment message.


Improved File Management with ADP Document Cloud

Document management with ADP Document Cloud has been enhanced with this release. You can now:

Select multiple documents, employee or company (text-based files) from ADP Document Cloud, create a single .pdf file, download the .pdf file to your PC and treat it like any other .pdf.

Select multiple uploaded files, employee or company, and create a single .zip file.

Import multiple documents for multiple employees in a single import.

Apply properties to multiple documents using keyboard short cuts.

Rename duplicate files as you upload them into ADP Document Cloud.

Upload company documents to ADP Document Cloud and manage them just as you manage employee documents. You can categorize them, create custom categories (no subcategories for company documents), rename them, view them, and print them.

Improved Business Rule Definitions in Activity Configuration

When defining business rules for activity configuration, you are now able to fully utilize all 17 Global attributes. A business rule is used to create an exception approval path, when a default approval path cannot be utilized for a subsection of employees. Business rules can be set up by navigating to Setup > Approval Process > Business Rules page. They are then assigned to activities by going to Setup > Approval Process > Activity Configuration > Selecting an Activity > Exception Approval Path(s) tab. A common activity that may utilize a business rule could be "Employee - Time Off Request".

Time & Attendance

Schedule Template Enhancement

When you create or edit your schedule templates, you can now add up to 100 weeks. Use the Row menu to select either Add Row Before or Add Row After to add the additional rows.

Sensitive Employee Information Hidden

Sensitive employee personal information will now be hidden from your supervisors.

The following personal information that is accessed from the Employee Information icon will be hidden:

Address fields (Address Line 1, Address Line 2, Address Line 3, City, Province, Postal Code, Country)

Home Phone Number

Personal Email

Emergency Contacts

This information will be hidden on the following pages:

Individual Timecard > View Transaction Details option

Group Timecard

Timecard Exceptions

Specific Timecard Exceptions tabs

Schedules

Employee personal information will be hidden on the Employee List Report and Employee Profile Report.

New

New


Including Archived Employees in Time & Attendance Standard Reports

You can now include archived employees in all Time & Attendance standard reports that have report options. A new column, Archived, will display on the reports with a Yes/No indicator. Archived employees will also be included in your output files (.csv, .pdf, .xls).

Payroll Adjustments Available in Selected Timecard Reports

In all timecard-related reports, you now have the option to display payroll adjustments based on pay date or adjusted date. Please contact your ADP Customer Service Representative to configure this change.

A new filter, Exclude All Adjustments, will be available for selection in all timecard-related reports.

New Search Based on Historical Pay Period

Historical pay periods is now an option that can be used to search for timecard information. The new search feature allows users the ability to search outside of current and previous pay periods (i.e. pay periods prior to the Previous Pay Period). Users can view and print timecards (including timecard level approval information) of “Historical Pay Periods”.

Benefits

Plan Setup Enhancements:

Save and Finish Later

Practitioners can now save plan data while in progress, and return to complete the setup later. This feature is available for all plan types and sub-types. When a plan or plan class is in progress, it will not be used in any process, such as enrollments, carrier connections, mass updates, open enrollment profiles,

and so on. Plan and plan classes that are in progress will be flagged with an icon so they can be easily identified in Plan Setup.

Copy Plan Class During Benefit Plan Setup When setting up any type of benefit plan, Practitioners can now copy a plan class. This new feature saves time because Practitioners no longer need to re-enter the same plan class details when adding plan classes.

Hide Plan End Date When Creating a New Plan The end date is hidden when creating a new plan; Practitioners can only populate the end date when terminating a benefit plan. This change will help prevent the accidental transmission of termination date to a carrier when adding a new plan.

Return to Plan Class List Previously, after creating or editing a benefit plan class, Practitioners were taken all the way back to the list of benefit plans. Now, Practitioners are brought back to the list of plan classes where they can quickly add or copy another plan class.


Enrollment Enhancements:

New Open Enrollment Information Page The new Open Enrollment Information page provides the Annual Enrollment team with an at-a-glance view of the client’s Open Enrollment details. Benefits enrollment information is available without the client having to set up Open Enrollment profile. Security has been modified to provide controlled access to this new page. Note: The entries made on this page do NOT populate anywhere else.

Enroll Employees Whose Earnings are Undefined Practitioners can now enroll employees in a benefit plan based on earnings even when the earnings are not yet defined. When the Practitioner enters earnings for the employee, costs and deductions will be calculated. Invoice errors will occur for employees whose earnings are not defined and deductions cannot be calculated. These errors can be corrected by entering the earnings and re-running the invoice.

Dependent Enhancements

There were a number of enhancements made to support the management of dependent data:

A new field was added to capture the Date of Disability for dependents

Employee Self Service users can now update Date of Birth for their dependents

New workflow event was created so that workflow approval can be configured for dependent changes made by employees.

New Hire Waiting Period Rules Enforcement Previously, during open enrollment, a new hire could enroll in a plan prior to the end of the new hire waiting period. Now, the new hire waiting period is enforced during the open enrollment profile and the employee will not be able to enroll in a plan with an effective date that is earlier than it should be when the new hire waiting period is applied.

Elected Coverage Start Date for Connections When employees change their enrollment coverage volume, insurance carriers need to know when the change takes effect so that they can pay out accurate amounts when a claim is processed. Previously, in carrier connection files, the Elected Coverage Start Date was updated only when a Health & Welfare plan had a coverage level change, such as from Employee Only to Employee + Family. Now, The Elected Coverage Start Date in the connection file is also updated when an elected amount (volume) is changed for any other type of plan.

Correct Enrollment Start Date

When an incorrect enrollment effective is entered, Practitioners can now change the start date of the enrollment to a date prior to the existing date without needing to delete the existing enrollment record and re-enter the new information. This change is only allowed on the earliest enrollment record (least effective date) and allows other changes such as coverage level, contributions, dependents, beneficiaries and so on.


Reporting

Payroll Activity Monitor

Payroll Activity Monitor is a feature designed to allow you to view the results of the latest Payroll in a very interactive and intuitive fashion.

Payroll Activity Monitor displays the results of Preview Payroll, and results from Process Payroll in the Current Year. The results are classified as errors, warnings, notes and Transactions; with appropriate colors for further visual distinction. Transaction Details are formatted in a way that makes the results easier to read and interpret, and identifies the appropriate action to take if required. This is a significant enhancement when compared with the current Transaction Proof Payroll Report. The current Transaction Proof report will still be available.

Payroll Activity Monitor allows you to filter the results, group results, search for specific items and flag results for follow-up later. This rich functionality allows you to quickly look for specific transactions.

New


Employee Payroll Summary Report

To maximize the report usage and provide the accurate information regarding the Employee Payroll data the following changes were applied to the Report:

Pay Information

Normal Hours/Pay label changed to Standard Hours per Pay

Employment Type field has been added

Cost Centre renamed to Home Cost Centre

Payment Information

Pay Statements and Tax Form now supports WFN Values: Online, Online + Paper

Employment and ROE

Reason for ROE is now included

Earnings

Earnings Code Number (2 digits) and Description is now included

Visual indicator to indicate the associated Earnings Switch: o Earnings previously assigned to the employee that is now currently switched off will

display in gray italic font o Earnings that are currently switched ON will display as Bold and standard font,

Deductions

Deduction Code Number (2 digits) and Description is now included

Visual indicator to indicate if the associated Deductions Switch: o Deductions previously assigned to the employee that is now currently switched off will

display in gray italic font o Deductions that are currently switched ON will display as Bold and standard font

Taxable Earnings

Visual indicator to indicate the Taxable Switch: o Taxables that are ON will diplay as Bold and standard font. Taxables that are OFF will

display as gray italic font. f

New


Other Earnings

Visual indicator to indicate the Taxable Switch: o Taxables that are Bold and standard font for ON and gray italics for OFF Bold

Miscellaneous

New section added for Miscellaneous fields that are assigned to the employee

Date Format

Dates values will now display as MMM DD YYYY

ROE Preview

The following payroll output report is now available in ADP Workforce Now Previews:

ROE on Preview for Direct Filers

An ROE will now generate when Payroll is previewed for all ROE requests that successfully process. When the user previews the payroll, a Preview copy of the ROE will be displayed for any requested ROE’s in the pay cycle.

The Preview ROE will be produced with a TEST watermark (similar to Trial Tax Forms) and without the serial numbers. Serial numbers are only produced on actual ROEs.

New


Enhancements to Talent Profile Report

You can now include employee training, awards, and language information when you run the Talent Profile report.

New


New Standard Reports

The following new standard reports are now available in ADP Workforce Now:

Per Pay Period Benefits Information: the Per Pay Period Benefits Information report enables you to view the list of benefits deductions and other benefits-generated information. To access the Per Pay Period Benefits Information report select, Reports > Benefits > Per Pay Period Benefits Information.

Employee Payroll Summary: The Employee Payroll Summary replaces the Employee Status Report. The information on the new report is displayed in a logical way and in a more user friendly format. Employee information is now grouped into sections, like the ones listed below, making locating important information more streamlined and efficient.

• Payment • Taxes • Pension and Benefits • Position Changes/Transfers

In addition to logical groupings, meaningful descriptive language is also provided as labels. Earnings and deduction names were expanded from their current eight character value to display the first 20 characters of the 45-character values clients input in Workforce Now.

The new Employee Payroll Summary will be available in English and French (based on the language preference) and will be produced when the employee status changes or when the employee is newly added to the database.

Clients will have the option to print the pdf version of the report as needed. ADP print option is not available for the new Employee Summary Report. Like the classic version, The New Employee Payroll Summary is available in Current Year and Year End.

To access the report click on the Reports > Cycle Output Reports > Payroll Reports

Note: Click on the Year End Reports from cycle output reports to view the Employee Payroll Summary for employee status changes that occurred in Year End.

Human Resources

Termination Enhancements

The General Options step in the Termination wizard now indicates whether the termination is voluntary or involuntary based on the termination reason you entered.

New Voluntary / Involuntary Termination Field Now Available on the Status Page

A new field, Voluntary / Involuntary Termination, was added to the Status page. Use this field to note whether an employee’s termination was voluntary or involuntary.

Enhancements to the Importing Employee Data guide

The Importing Employee Data guide was restructured and the following updates were made:

Key fields were placed in the beginning of each field group.

Non-key fields were placed as per their order in the import record.

For more details, refer to the Importing Employee Data guide.

New


Recruitment

New Referrals Dashboard Helps You Attract Top Talent

Be sure to take advantage of the new employee Referrals feature to help you attract top talent to your organization. You can manage the full range of employee referral activities, from setting up referral forms, defining referral guidelines and posting referral requisitions on the new Referrals Dashboard (Process > Talent > Referrals > Referrals).

You can perform the following activities using the Referrals feature:

Customize the referral form.

Set up monetary and non-monetary rewards for referrals; manage referral reward payouts for eligible employees on the Rewards Dashboard (Process > Talent > Referrals > Rewards). You (as a practitioner) will need to manually process the referral bonuses within the payroll module.

Set up guidelines to automatically manage the rewards for eligible employees, exclusions, and payouts.

Set up requisitions that accept referrals.

Screen referrals and assign or unassign them to requisitions.

Support referral programs and assist employees by adding referrals on behalf of employees.

Convert a referral into an application on behalf of a job candidate. The application is then moved forward to the hiring process.

Employees can refer colleagues and view their referral history in the internal Career Center. Job seekers can apply for a referral program using the external Career Center and mention the employee who informed them about the job.

Enhancement to the Requisition Wizard

You can now select multiple questions from the question bank to be added to the Posting Questions in step 3 of the Requisition wizard.

New

New


Enhancements to the Application Dashboard

You can now use the Show Charts and Hide Charts buttons on the Applications Dashboard to show and hide the Application Status and Sourcing Efficiency charts.

You can now download each attachment from the Applications Dashboard, such as the applicant’s resume, supporting attachments, and consent file for each application.

You (as a practitioner) and the managers in your organization can now determine if a candidate is disqualified (“knocked out”) based on his or her responses to posting questions. A new column, Knocked Out, is now available in the Question Responses section on the Application(s) tab.

This information is also available when you view the application in PDF format.

Enhancement to the Knockout Application Status Validation Table

You (as a practitioner) can now see the description of the Disposition Code Used with the knockout status in the knockout list table. You can also make the knockout status available to hiring managers.

Time Stamp Now Available on the Offer Letter Tab

Practitioners can now see a time stamp (the date and time in Eastern Standard Time) on the Offer Letter tab to know the exact time the status of an offer letter was changed. The time stamp is displayed when the offer letter status is changed to Offer Extended, Offer Accepted, Offer Declined, and Offer Withdrawn.

New

New

New


Display of the Job Location Description

Practitioners can now choose to display the location description of a job requisition to job seekers. A new option on the Career Center, Display Location Description, was added to step 1 of the Requisition wizard. When this option is selected, job seekers can see the location description in addition to the city, province, and country of a specific job requisition on the Career Center.

Note: Location descriptions are displayed on the Career Center only if they are set up in the Location validation table.

Updated Message Regarding Unsupported Browsers

The message regarding unsupported browsers is now displayed on all landing pages of the Career Center. The message is displayed when a job seeker uses the Career Center with a browser not supported by ADP Workforce Now. The message instructs job seekers to switch to a supported browser for access to all Career Center features. This message is displayed on the default internal and external Career Centers and on any additional external Career Centers and job boards that you set up in ADP Workforce Now.

Talent

Attaching Additional Documents to Offer Letters

You can now attach up to 10 documents to an offer letter. A new tab, Additional Documents, was added to the Process > Talent > Applications > Offer Letter wizard to enable you to attach additional documents to an offer letter.

To preview the additional documents, click the Preview icon on the Offer Letter tile and the View Letter button on the Message Center’s Offer Letter Pending Approval page.

Job seekers can view any additional documents attached to an offer letter on the Career Center’s Application History page.

Enhancements to the Requisitions Dashboard

Two new filtering options on the Requisitions Dashboard make it easier to find evergreen requisitions or requisitions that are pending your approval. To see evergreen requisitions only, select Show Only Evergreen Requisitions. To see only those requisitions that are pending your approval, select Show Only Requisitions Pending My Approval.

You can also view a quick snapshot of all requisitions that are pending your approval and approve or reject them on the Requisitions Dashboard. A new requisition status, My Approvals, was added.

Enhancements to the Applications Dashboard

You can now view a candidate’s business card details on the Applications Dashboard. A new icon, Candidate Business Card, was added for this purpose.

You can also filter candidates based on their responses to the pre-screening questions. A new filtering option, Select Answer(s) for Pre-Screening Questions, was added to the Applications Dashboard.

Improved Comment Window on the Offer Letter You can now view reviewers’, candidates’, and practitioners’ comments about the offer letter with their name, role and corresponding action, and date in the Offer Letter Comment window.

New

New


Time Off

Online Entry of Summed Taken Transactions

You can adjust Taken transactions online using the new Summed Taken option. This option applies to policies in which accruals are calculated using settings in the policy on External System Accruals. Summed Taken time represents time off that was taken but for which there is no time off request. Select People > Time Off > Time Off Balances and click Transactions. Then click Make Adjustment and select Summed Taken. You can enter a positive amount to represent additional time taken that will decrease the balance, or a negative amount, which represents time not taken that will increase the balance and allow the employee to take more time off.

Note the following:

The balance is automatically recalculated starting from the transaction date you enter.

If you enter today’s date, you may need to wait until the next business day until you see the new balance.

Summed Taken Transactions do not affect taken time or balances in Time and Attendance or Payroll.

Negative Summed Taken is not allowed when importing Time Off data.