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UltiPro·
Ao wat-EmJloy~ Admin UltiPro-
.,, ULTIMATE SOFTWARE
Paula Joy as • ToDo Help Logout
Administrator Guide My :mp\oyees Employee Contracts Third Party Pay Orgamzat1on 1/iews PTO Requests Process Hires < > -
y Employees
Find by § name .., (i§sw1!!2....:J~l _____ ~ [±l
Filtered by Last ndme - storts with j ~
Act10ns ] • [_()KJ "' ' EmployH
Name.-. Number Primary Work Phone Extension - 000000039 (312) 555-9655 &!u1. - 152251252 (312) 555-9655
Miil!.M.
@ 122331133 mo1129-9012 1133
'
~ 799232321 (770) 399-2'100 15•1'1
Copyi-1Jtlt Q 1997-2017 ~ Ultimate SO'tware Group r,c All nQhts re-;etved
ABC Company - Mmuf.act\lllng(21
Mr Mark M Jackson - 152251252
k .. ► M Mr Mark M_ Jackson
P"'°"'l Trne Management Career & Ec:Lc.abOn
St.atus Job
Terminated Admin A,:,,:,i:.l,ml l
Active Shift
Worker
Act1V1:> Adm1n Assistant 2
Tcrm1n.:itcd Admin
Career Oevek>pment
Location
Chicago. IL
Seal Beach.
CA
ft Laud;,rda;e
fl
AUant,:,, GA
Pay
0 1419 > Things I Can Do
Displaying all records
Division
Hardware Oivi:.iv n
M~nufacturing
Adm1rnstrat1on 0 1Vis1on
Admin,~t1Jt1on
• Add Employee (Hire/Rehire} Add Canadian Employee (Hire/Rebne/Multi-Comoany ~
Add Global Employee
Quick Tuu1:; dlltl T ip:; 8
Human Resources - Resources for Employee Administrators IJltiPro N,w19ation OvPNJPW
Search wit'l Filters Tour Modify Seach Results -our Hire/Rehire an Emolovee in the \.LS__JQll[
Hire a Global Employee Tour Updating Global Emolcyee lotormutton Tour
POWERED BY ULTIMATE SOFTWARE 0
UlttPro-.,, UI.T04A1' -
Employ" Summary Name. Address. ond TMS)hone Status/key Oates Property Contacts Pnvale Info Identification Documents Ternwiation Info
Mark M Jackson Shift Worker {312) 555-1234 mark-.1ackson~ult1rnate com
Personal In formation
Name
Mark M Jackson
Preferred
Mark
Employee number
152251252
Time clock
Address
121 N 78 St
Height Crty. CA
60000
United States
Pnmary e-mail
mark_Jackson~ultimate com
Alternate e-mail
Mailstop
Pnmary Home Phone
1312) 555-1234
Pnmary Work Phone
1312) 555-9655
Worl<. extension
80 > pnrt"""
"
"
Tlungs I Can Do
Change NatK>nal IP lill!LS!M
Manage EmPlovee Photo
Change Name Address or ~
Add Alternate Phone -v,ew Status HLStOIY
Change Status
Add Company Property
~
Change Pnvate tnfounat,on
Add ldent1ficat1on == Termmate Employee
Transfer Emoloyee Change Other Perwnal -Owck Tours and Tips G
Human Resources -
"
"
Attaching Documents Updated 11/7/17
ATTACHING DOCUMENTS • Click Menu~ My Team~My Employees • If you have a Role box on the upper left, select Payroll Rep
• Search by Last Name and click on the desired employee
• The Employee Screen appears; click on the Documents Tab
ABC Company • Manufacturingl21 Mr. Mark M. Jackson - 152251252
H ◄ ► H Mr. Mark M. Jackson
Personal Jobs Time Management Career & Education
Employee Documents
Employee Documents
Find by I Category
Document View Hie
No records found
Uploaded Category By
Date Added T
ltJ l o 11 11ic A1rc n.ublc - 010259 - l ti rim cr County - Co::,glc Chron,~
Expiration Date
Viewable BY Employee
Taxes Documents •• ) print help
Notes Delete "
□
i Secure I http~://nw1 2.ultip ro.con /Dcfaul:Child . .:i5px ?U; Par.Jrr5= p.:igcNa mc=DcfaultChild.:i~:<!,:cid = P6U9~!country=USA!: urrc ntp.lgc: 1 !ccid: . .
L:tr.rncr Count:,
Tom.'TileAn.'\~ Ruble - J10259 ~ . -CIDlll:I
Pe·soral J::>bs Trre Manaqeme1t c.areer & EdLcamn Ccreer De11Elopm::nt ':Jay Benefits Ta>es Auc1t
rrrploy,e Dixuments
Add /Change Docu m en t ee ieo saV= canctt :>rim r eD
Du:...urm:r t · I Choose F le I Mo file chcsen File types suppcrtcd coc, doc:<, pptx, ppt, xls:c xis, xlt ,ltx. t<t. rtf, tif, png pg, Jpcg, g1f. bnp, pdf. mho db, ZJP,
xrrl, I~. dpt. odt. eds
Du:...urn~, t Till~
cate~ory
Hpuat,or llrte I 1-1 '1/DD/Y(vy I~ :J '/iewotle by Cmeloyee G Notes ~---------~
save
UltiPro· I Audit
by ULTIMATE SOFTWARE
Things I Can Do
Attaching Documents Updated 11/7/17
• Click the green Add button (OR) under Things I Can Do, click Add Document
• The Add/Change Document screen appears
• Complete fields (fields with a red dot are required fields) o Document: Click the Browse button and choose the File you wish to upload o Document Title: Type the document title (ex: Resignation Letter) o Category: Choose a document category from the drop-down list o Expiration Date: Enter if appropriate; otherwise leave blank o Viewable by Employee box: Check to give the employee the ability to view the
document o Notes: Enter additional info, as desired
• Click the green SAVE button on upper right ( )
?win.ii. Job,, l1111•J•tanJ11'f'!1,11 \.a1•'!&•duc.rtoi <..111't"!lli-...-top,111'fll P.r,- lirnlll•, Lm•. A.DI
Employee Documents
Documtftl.T"m4! --· _...,.,,_ NotH o.l.ete l"
S.de!YAchn&aW'nl ✓
Attaching Documents Updated 11/7/17
• The document will then show under Employee Documents
UltiPro·
UlttPro
Job History 0 0 E)G > Thuu,slC.rnOo
To """~f'(t r:,0 ~arch ~ Add Sc:cAD4loc .lsJts Ct>rn• J9b ,rn S1 , ,
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$810 - Adm•fll~.tr•: ,'wP
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Making Corrections Updated 11/7/17
MAKING CORRECTIONS • Click Menu~My Team~My Employees • If you have a Role box on the upper left, select Payroll Rep • Search by Last Name or Employee ID and select the desired employee • Go to the “Jobs” tab and click on the “Job History” sub-tab
• Click on the Effective Date link for the action you wish to correct. • The selected employee action will appear in a new screen • Click the “Correct” button on the upper right
Correct Job H istory Record 0 0 10 nelCt close help
Select the items you want to correct for this record and then click next.
I Correct Job • I~
Correct Job
General
Job group
New job
t..ltt?111c1.e ·.iU!.:'
Hi1e :i.t>urt;.e
Projec:
1) 11/l<;ton
Dcp:rtmcnt
Regk,n
Bu\)Llfl(;:!
Payrc,TI
• os,01, 2011
• :::01 R:::c.assit ci:ti:in
MCiRPr .~ - 1 IR M,;,n~g~r
_£-MGRPER - H '< Ma,•a;er
1:~ren M llt'\~r
Gree:er b Worth
z r,onc
NE - Nat ... ecst T
C\ "
submit
save
Making Corrections Updated 11/7/17
• The Correct Job History Record screen appears
• Select the action to correct from the drop-down list • Click on the green Next button on the upper right • The Correct Job screen appears
• Make desired changes to fields
)• When finished, click the Save button. (
• A Workflow Approval message will appear.
• Click the Submit button. ( )
UltiPro·
I Adr,1nistrat1on Employee Admm UltiPro· by
ULTIMATE SOFTWAR£
Paula Joyas • ToDo Help Logout
Adm1rnstrator Guide My Employees Employee Contracts Third Party Pay Organization Views PTO Requests Process Hires < > Find
y Employees
Find by § n<1me •l§sw,th • 'cL ___ _ Filtered by last name - starts with J ~
Actions ---=@] al ' EmployH
Name .. Number Primary Work Phone Extension - 000000039 (312) 555- 9655 Mark M - 152251252 (312) 555-9655
l1il:k.M.
@ 122331133 (770) 129-9012 1133
- 799232321 (770) 399-2400 1544
Copyngti:C\1997-2017 ~Ultunat"So'twar"Group, nc Allngh:~r~
Time MaNgemeot Ulreer & Educ.t10n
Status Job
Terminated Adm1n Assistant!
Active Stiift
Worker
Active Adm1n Ass1stant2
Terminated Adm1n
Ureer Oeve!.opment
0 16)0 )
Displaying all records
location Division
Ch1ca90, IL Hardware
0Ms1on
Seal Beach, Manufacturing
CA
Ft Adm1mstrat1on lauderda:e Division
fl
Atlanta. GA Admimstrat1on
Things I Can Do
Add Emolovee (H•re/Rehire) Add Canadian Employee (H1re/Rehire/Mult1-Company !:irn Add Global Employee
Quick Tours and Tips 0
Human Resources Resources for Employee Administrators UUiPro Navigation Overview
Search with Filters Tour Mod•fv Search Results Tour Hire/Rehire an Employee in the li.I2l.!!: Hire a Global Employee Tour
Uodot1ng Globcll Employee lnformot•on Tour
POWERED BY ULTIMATE SOFTWARE 0
Benehts Taxes Documents
Job Summary O I $9 > Thmgs I Can Do
Primary Job
Job 5134 - oepanment spec 11
Regutar Pos1tt00 or limited Term
Elected, Appointed. or
Neither IN/Al
Date 1n JOb
Time inJOb
Salary grade
02/0712013
4 years 9 months
402 - 402
~,,: pnnt h~
Change Job and SalaN Add Secondary Jobs
Change Salarv Change Variable Pay
Change Oroamzauon Add Work Location {USA)
Add Employee Job H1stON Add Emo\oyee Labor ~ Add ReV1ew Historv
Costing Change Updated 11/7/17
COSTING CHANGE • Click MENU~ My Team~My Employees • If you have a Role box on the upper left, select Payroll Rep
• In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click Search
• The selected employees will appear in the list • Click on the desired employee to go to his/her record.
• Click on the Jobs tab and the Organization sub-tab
• The Organization screen appears. • Click the Edit button.
Lanmer County
Dee Marina Schrrudt 061620
maam Pe<sonal Time Management Career & Education Career Development Pay Benefits Taxes Documents Audit
Job Summ,uy Compensation Variab,e Pay Org;miZillion Work Locauon
Organization
Effective date
Reason
Supervisor
Location
PrOJect
Home company
Time clock
DIVISIONS
DEPARTMENTS
Lar..mer County
02/07/2013
100 - New hire
NichOlas A Cole
F2000 - FC 200 W Oak
00000000 - None
Larimer County
ACMDIV - BCC Assit County Manager
HRDSRV - HRD Services
Off Manna Schnudt - 061620
CIDIICI
AJJ~ou;. 1
,~.: :.."''•~Comp,,~,.,,, <>h~Company 111/1
- El V > Things I Can Do ed,t p,Ylt he(p
... Change Organization
~
Change Job and Satary
Add Secondary Jobs
~
Change Variable Pay
Add Work Locat•on (USA) Add Employee Job History Add Employee Labor
... ~
Personal Time Management Career & Education Career Development Pay Benefits Taxes Documents < >
Job Sunvnary Compensation Variab.e Pay Orgilniution Work location Job History Allocations
Change Organization
Effectrve
Reason
SupeMsor
Location
ProJect
Home company
Time clock
DIVISIONS
DEPARTMENTS
FUND and ORG
GL LOCATIONS
, fM/ DD/YYYY
Nicholas A Cole
F2000 - FC 200 W Oak
00000000 • None
Lanmer County •
Q. X
ACMDIV - BCC Ass1t County Manager
HRDSRV • HRD Services
HRADMN • HR 101110950
NONE • 000 Location Code
submit
80 > pnnt help
'!iave
Reviews Workers· c&II
Thmgs I Can Do
TH ASSET
Chanae Job Change Job and Sala!ll Add Secondary JOb$ Chanae Salary Change Variable Pav
Change Qrgarnzat1on
Add Work Locat•on Jl1SM Add Employee Job J::!!slQry
Add Emolovee Labor ~
Add Rev,ew H1storv Chanae Workers' Comoeosation Chanae Other Comoanv iotormat,on
Costing Change Updated 11/7/17
• The Change Organization screen appears.
• Complete the necessary fields: o Effective Date: Enter the effective date. o Reason: Select the reason from the drop-down list (402-Costing Change) o Project: Select the appropriate project code o DIVISIONS: Select the Division code o DEPARTMENTS: Select the Department o FUND and ORG: Select the Fund/Org code o GL LOCATIONS: Select the Location Code
)• Click the green SAVE button in the upper right (
• A Workflow Approval message will appear.
• Click the Submit button. ( )
Personal Time Management Career & E:ducation Career Development
Allocations
0 Auto Allocate Employee
E:dit Primary Allocation FUND And ORG GL LOCATIONS
., 100 00 % HR 101110951 000 Location Code
Total 100.00 %
Larimer County
Torrurue Anne Ruble - 010259
1:11111:1
Benefits Documents
1me1•• > add save reset print help
Project Delete
None
Things I Can Do
fORTHSPAGE
Add Employee Labor Allocations
fORTHSTABSIT
Change Job
Change Job and Salary
Add Secondary Jobs
Change Salary
Change Variable Pay
Change Organization
Add Work Location (USA)
Add Employee Job History
Add Rev,ew HIStOry
Chanqe Workers' Compensation
save
~ .
• Personal Time Management Career & Education Career Development Pay Benefits Taxes DOCtJments Audit
Job Summary Compensation Variable Pay Organization Work LocatJOn Job History
GL LOCATIONS Project
., 100.00 % HR 101110951 000 Location Code None
Total 10000%
Workers Compensation Other Company Info
1499 > print help
Delete
Things I Can Do
F0°TH<;PAGE
Add Employee Labor Allocat1ons
FOR THIS TAB SP'
Change Job
Change Job and Salary
Add Secondary Jobs
Change Salary
Change Variable Pay
Change Organization
Add Work Location (USA)
Costing Change Updated 11/7/17
TO SPLIT COSTING FOR AN EMPLOYEE:
• Click on the Jobs tab and the Allocations sub-tab
• Click the Auto Allocate Employee box and click the save button ( ) (this will enable the Add button)
• Click the Add button. • The Allocation entry screen appears. • Complete the fields as follows:
Lanmer County
Tommie Anne Ruble 010259
1:1a1a Personal Time Management Career & Education Career Development Pay Benefits Taxes Documents Audit
Job Summary Compensation Vanable Pay Organization Work Location Job History Allocations Reviews Workers Compensation Other Company Info
Allocations
Allocation
FUNDandORG
GL LOCATIONS
ProJect
·c=J
Primary Allocation FUND And ORG
., Total
100.00 % HR 101110951
100.00 %
GL LOCATIONS
000 Location Code
save
■ 1 QG)E) 1 •• > back save reset cancel print help
Project
\lone
save
Things I Can Do
~
Change Job and Salary
Add Secondary Jobs
Change Salary
Change Variable Pay
Change Organization
Add Work Location (USA)
Add Employee Job History
Add Employee Labor Allocat1ons
Add Review History
Change Workers' Compensation
Chance Other Comoanv
submit
Costing Change Updated 11/7/17
)
o Allocation: Enter the % of the costing you are about to add o FUND and ORG: Select from the drop-down list o GL LOCATIONS: Select from the drop-down list o Project: Select from the drop-down list
• When finished, click the Save button ( o The costing will appear in the list. The original costing string percentage will adjust
accordingly (ex: if the original costing string was 100%, adding the 2nd string at 50% will change the original string to 50% also).
• Make additional changes/additions as necessary
• When finished with all splits, click the SAVE button ( )
• If a Workflow Approval message appears, click the Submit button. ( )
UltiPro·
I Adm n1strat1or Empl~Adnin Ult+Pro- by
ULTIMAT£ SOFTWARE
Paula Joyas • ToDo l-letp logout
Adm1mstrator Guide My Employees Emp{oyee Contracts Third Party Pay Organization Views PTO Requests Process Hrres < > -
y Employees
Find by I Last name • H starts with • I I Filtered by Last name - starts w ith J ~
Actions L ...:@<] "' ' EmployH
Name ... Number Primary Work Phone Extension - 000000039 (312) 555-9655
Miil<..M. - 152251252 (312) 555-9655 Mark M
@ 122331133 (770)129-9012 1133 . - 799232321 1770) 399-2400 1544
CopyriQh: Q 1997-2017 ~ uI:,m,,1e So"tware Group I"<. All 119hts re-~
Time Mansgement Career & EdOCilltion
JobSumm.iry
Job Summary
PnmaryJob
Job
Regular Position or L1m1ted Term
Elected, Appomted, or Neither IN/A)
Date in Job
Time in Job
Salary grade
Pay groop
500096 - Payroll Spec
03/2512002
15 years 7 months 13 days
404 - 404
BIWEEK - BiWeekly
Status Job location
Terminated Admm Chicago. IL
Assistant l
Active Sh,lt Seat Beach. WOfker CA
Active Admin ft Assistant 2 Lauderdale,
fL
Terminated Admm Atlanta. GA
Career Developmerit
C, 188 > Things I Can Do
Displaying all records
Division
Hardware
Division
Manufacturing
Adm1mstratron Division
Administration
... Add Employee (Hire/Rehire)
Add Can.-,dian fmpJovee fHirefReh•re/Multi-Comoanv .!::i@l
>
Add Global Employee
Quick Tours and Tips 0
Human Resources Resources for Employee Administrators LJl!iPrq Nav1aat1on Oyerv1ew Search with Filters Tow
Mod•fv Search Results Tour Hire{Rehire an f mpJovee in the li.Ll2J.![
Hire a Global Employee Tour
Uoda t1na Global Fmoloyee Information Tour
POWERED BY ULTIMATE SOFTWARE 0
Thmgs I Can Do
Change Job and Salary
Add Secondaoi Jobs
Change Salary
Change Variable Pay
Change Oroaoizat100 Add WDfk Locauoo (USAI Add Employee Job History
Add Emolovee Labor ~
Add ReYJew History
Evaluation Only Updated 11/7/17
EVALUATION ONLY • Click MENU~ My Team~ My Employees • If you have a Role box on the upper left, select Payroll Rep
• In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields o Click “Search”
• The employees will appear in the list • Click on the desired employee to go to his/her record
• Click on the “Jobs” tab and the “Reviews sub-tab.
.M;n<,nC......r~ Trm.,,-1•Atl,..~ lti-'.•- OWS1
e1aa1:1 P......,,.-.21 l.-cr,~• l_,:,,_.t,fd.:~r,on C.M.-~ P~ ~< r:u,.. rk,c-..........,1, A.;dof
Review History
,,.. Joi> .....
~A<COOD!•Y
,o:r ~ Ar~·"' Ill,&',•• 0~00:59
e1aa1:1 P....•.an.i. -rnt'M.\n.'\.)rfnfflt 1~.....,.1,fo.;c...:.n,, r.,.,......,ri,,,,~.Mt !?, 11......,.,.~, "",..., [}(,c~, A.nt
Add Review
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,,,.
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OOr07/201S
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' OC EO - b<:~ (:,rpec.lot,or,s.
• eVLMAX • S..,1 E,i.afOniy a: Max
CO OoMtU. Amy
091011201$ Q
hcl!(klt.ior! Only Top 0: Gr.1~
Cl,rrl!'ntrP','lf:W • 091011l017 ~
" EXC!EO • to:cttek :~t.lt!Of',S
• EV~ ?tf'£v~~y_,1:._M11~ •
OOonr!ti,.Ai'I!
.P'9f0lt2018 r:1
Tlun9" t Cdn Oo
Cb«oov Y,r1&f: PfY
Ct:4nPE Orum;,,1 w Add WM I !XsV,,.,O 1 !5A.l -~-= Ac!O.~~tQm
ChJoot Job ,and ¥Im 4dd Xcond,zrv Job:i ~
Ch;angr Y,,ln,#t ?1,y
Cbi!nat 0J9,10;1@on Add Wo•k ,9Ul90 /\J~A~ Add fmmovr;: Job .-+,go,y
Agg f1n>:P't'l'.1i ,ilbo, A!!OCil!ffl
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CN09t WOM"' C9TDfNJl'90
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Evaluation Only Updated 11/7/17
• Click the Add button on the upper right (OR) under Things I Can Do, click on “Add Review History”
• The Add Review screen appears
• NOTE: UltiPro separates Salary Review and Performance Review. Even though this is an Evaluation Only, you need to enter a Salary Rating and Type in the Salary section in order to have the Next Review date change.
o Enter Salary info: Current review: Enter the effective date of the review Rating: Select the appropriate rating from the drop-down list Type: Select the appropriate type (for an Eval Only, choose either
“EVLMAX – Sal Eval-At Max”, or “PROBN - Sal Eval-End Probation” Reviewer: Type the reviewer’s name (Last name, First name) Next review: Enter the next review date Notes: Type any additional info about this action
m save
Summary 0 0 •• 1: .. ,,, ,1,, , .. ,. ' . , .. : :,.1;;11!,1!11:11·
Summary \'JorJClow Ayyro·.;a!e
n ;~Q~cst r~Qui '-:s one ~-nv.~ ;;pp1:,,.~I$. ~-:I~ MCt'C>'icW~ wh~ ~r~ .:,pp~-;;tc k,r ·)·Ou' t 1.lJ.):ion.
!,pr,r<r,>t-r ,..~ I 11~11~!, , :.tt···m Ou f • I :.p:>1m'<'r t"'~ i l\t>'K•!I ~J.11r 11 ,.111; ;oc:.~,.,i· :.i Gf'I•, •
submit
Evaluation Only Updated 11/7/17
o Enter Performance info: Current review: Enter the effective date of the review Rating: Select the appropriate rating from the drop-down list Type: Select the appropriate type (for an Eval Only, choose either
“EVALMA – Perf Eval-At Max”, or “PROB – Perf Eval-End Probation” Reviewer: Type the reviewer’s name (Last name, First name) Next review: Enter the next review date Notes: Type any additional info about this action
• Check all information for accuracy.
.• When finished, click
• A Workflow Approval message may appear.
• Click the Submit button. ( )
Evaluation Only Updated 11/7/17
UltiPro·
I Adr'l nistrat1on Employee Adlllll UltiPro· by
ULTIMATE SOFTWARE
Paula Joyas ,. To Do He.p Logout
Adn1rnstrator Guide My Employees Empbyee Contracts Th rd Party Pay OrgarnatJon Views PTO Requests Process :-!ires < > -
0 1&0 > Thin gs I Can Do
prmt ~ Ip ~ mployees
Fndby ~ me '.]§tsw•h •l~L _____ ~ IG [ Se arch ]
.. Add Employee (Hire/Rehire)
Add Canqdian Employee (HirefRehire/Multi-Company .t::!Jre1
Filtered by Last name - starts w ith J ~
Actions L ...:@] al ' Employee
Nam e .. Number Prim.ary Work Phone Extension - 000000039 1312) 555-9655
MHk..M. - 1S22S1152 1312) SSS-96SS
MHk..M.
@ 122331133 (770) 129-9012 1133
- 799232321 1770) 399-2400 1544
Copyn.it11 Cl 1997-;>017 ~ Ult1.ma1e So"twarl' Group, nc . .6.ll ng,:~ •~~
Job Summary
Primary Job
Job
0.>te n,ob
T.me- ,nJOb
s.t.ry;r.oe
P,aygroup
Payhf"QUN'K:Y
Hov,ly/S•t.med
Se,sonat
Aoracvltur1l
Vouth/1,ollr•ng
Oarr.<t lbOf
Send watn c1,;;rrent newl\tref'.te
6'13-S Ot-partment Spe,c 11
02/0712013
4 year-5 7 montns 19 cays
'102 • 402
81Wff.K - 6tWCCkfy
B......,"'Y
"°<Mly
Status
Terminated
Acti~
Active
Terminated
Job LOCllltion
Adm1n Chicago. IL
Ass1stantl
Shift Seal Beach. Worker CA
Admin " Assistant 2 Lauderdale, Fl
Adm1n Atlanta. GA
Displaying all records
Division
Hardware Oivison
Manufacturing
Adm n,straot,on
D1v1son
Adm n1strat10n
Add Global Emp!oyee
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Hours Change Updated 11/7/17
HOURS CHANGE • Click MENU~ My Team ~ My Employees • If you have a Role box on the upper left, select Payroll Rep
• In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”
• The selected employee will appear in the list. Click on the desired employee to go to his/her record.
• Click on the Jobs tab and the Compensation sub-tab
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Ms. Marla M Reagan - 000000082
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Personal Jobs Time Management
Job Summary Compens.at ion
Compensation Summary
Current Salary for Marla M. Reagan
Pay currency
Annual
Period
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Hourly
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Percent change
Other Rates
Other rate 1
Other rate 2
US Dollar (USD)
S44,99258
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Salary Guida
Salary grade
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Hours Change Updated 11/7/17
• Click on the EDIT button (upper right)
• The Change Salary screen appears.
• Complete the necessary fields: o Effective Date: Enter the effective date of the Hours Change. o Reason: Select the reason from the drop-down list ( 400 – Hours Increase
or 401 – Hours Reduction ) o Scheduled Hours: Enter new total hours for the biweekly period.
• Click the Next button on upper right.
• The Change Review Panel appears. o Leave this screen blank since there are no changes to salary or performance
review dates with an Hours Change action.
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• Click on the Next button.
• The Summary screen appears.
• Review all changes (click the Show box and choose Changed Fields to see only the fields that have been changed.
• To make changes, click the Back button and make the necessary edits. Then click Next to return to the Summary screen.
• When finished, click the green SAVE button in the upper right. (
• A Workflow Approval message may appear.
)
• Click the Submit button. ( )
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Administrator Guide My Employees Employee Contracts
My Employees
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Nairn• • EmployN Number Primary Work Phone
Enter Find by criteria
Third Party Pay Organization Views PTO Requests
(±) - Search
Extension Status Job Loe.it ion Div1ston
Process Hires
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Add a Time Management Emotoyee Tour
New Hires (Regular & Temp) Updated 11/7/17
NEW HIRES • Click MENU~ My Team~ My Employees • If you have a Role box on the upper left, select Payroll Rep
• The My Employees screen appears. • On the right side of the screen, under “Things I Can Do”, select “Add Employee
(Hire/Rehire)” (OR) Click the green “Add” button.
• The Hire an Employee screen appears.
• Ultipro will lead you through the series of screens listed on the left side.
• Fill in the fields on each screen as necessary (fields with a red dot are required fields).
• Click Next to get to the next screen.
Hire an Employee Lanmer County
Personal
Dates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/leave Balances
Summary
Start
Company
Operating country
SSN
Confirm SSN
• Larimer County
United States
·1
Please confirm for accuracy
Employee Information
Prefix
First name
Preferred name
Middle name
Last name
Former last
Sufflx
Employee number
Time clock
0
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New Hires (Regular & Temp) Updated 11/7/17
o START: Company: Click the drop-down list to select the appropriate company.
NOTE: HR Only is for people who will be given system access but are not employees and will not be paid by us (ex: contingent workers, Sheriff’s Posse, etc.)
SSN: Type in the employee’s social security number – no dashes. Enter carefully and check to the employee’s SS card!
Confirm SSN: Retype SS number
Names: Enter Name fields as indicated (First and Last names are required)
Employee Number: Enter a 6-digit employee number (during Dual Entry, enter the ADP number with 0’s in front, ex: if the ADP number was 212, enter 000212). Once we go live with UltiPro, the employee number will autofill from the iCIMS feed.
Time Clock: Leave blank
Click the Next button ( ) to go to the next screen
Hire an Employee John Jones - Larimer County
Start
Personal Personal
Dates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/Leave Balances
Summary
Address
Address · [ Address Line 2 [ City r
State/Province
Zip/Postal code L
County [ Phone/E-Mail
Home phone
Work phone
Other
Other type
Primary e-ma ii
Alternate e-mail
Additional Information
Date of birth
Gender
Marital status
Ethnic origin
1-9 verification
• f:"M/DD/YYYY
· [
Not specified
Pending •
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New Hires (Regular & Temp) Updated 11/7/17
o PERSONAL: Address: Enter address, city, state and zip code in appropriate fields Phone/Email: Enter phone numbers and email addresses in fields
NOTE: The Primary e-mail will become the employee’s User ID for signing in to UltiPro and the address to which work-flowed information will go. Use a county email address whenever possible. If the employee doesn’t have a county email, use his/her personal email. If the Primary e-mail address changes, notify Human Resources so they can change the User ID also.
Additional Information: • Enter appropriate info in each field • Marital Status: Leave blank. The Benefits staff will fill in if
necessary. • I-9 verification: Select “Yes” from drop-down list
Click the Next button ( ) to go to the next screen
Hire an Employee John Jones - Larimer County
Start
Personal
Oates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
local Taxes
PTO/leave Balances
Summary
Dates
Employment Dates
Hire date
Seniority
Benefit seniority
Next Review Dates
Salary
Performance
0
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New Hires (Regular & Temp) Updated 11/7/17
o DATES: Employment Dates:
• *Hire date: Enter the new hire effective date • *Seniority: Date will autofill from new hire date; leave as is • *Benefit Seniority Date: Date will autofill from new hire date;
leave as is
Next Review Dates: • Salary: Date autofills one year from hire date; adjust as necessary • Performance: Date autofills 180 days from hire date; adjust as
necessary • NOTE: For temporary employees, remove the review dates and
leave these fields blank
Click the Next button ( ) to go to the next screen
an Employee JohnJones - Larimer County
Start
Personal
Dates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/Leave Balances
Summary
Jobs/Payroll
Supervisor
Job group
Alph.a Job Lookup List
Job
Elected. Appointed, or Neither (N/A)
Location
State of employment
Hire source
ProJect
Payroll Informat1on
Pay rate
Other rate 1
Other rate 2
Other rate 3
Other rate 4
Pay group
Pay frequency
Distributt0n center
Scheduled hours
Earnings group
Deduction/Benefit
group
1095-C Deduction Group Assignment Date
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Appo1ntmg Authority
HR Generalist
Employee type
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Hourly/Salaned
Full/Part time
Pay automatically
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New Hires (Regular & Temp) Updated 11/7/17
o JOBS/PAYROLL: Job Information:
• Supervisor: Click the Finder icon and a pop-up box appears. Enter the supervisor’s last name in the Find by box, click Search. Double click the name in the list and it will fill the field.
• Job Group: Skip this field • Alpha Job Lookup List: Type the first few letters of the Job title and
all jobs that contain those letters will appear. Make note of the desired job number to enter in the Job field below.
• *Job: Click the drop-down arrow and select the job number/name from the list (jobs are in numerical order so use the job number you found in the field above to help locate the job).
• Elected, Appointed, or Neither: Select the appropriate status • If a Sheriff’s Department sworn job was selected, the following
fields will appear: o Pay scale: Select from the drop-down list o Salary Step: Select from the drop-down list
• *Location: Select location from drop-down list • State of Employment: This field will auto-fill once a location is
chosen.
New Hires (Regular & Temp) Updated 11/7/17
• Hire Source: Skip this field • Project: Select the Project from the drop-down list • DIVISIONS: Select the Division code from the drop-down list • DEPARTMENTS: Select from the drop-down list • FUND and ORG: Select from the drop-down list • GL LOCATIONS: Select from the drop-down list • Health Care Measurement Group: Leave blank • Appointing Authority: Select from the drop-down list • HR Generalist: Select from the drop-down list
Payroll Information: • Salary Guide shows salary grade and range for this job • NOTE: For Sheriff’s Dept. sworn jobs, the Salary Guide will not
appear. • *Pay rate: Enter pay rate PER HOUR (for all employees, including
Exempt) • Other rates: Leave blank • *Pay group: Select from drop-down list • Distribution center: Select “LARCO – Larimer County” • *Scheduled hours: Enter the scheduled hours for the two-week pay
period (ex: for full time, enter 80 hours) • *Earnings group: Select from drop-down list • *Deduction/Benefit group: Select from drop-down list (FOR
TEMPORARY EMPLOYEES CHOOSE NO BENEFITS/TEMPORARY”) • 1095-C Deduction Group Assnt Date: Leave blank • *Employee type: Select from drop-down list (For temps, select
“TMP-Temporary Employee”) • Regular Position or Limited Term: Select from drop-down list • *Hourly/Salaried: Select Hourly for ALL employees, including
Exempts. (Nonexempt & Exempt status is set up at the job level)
• *Full/Part time: Select from drop-down list • Pay automatically: Leave box unchecked
Click the Next button ( ) to go to the next screen
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Hire an Employee John Jones · ABC Compan\12:
Start
0
Direct Deposit Personal
Dates /\.eccunt Number
N:::i r:?cords found JobslPayr:,11
Time Mamgement
Direct Deposit
r e:leral lnco11e Tax
State Tcxes
Local Taxes
PT01Leave Balances
Summary
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New Hires (Regular & Temp) Updated 11/7/17
o TIME MANAGEMENT: This section is not yet set up. Skip this screen during Dual Entry.
Click the Next button ( ) to go to the next screen
o DIRECT DEPOSIT: Click on the “add” button at top of screen to add new accounts The Direct Deposit Detail screen appears
Hire an Employee John Jones - ABC Company(2)
Start
Personal
Oates
Jobs/Payroll
T ime Management
Direct Deposit
Add/Change Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/ Leave Balances
Summary
Hire an Employee Julm ,:ur.e~ - ABC CumµdH)(2)
5tart
Personal
Dates
Direct Deposit Detail
Bank name
Routing number
Account number
Account type · I • I Status
•Amount
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e Flat Amount
e Percent amount
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Direct Deposit Summary
Selected Account Type
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New Hires (Regular & Temp) Updated 11/7/17
Fill in all bank account information *Amount: If all pay will go to this account, click Available balance.
If pay will be split between accounts, click Flat Amount or Percent amount and enter amount or % to go to this account.
Click the Next button ( ) to go to the next screen
The Bank Account information will appear in the Direct Deposit list
To add another account, click the Add button again and complete the Direct Deposit Detail screen for the additional account
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Then click “Next” to return to this screen and view both accounts in the list
Add additional accounts as necessary
Click the Next button ( ) to go to the next screen
o FEDERAL INCOME TAX Enter the following information from the employee’s W-4 form in the
appropriate fields: • Filing status • Total allowances claimed • Additional amount to be withheld (if any)
Do not check any of the boxes unless… • If the employee is claiming exemption from withholding, check the
Employee claims exemption box. If claiming exemption, do not enter any allowances
Click the Next button ( ) to go to the next screen
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Hire an Employee John Jones - ABC Company(21
Start
Personal
Dates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/Leave Balances
Summary
State Taxes
State
Filing status
Total allowances claimed
Add1t1onal amount withheld each paycheck
Colorado
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1s000
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New Hires (Regular & Temp) Updated 11/7/17
o STATE INCOME TAX Enter the following information from the employee’s W-4 form in the
appropriate fields: • Filing status • Total allowances claimed • Additional amount to be withheld (if any)
Do not check any of the boxes unless… • If the employee is claiming exemption from withholding, check the
Employee claims exemption box. If claiming exemption, do not enter any allowances
Click the Next button ( ) to go to the next screen
Hire an Employee John Jones - ABC CompanyJ2)
Start
Personal
Dates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Ta,es
Local Taxes
PTO/Leave Balances
Summar/
PTO/Leave Balances
Plan Available Hours/Wages
No records found
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New Hires (Regular & Temp) Updated 11/7/17
o PTO/LEAVE BALANCES: LEAVE BALANCES WILL NOT BE MAINTAINED IN ULTIPRO UNTIL GO-LIVE
Some balances have been loaded to allow us to run sample payrolls and to learn the system, but these will be deleted prior to loading accurate balances in December
Click the Next button ( ) to go to the next screen
Hire an Employee John Jones - ABC Company(21
Start Summary
Personal
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Oates
Jobs/Payroll
Time Management ---------------Sh_o_w_l A- ll-fi-eld_s ___ • I I
Submitted
ABC Company{21
United States
B Request Information
8 Start
Before
Company New Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/Leave Balances
Summary
Start
Details
Calcul3tions
Summary
Operating New country
Prefix New
First New
Preferred New name
Middle New
Last New
Former last New
Suffix New
Employee New number
Time clock New
B Personal
Before
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Address New
Address line 2 New
City New
State/Province New
Zip/Pasta, New code
Summary
Q You must select Submit to complete this request
Worl:flow Approvals
John
John
James
Jones
To be assigned
Submitted
United States
123 Elm St
Fort Collins
Colorado
80521
save
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Apprcver Level 1 I Benehts Acmin Only • I Apprcver Level 2 I Payroll Adnin and Processing Only • I
Q submit
New Hires (Regular & Temp) Updated 11/7/17
o SUMMARY: A warning will appear if the pay rate is outside the pay range for the
assigned job. Check all fields here for accuracy Click “back” to return to previous screens for editing
)• When all information appears correct, click the green SAVE button (
• A Workflow Approval message will appear.
• Click the Submit button. ( )
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New Hires (Regular & Temp) Updated 11/7/17
• FINAL STEPS: o Once the new hire is saved, you will be returned to the “My Employees” screen. o To find the employee you just added:
In the Find by box, select “Last name” Select “is” Type the new hire’s last name and click Search The new hire will appear in the list
• Click on the new hire’s name to go directly to his/her record
ABC Companyl21 Mr Andy M Jones - 000000005
H ◄ ► M
Personal Jobs
Goals Cc>n,:>etenc1es Personal Development Talent Profile Talent FactCfs
Licenses and Certifications
Received • License / Certification Number Type Provtder Renewal
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ti! • • It Mr lw1y M Jones
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Skills Tests Previous E:mployment Awards E.ducatton Ila
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New Hires (Regular & Temp) Updated 11/7/17
• To add Driver’s License information for the new employee, click on the Career & Education tab and the Licenses sub-tab
o Click the green Add button on the upper right (OR) under Things I Can Do, click on Add Licenses/Certifications
o Complete all fields: License/Certification: Select license type from drop-down list Number: Enter the Driver’s License number, including dashes Received: Enter the Issued date Renewal: Enter the Expiration date Provider: Select the State that issued the license Notes: Type additional information, if desired
o Click the green SAVE button ( ) in the upper right corner o A Workflow Approval message may appear.
o Click the Submit button. ( )
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Employee Summary Name. Address. and Te,ephone StatusJKey O.tes Property Contacts Prwate ln'o ldentJ'lcallOn Documents TerminabOn ln'ollll
Richard R Jackson Admin Assistant l IU) ll5-1:HUt r-.1acksontautumate.com
Personal Information
Name
R1Chard R Jackson
Preferred
RIChard
Employee number
122331133
T1mecloc.k
Address
Primary e-mail
r_Jackson<_a.uttim ate.com
Alternate e-mail
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Primary Home Phone
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Primary Work Phone
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Things I Can Do
Ch.Jnqc N,1tJOn.JI 1p 1S..S1:U.S.!N}
Manage Employee Photo
Change Name Address ~ Add Alternate Phone Number View Status H istory
Change Status Add Company Property
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Merits Updated 11/7/17
MERITS • Click MENU~ My Team~ My Employees • If you have a Role box on the upper left, select Payroll Rep
• In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”
• The selected employees will appear in the list • Click on the desired employee to go to his/her record
• Click on the “Jobs” tab.
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Richard R Jackson - 122331133 UltiPro·I= H ◄ ► ~ Richard R Jacksoo
Persona l Jobs
Job Sum~ry Compensat1011 Compensat1011 Plans Vanab.e Pay Orgamzat,on Work Location Job History Cootracts A.locauons Reviews 'Im
Job Summary 11 1&& > Things I Cc.n Do
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Job
Alternate trtle
Date in Job
Time inpb
Salary grade
Shift Grcup
Shift
Pay grOLp
Pay frequency
Hourly/Salaried
Seasonal
Agricultual
Change Salary
AOMINA - Admin Assistant 2
06/15/2002
15 years 2 months 2 days
101 - Admin Level II
z - None
Z - None
HOURW - Hourly - Weekly
Weekly
Hourly
edit poot help
Mr Kewm M Saulruers - 871150101 - ABC Company(2)
Change Salary
Change Review
Summary
Change Salary
Effective 08/17/2017 ~
Reason 200 - Mem Increase
Job csq -Customer Service Rep
Pay group • CORP8I - Corporate - Biweekly • I Pay frequency B - Biweekly
Scheduled hours • 80 0000
Pay currency US Dollar (USD)
Salary Guide
Salary grade 100 - Adm1n Level
Currency US Dollar (US:))
Location TAMPA - Tampa, FL
Minimum SlS.3846
Midpoint S19.7116
Maximum S24 0385
. ~ Change Job and Salary
Add Secondary Jobs
~ Request One-Time Payout
Change Variable =>ay
Change Qrqaniz;:tion
Add Work Locat•on (USA)
Add Employee Job History
Add Employment Contracts
Add Employee Labor ~
Add Review H1stcrv
Change Workers· Compensation C:h.lnnP OrhPr C:omn,mv
UltiPro·I=
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Merits Updated 11/7/17
• The Job Summary will appear. • On the right side, under “Things I Can Do”, select “Change Salary”
• The Change Salary screen appears. • Fill in the fields as necessary (fields with a red dot are required fields)
o CHANGE SALARY SCREEN: *Effective: Enter the effective date of the Merit Review. *Reason: Select the reason from the drop-down list (select “200-Merit
Increase”) Job: This field will autofill
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*Pay group: This field will autofill (Biweekly, 28Day or Elections) Pay frequency: This field will autofill *Scheduled hours: This field will autofill Pay currency: This field will autofill (US Dollar)
Salary Guide: These fields will autofill with current job info and ranges
*Salary: Enter the Percent Change (ex: enter 3 for a 3.00% change) (OR) Enter the New Rate (enter the hourly rate and select per “Hour” from drop-down list)
Other rates: Skip these fields Notes: Enter any additional information about this Merit action
o Click the NEXT button (on upper right) to go to next screen
• The Change Review screen appears.
o CHANGE REVIEW: Salary:
• *Current Review: Enter or select the current review date • *Rating: Select the appropriate rating from the drop-down list • *Type: Select the review type from the drop-down list (MERIT –
Merit Review) • Reviewer: Enter the name of the reviewer (Last name, First name)
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Merits Updated 11/7/17
• Next Review: Enter the date the next salary review will be due • Notes: Enter any other information to be included with this action
Performance: • *Current Review: Enter or select the current review date • *Rating: Select the appropriate rating from the drop-down list • *Type: Select the review type from the drop-down list (ANN –
Annual Review) • Reviewer: Enter the name of the reviewer (Last name, First name) • Next Review: Enter the date the next performance review is due • Notes: Enter any additional information you’d like to include
o Click the NEXT button (on upper right) to go to next screen
• SUMMARY SCREEN: o Check all fields here for accuracy o Click the “Back” button to return to previous screens for editing o A warning will appear if the pay rate is outside the pay range for the assigned job. o To view only the fields that were changed, go to the Show box and select “Changed
Fields.”
.• When all information appears correct, click
• A Workflow Approval message will appear.
Start
Details
Calculations
Summary
Su mmary
O You must select Submit to complete this request
Workflow Approvals
0 back
E) 1G)O cancel print help
This request requires one or more approvals. Select the reviewers who are appropriate for your situation.
Approver Level 1 I Benefits Adm in Only • I
Approver Level 2 I Payroll Admin and Processing O nly • I
submit
Merits Updated 11/7/17
• Click the Submit button. ( )
UltiPro·
MENU I Admim.tration Employee Admn UltiPro by
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Administrator Guide My Employees Employee Contracts Third Party Pay Organ1zation Views PTO Requests Process Hires < > Fond
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Name • Number Pnmary Work Phone Extension Status
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Search
Job Loc.at,on
Admm Chicago. IL
Assistant 1
Sh,h Seal Beach, Worker CA
Adm1n Ft Assistant 2 Lauderda,e,
FL
Adm1n Atlanta GA
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lJpdat•nq Global Employee Information Tour
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Position Changes Updated 11/7/17
POSITION CHANGE • This will include FLEX STAFF, PROMOTIONS, DEMOTIONS, TRANSFERS,
RECLASSIFICATIONS, TEMP TO REG, AND REGULAR TO TEMP ACTIONS o For QUESTIONS about putting thru ICIMS, contact your Recruitment Specialist. o For OTHER QUESTIONS, contact your Generalist.
• Click MENU~ My Team~ My Employees • If you have a Role box in the upper left, select Payroll Rep
• The My Employees screen appears. o In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”
• The selected employees will appear in the list.
• Click on the desired employee to go to his/her record. • Click on the Jobs tab. • Under Things I Can Do, click on “Change Job and Salary.”
ltJ Mr. Jonathan Kyte Baker - 762532453 - ABC Company(2) - Google Chrome □ X
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Mr. Jonathan Kyle Baker - 762532453 UltiPro· I =TE M ◄ ► M Mr. Jonathan Kyle Baker
Personal Jobs Time Management Career & Education Career Jeve.opment Pay Bene'lts Taxes Ill Ill Job Summary Compensat on Cownsauon Plans
Job Summary
Primary Job
Job
Alternate title
Date mjob
Time mjob
Salary grade
Shift Group
Shift
Pay group
Pay frequency
Hourly/Salaried
Seasonal
Change Job
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Payroll
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MGRPLT - Plant Manager
06/1512012
5 years 3 months 11 days
205 - Tech 3
Z - None
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HOURW - Hourly - Weekly
Weekly
Salaried
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Request One-Time Payout
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Add Work Location (USA)
Add Employee Job 1-lidArv
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• The Change Job screen appears.
• Complete the necessary fields (if staying the same leave as is): o Effective Date: Enter the effective date. o Reason: Select the reason from the drop-down list (ex: 300-Promotion) o New Job: Select the new job from the drop-down list o Supervisor: Click the Finder icon and select the new Supervisor o Project: Select the appropriate project code
n ge J ob and Salary Mr. Jonathan Kyle Baker - 7G2S324S3 - ABC Cornpany(2) UltiPro· I !~TE
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Change Review Salary Guide
Summary Salary grade 204 - Tech 2
Currency US Dollar (USO)
Location CHARLO - Charlotte, NC
Minimum S45,00000
Midpoint S60,000.00
Maximum S75,000.00
Salary
® Percent change · .._I 1_0_.o_o _____ _,1%
0 New rate ..__ ______ _, USO per
· I
Position Changes Updated 11/7/17
o DIVISIONS: Select the Division code o DEPARTMENTS: Select the Department o FUND and ORG: Select the Fund/Org code o GL LOCATIONS: Select the Location Code o Pay Group: Select the Pay Group o Scheduled Hours: This is for the full pay period so 80 is most common o Employee Type: Select Employee Type o Hourly/Salaried: ALWAYS CHOOSE HOURLY (even for Exempt employees) o Full/Part Time: Select Full Time or Part Time
• Click Next
• The Change Salary screen appears
• Change the salary by entering a Percent change OR by typing in the New rate (per HOUR)
• Click Next. • The Change Review screen appears.
Review
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• Complete the necessary fields: o Salary:
Current Review: Enter the effective date of action. Rating: Select Rating from list (or select Not Applicable if review was not
done) Type: Select Type from list (or select Not Applicable if review was not
done) Reviewer: Type name of reviewer (Last name, first name) Next Review: Enter appropriate date for next Salary Review
o Performance: Current Review: Enter the effective date of action. Rating: Select Rating from list (or select Not Applicable if review was not
done) Type: Select Type from list (or select Not Applicable if review was not
done) Reviewer: Type name of reviewer (Last name, first name) Next Review: Enter appropriate date for next Performance Review
• Click Next.
• The Summary screen appears.
Sum m ary
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Position Changes Updated 11/7/17
• In the Show box, click Changed Fields to see only those fields that have changed. • Review all fields; click the Back button if necessary to edit previous screens.
)• When finished, click the Save button. (
• A Workflow Approval message will appear.
• Click the Submit button. ( )
UltiPro·
MENU
Administrator Guide My Employees Employee Contracts
My Employees
Find by last name ,, starts with • I
Act10l"'S
Nairn• • EmployN Number Primary Work Phone
Enter Find by criteria
Third Party Pay Organization Views PTO Requests
(±) - Search
Extension Status Job Loe.it ion Div1ston
Process Hires
> Things I Can Do
c::;;Emoloyee (H1re/R~
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Add a Time Management Emotoyee Tour
Rehires (Regular & Temp) Updated 11/7/17
REHIRES • Click MENU~ My Team~ My Employees • If you have a Role box on the upper left, select Payroll Rep
• The My Employees screen appears. • On the right side of the screen, under “Things I Can Do”, select “Add Employee
(Hire/Rehire)” (OR) Click the green “Add” button.
• The Hire an Employee screen appears (this is for rehires too).
• Ultipro will lead you through the series of screens listed on the left side.
• Fill in the fields on each screen as necessary (fields with a red dot are required fields).
• Click Next to get to the next screen.
Hire an Employee Lanmer County
Personal
Oates
J obs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/leave Balances
Summary
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Start
Company
Operating country
SSN
Confirm SSN
• Larimer County
United States
• Please confirm for accuracy
Employee In.fo rmatio n
Prefix
First name
Preferred name
Middle name
Last name
Former last
Suffix
Employee number
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Rehires (Regular & Temp) Updated 11/7/17
o START: Company: Click the drop-down list to select the appropriate company.
NOTE: HR Only is for people who will be given system access but are not employees and will not be paid by us (ex: contingent workers, Sheriff’s Posse, etc.)
SSN: Type in the employee’s social security number – no dashes. Enter carefully and check to the employee’s SS card!
Confirm SSN: Retype SS number
o A Warning Message appears to let you know that the SSN is already assigned to a terminated employee.
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o Click the Ignore Warnings box o The Start screen will reset and autofill the fields with the employee’s previous
employment information
o Check all fields and correct as necessary
o Click the Next button ( ) to go to the next screen
• The Personal screen appears.
o PERSONAL: (Many of the fields will be auto-filled from the employee’s previous employment; check and edit all fields as necessary.) Address: Enter address, city, state and zip code in appropriate fields Phone/Email: Enter phone numbers and email addresses in fields
NOTE: The Primary e-mail will become the employee’s User ID for signing in to UltiPro and the address to which work-flowed information will go. Use a county email address whenever possible. If the employee doesn’t have a county email, use his/her personal email. If the Primary e-mail address changes, notify Human Resources so they can change the User ID also.
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Rehires (Regular & Temp) Updated 11/7/17
Additional Information: • I-9 verification: Select “Yes” from drop-down list
Click the Next button ( ) to go to the next screen
o DATES: Employment Dates:
• *Hire date: Enter the new hire effective date • *Seniority: Date will autofill from new hire date; leave as is • *Benefit Seniority Date: Date will autofill from new hire date;
leave as is
Next Review Dates: • Salary: Date autofills one year from hire date; adjust as necessary • Performance: Date autofills 180 days from hire date; adjust as
necessary • NOTE: For temporary employees, remove the review dates and
leave these fields blank
Click the Next button ( ) to go to the next screen
ire an Employee John Jones • Lanrner County
Start
Personal
Oates
Jobs/Payroll
Time Management
Federal Income Tax
State Taxes
local Taxes
PTO/Leave Balances
Summary
Jobs/Payroll
Supervisor
Job group
Alpha Job Lookup List
Job
Elected. Appointed. or Neither (N/A}
Location
State of employment
Hire source
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Payroll Informat1on
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Rehires (Regular & Temp) Updated 11/7/17
o JOBS/PAYROLL: These fields will autofill from employee’s previous job; check and edit all
fields as necessary with correct information for the employee’s new job Job Information:
• Supervisor: Click the Finder icon and a pop-up box appears. Enter the supervisor’s last name in the Find by box, click Search. Double click the name in the list and it will fill the field.
• Job Group: Skip this field • Alpha Job Lookup List: Type the first few letters of the Job title and
all jobs that contain those letters will appear. Make note of the desired job number to enter in the Job field below.
• *Job: Click the drop-down arrow and select the job number/name from the list (jobs are in numerical order so use the job number you found in the field above to help locate the job).
• Elected, Appointed, or Neither: Select the appropriate status • If a Sheriff’s Department sworn job was selected, the following
fields will appear: o Pay scale: Select from the drop-down list o Salary Step: Select from the drop-down list
• *Location: Select location from drop-down list • State of Employment: Will auto-fill once a location is chosen.
Rehires (Regular & Temp) Updated 11/7/17
• Hire Source: Skip this field • Project: Select the Project from the drop-down list • DIVISIONS: Select the Division code from the drop-down list • DEPARTMENTS: Select from the drop-down list • FUND and ORG: Select from the drop-down list • GL LOCATIONS: Select from the drop-down list • Health Care Measurement Group: Leave blank • Appointing Authority: Select from the drop-down list • HR Generalist: Select from the drop-down list
Payroll Information: • Salary Guide shows salary grade and range for this job • NOTE: For Sheriff’s Dept. sworn jobs, the Salary Guide will not
appear. • *Pay rate: Enter pay rate PER HOUR (for all employees, including
Exempt) • Other rates: Leave blank • *Pay group: Select from drop-down list • Distribution center: Select “LARCO – Larimer County” • *Scheduled hours: Enter the scheduled hours for the two-week pay
period (ex: for full time, enter 80 hours) • *Earnings group: Select from drop-down list • *Deduction/Benefit group: Select from drop-down list (FOR
TEMPORARY EMPLOYEES CHOOSE NO BENEFITS/TEMPORARY”) • 1095-C Deduction Group Assnt Date: Leave blank • *Employee type: Select from drop-down list (For temps, select
“TMP-Temporary Employee”) • Regular Position or Limited Term: Select from drop-down list • *Hourly/Salaried: Select Hourly for ALL employees, including
Exempts. (Nonexempt & Exempt status is set up at the job level)
• *Full/Part time: Select from drop-down list • Pay automatically: Leave box unchecked
Click the Next button ( ) to go to the next screen
Hire an E:mp1oyee Joh11Jont"c A~Comp,l1~ll
, ... , Time Management
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Rehires (Regular & Temp) Updated 11/7/17
o TIME MANAGEMENT: This section is not yet set up. Skip this screen during Dual Entry.
Click the Next button ( ) to go to the next screen
o DIRECT DEPOSIT: The rehired employee’s previous bank information will autofill. Check all bank account information carefully To add another account, click the Add button and complete the Direct
Deposit Detail screen for the additional account Then click “Next” to return to this screen and view both accounts in the list Add or delete accounts as necessary
Click the Next button ( ) to go to the next screen
Hire an Employee John Jones - ABC Company{21
Start
Personal
Oates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/leave Balances
Summary
Federal Income Tax
Federal Taxes (Form W-4)
Filing status
Total allowances claimed
. I SINGLE
!1tt~1~a~!~unt cl s_o_.o_o _____ _J
paycheck
D Employee claims exemption from withholding (blocked) D Employee has a Federal lock-m letter
Backup Withholding (Form W-9)
O Payee is subJect to backup withholding
W-2 Reporting
□ Pension
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Rehires (Regular & Temp) Updated 11/7/17
o FEDERAL INCOME TAX These fields will autofill with the employee’s previous information Enter the following information from the employee’s new W-4 form in the
appropriate fields: • Filing status • Total allowances claimed • Additional amount to be withheld (if any)
Do not check any of the boxes unless… • If the employee is claiming exemption from withholding, check the
Employee claims exemption box. If claiming exemption, do not enter any allowances
Click the Next button ( ) to go to the next screen
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Hire an Employee John Jones - ABC Company(21
Start
Personal
Dates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/Leave Balances
Summary
State Taxes
State
Filing status
Total allowances claimed
Add1t1onal amount withheld each paycheck
Colorado
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Rehires (Regular & Temp) Updated 11/7/17
o STATE INCOME TAX These fields will autofill with the employee’s previous information Enter the following information from the employee’s new W-4 form in the
appropriate fields: • Filing status • Total allowances claimed • Additional amount to be withheld (if any)
Do not check any of the boxes unless… • If the employee is claiming exemption from withholding, check the
Employee claims exemption box. If claiming exemption, do not enter any allowances
Click the Next button ( ) to go to the next screen
Hire an Employee John Jones - ABC CompanyJ2)
Start
Personal
Dates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Ta,es
Local Taxes
PTO/Leave Balances
Summar/
PTO/Leave Balances
Plan Available Hours/Wages
No records found
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Rehires (Regular & Temp) Updated 11/7/17
o PTO/LEAVE BALANCES: LEAVE BALANCES WILL NOT BE MAINTAINED IN ULTIPRO UNTIL GO-LIVE
Some balances have been loaded to allow us to run sample payrolls and to learn the system, but these will be deleted prior to loading accurate balances in December
Click the Next button ( ) to go to the next screen
Hire an Employee John Jones - ABC CompanyW
Start
Personal
Oates
Jobs/Payroll
Time Management
Direct Deposit
Federal Income Tax
State Taxes
Local Taxes
PTO/Leave Balances
Summary
Start
Details
Calcul3tions
Summary
Summary
B Request Information
B Start
Before
Company New
Opera:.ng New country
Prefix New
First New
Preferred New name
M1dde New
Last New
Former last New
Suffix New
Emp,oyee New number
Time clock New
El Personal
Before
Country New
Address New
Address line 2 New
City New
State Province New
Zip/Postal New code
Summary
Q You must select Submit to complete this request
Worl:flow Approvals
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Show J All fields
Submitted
ABC Company{21
United States
John
John
James
Jones
To be asS1gned
Submitted
United States
123 elm St
FortColilns
Colorado
80521
save
0 199 _s.e-t cane~! print help
This request requires one or more approvals. Select the reviewen who are appropriate for your !;ituatlon
Apprcver Level 1 I Benehts Acmin Only • I Apprcver Level 2 I Payroll Adnin and Processing Only • I
Q submit
Rehires (Regular & Temp) Updated 11/7/17
o SUMMARY: A warning will appear if the pay rate is outside the pay range for the
assigned job. Check all fields here for accuracy Click “back” to return to previous screens for editing
)• When all information appears correct, click the green SAVE button (
• A Workflow Approval message will appear.
• Click the Submit button. ( )
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Rehires (Regular & Temp) Updated 11/7/17
• FINAL STEPS: o Once the rehire is saved, you will be returned to the “My Employees” screen. o To find the employee you just rehired:
In the Find by box, select “Last name” Select “is” Type the rehired employee’s last name and click Search The employee will appear in the list
• Click on the employee’s name to go directly to his/her record
• Finally, update the Driver’s License information for the rehired employee.
ABC Companyl2J Mr Andy M Jones - OCX)()()()QQ5
M ◄ ► N
Personal Jobs Carffr & Education
Goats Competencies Personal Development Ta lent Profile Ta lent FactCfs
Licen ses and Certifications
Received ... License / Certification Number Type Provkter Renewal
No records found
ti! • • It Mr lw1y M Jones
UltiPro· I =Th Benefits Taxes Documents Audit
Skills Tests Previous Employment Awards E:ducatton la
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Notes Delete
Things I Can Do
Add I icenses/Cert1ticat1ons
View Recommended Goals Add/Change Goat
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Add Previous Employment
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Add Re\ocat•on Preferences
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Rehires (Regular & Temp) Updated 11/7/17
• Click on the Career & Education tab and the Licenses sub-tab
o If the license appears in the list, click on it. o If there is nothing in the list, click the green Add button on the upper right (OR)
under Things I Can Do, click on Add Licenses/Certifications
o Complete and/or edit all fields: License/Certification: Select license type from drop-down list Number: Enter the Driver’s License number, including dashes Received: Enter the Issued date Renewal: Enter the Expiration date Provider: Select the State that issued the license Notes: Type additional information, if desired
o Click the green SAVE button ( ) in the upper right corner o A Workflow Approval message may appear.
o Click the Submit button. ( )
UltiPro·
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starts with .. I (i) Search
Fi tered bl Last name - starts wrth J ~
Actions
Niime .... EmployH Number Pn~ry Work Phone E11tens10n Stiitus Job Lout1on
000000039 \3121555-9655
152251252 13121 555-9655
122331133 1770) 129-9012 1133
799232321 (770) 399-2400 1544
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Termnated Adm1n Assistant 1
Active Shift
Wor~er
Active Adm in
Ass1stant2
Term11iated Adm1n
Chteago. IL
Seal Beach CA
ft Lauderdale fl
Atlanta GA
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POWERED BY ULTIMATE SOFTWARE 0
Salary Adjustments Updated 11/7/17
SALARY ADJUSTMENT • Click MENU~ My Team ~ My Employees • If you have a Role box in the upper left, select Payroll Rep
• The My Employees screen appears. o In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”
• The selected employee will appear in the list.
• Click on the desired employee to go to his/her record. • Click on the Jobs tab. • Under Things I Can Do, click on “Change Salary.”
Change Salary
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Salary Adjustments Updated 11/7/17
• The Change Salary screen appears.
• Complete the necessary fields: o Effective Date: Enter the effective date. o Reason: Select the reason from the drop-down list ( 201 – Salary Adjustment ) o Salary: Enter Percent Change or New Rate (per Hour).
• Click Next.
• The Review Salary screen appears o Leave Review Date fields blank (most inequity or other salary adjustments do not
affect the employee’s existing review date.)
• Click on Next.
• The Summary screen appears.
o A warning will appear if the pay rate is outside the pay range for the assigned job. o Check all fields here for accuracy o Click “back” to return to previous screens for editing
• When all information appears correct, click the SAVE button ( )
Start
Details
Calculations
Summary
Summ ary
Q You must select Submit to complete this request
Workflow Approvals
0 back
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This request requires one or more approvals. Select the reviewers who are appropriate for your situation.
Approver Level 1 I Benefits Admin Only • I
Approver Level 2 I Payroll Admin and Processing O nly • I
submit
Salary Adjustments Updated 11/7/17
• A Workflow Approval message will appear.
)• Click the Submit button. (
• FINAL STEPS: o Add backup documentation to the employee’s record
Click on the DOCUMENTS TAB Click on the Add button Attach backup documentation. See Attaching Documents guide for more detailed instructions
UltiPro·
MENU -Employee AdrTWl UltiPro .. UlTIMATE SOFTWARE
Paula Joyas • To Do Help I Logout
Adm1rwstrator Guide My Employees Emptoyee Contracts Third Party Pay OrgantZatJon Views PTO Requests Process Hires < > F,nd
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N,une ... Number Pri~ry Work Phone Extension St.11tus Job - 000000039 (3121555-9655 Terminated Adm,n t,wU,!. Assistant 1 - 152251252 :3121555-9655 Act .. Shift t,wU,!. WOJ~er
@ 122331133 l7701129-9012 1133 Act .. Adm1n Ass,sUint2 - 799232321 1770) 399-2400 1544 Terminated Adm,n
Copyngt-·C 1997-2017 ~U1tJ.ma:1!'So'tw.trl!'Grou" "C Allr,gt-:~r~
Lanm@rCounty
Dee Manna Schnudt - 061620
T,me Management Career & EduC.1t10n Career Development
Job Summary
PnmaryJob
Job
Alternate title
Date in Job
Time in Job
Salary grade
Pay group
Pay frequency
Hourty/Salaned
Seasonal
Agncuttural
YouthfTrain1no
-..• 5134 - Department Spec II
02/07/2013
4 years 7 monthS 19 days
402 - 402
BIWEEK - B1Weekly
Biweekly
Hourly
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Louit1on
Chicago, L
Sea\ Beach CA
ft Lauderdale fl
Ai.anta,GA
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Hardware
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Adtn1n1stration
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Things I Can Do
~
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Change Variable &;'.
~ Qrgan12at1on
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Omck Tours and Tips 0
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POWERED BY ULTlMATf. SOFTWARE 0
Supervisor Change Updated 11/7/17
SUPERVISOR CHANGE • Click MENU~ My Team ~ My Employees • If you have a Role box in the upper left, select Payroll Rep
• The My Employees screen appears. o In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”
• The selected employees will appear in the list.
• Click on the desired employee to go to his/her record. • Click on the Jobs tab and the Organization sub-tab
Lan:rner County Dee Marina Schnudt - 061620 ~
.
• aaam Personal Time Management Career & Education Career Development Pay Benefits Taxes Documents Audit
Job Summary Compensation Variable Pay Orga nization Work Loe.won AllOC.1t1ons Reviews Workers· Compens.anolm
Organization
Effective date
Reason
Supervisor
Location
ProJect
Home company
Time clock
DIVISIONS
DEPARTMENTS
FUND and ORG
GL LOCATIONS
Lar.m~r County
Dee Manna Schmidt - 061620
aaam
02/0712013
100 - New hire
Nicholas A Cole
F200O - FC 200 W Oa k
00000000 - None
Larimer County
ACMDIV - BCC Assit County Manager
HRDSRV - HRD Services
HRADMN - HR 101 110950
NONE - 000 Location Code
80 > pnnt help
Thmgs I Can Do
Change Organization
Change Job
Change Job and Salary
Add Secondary Jobs
Change Salary
Change Variable Pay
Add Work Location MAf Add Employee Job l:!fil2n,
Add Employee Labor Allocations
Add Review History
Change Workers· Comoensatlon
~ n • Personal Time Management Career & E.ducat10n Career Development Pay Benefits Taxes Documents < >
Job Summary Compens.atJon Vanab.e Pay Organization Work locatoo Job History Alloc.atoos
Change Organ ization
Effective
Reason
Supervisor
Location
ProJect
Home company
Time clock
DIVISIONS
DEPARTMENTS
FUNDandORG
GL LOCATIONS
-MM/DD/YYYY
Nicholas A Cole
F2000 - FC 200 W Oak
00000000 - None
Larimer County •
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ACMDIV - BCC Assit County Manager
HRDSRV - HRD Serv1ces
HRADMN - HR 101110950
NONE - 000 Location Code
mee ieo > $3,-e rese: cancel pnnt help
save
Workers ell
Thmgs I Can Do
Change Job Change Job and ~
Add Secondary Jobs Change Salary
Chance \/anable Pay
Change Organizauon
Add Work Location MAf Add Employee Job .!:ful2!y
Add Emp\oyee Labor ~
Add ReYJew History Change Workers' Compensation
Chance Other Comoanv rnformanon
Supervisor Change Updated 11/7/17
• Click on the EDIT button (upper right)
• The Change Organization screen appears.
• Complete the necessary fields: o Effective Date: Enter the effective date. o Reason: Select the reason from the drop-down list ( 503 - Supervisor Change) o Supervisor: Click the Finder icon to select new supervisor
• Click the green SAVE button in the upper right. ( )
Supervisor Change Updated 11/7/17
• To check your work, click on the Personal tab and the Employee Summary sub-tab. Scroll down to the Job section at the bottom of the screen to see the new supervisor name.
UltiPro·
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ULTIMATE SOFTWARE
Paula Joyas • To Do Help Logout
Administrator GUide My Employees Employee Contracts Third Party Pay Orgarnzallon Views PTO Requests Process Hires < > F,nd
• starts with • i FIitered by Last name - starts w ith, ~
Act10ns . OK ~ ' Employff
Name• Number Primairy Work Phone Extension
.- 000000039 (312) 555-9655 Mirl<M.
.- 152251252 (3121555-9655 Mirl<M.
@ 122331133 17701129-9012 1133
.- 799232321 17701399-2400 1544
Copyr,oM C: 1997-2017 The Ultima:~ So~¥~ Cirovp roc All ngt--;s r~
ABC Company(2) Richard R Jackson • 122331133
M ◄ ► M Richard R Jackson
Search
Status Job
Terminated Admin Asststantl
Actrve Sh,h
Worker
Actrve Adm1n Ass1stant2
Terminated Admin
Pe<WNI Jobs Time Management Career & EdocatJOO Career Development
01splay1ng all records
Location OivisH)n
Chicago, IL Hardware Drns1on
Seal Beach, Manufactunng
CA
Ft Adm1mstrat1011 lauderda,e DMs,on
FL
At.anta. GA Adm1nistrall0fl
Benefits Taxes Documents
Current Benefits Beneftc.aries/Oependents Investments e PTO Requests C06RA
PTO Plans
Length of service as of 05/21/2017
14 Years 11 months 6 days
Plan Earned Processed
~ 435 0000 00000
~ 5400000 00000 :fl
Unprocessed Available Approved
435 0000 00000
5400000 00000
ao add delete
Estimated Earned Tota( Plan Through Reset Date Hours/Wages Oelett
5400000 05/01/2017 12/31/2016 Hours D
5400000 06/22/2016 06/15/2016 Hours D
Thmgs I Can Do
Add Emo\ovee (Hffe/Reh1re1 Add Canadian Emolovee \HirefReh,refMulti-Company tl!w Add Gtobal Employee
Quick Tours and Tips 0
Human Rescurces - Resources for Employee Administrators UltiPro Nav,gat•on Overview
Search with FIiters Tour Modify Search ReS\lltS Tour H1re/Reb1re an Employee 10 the l.!..S....Toill Hire a Global Employee Tour
Uodat1no Global Emolovee loformat1on Tour
POWERED BY ULTIMATE SOFTWME 0
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Offer of Co.oerage l inks
Thmgs I Can Do
Add PIO Benefit Plans
Add PIO Beg~st
Terminate Employees Updated 11/7/17
TERMINATE EMPLOYEE • Click MENU~ My Team~ My Employees • If you have a Role box in the upper left, select Payroll Rep
• The My Employees screen appears. o In the “Find by” box, choose a search option (Last name, Employee number, etc.) o Choose/enter appropriate info in the next two fields and click “Search”
• The selected employees will appear in the list.
• Click on the desired employee to go to his/her record
• Click on the Benefits tab and the PTO PLANS sub-tab
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Terminate Employees Updated 11/7/17
• Check the employee’s PTO Balances. o As of right now accruals are NOT in Ultipro. These will be loaded when we do
the first payroll for 2018.
• Go back to the Personal tab. • On the right side, under “Things I Can Do”, select “Terminate Employee”
• The Terminate Employee screen appears.
save
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Terminate Employees Updated 11/7/17
• Fill in the fields as necessary (fields with a red dot are required fields) o Termination date: Enter the effective date of the termination (this is the last day
in paid status – NOT the day after like with ADP) o Last day worked: Enter the last day the employee was physically on the job o Paid through: Usually same as term date (last day in paid status) o Termination reason: Select reason from drop-down list o Termination type: This will autofill based on the termination reason chosen o Home company: This field will autofill o Notes: Enter any information related to this termination action o Eligible for rehire: Check this box if employee is eligible for rehire (if not, leave
unchecked) o Leave other boxes unchecked
)• When all information appears correct, click the green SAVE button (
• A Workflow Approval message will appear.
)• Click the Submit button. (
• COMPLETE FINAL STEPS: o If the employee is a Supervisor, reassign direct reports (see Supervisor Change
instructions). o ATTACH ALL DOCUMENTS: Resignation Letter, Employee Separation Form, etc.
(see Attaching Documents guide for detailed instructions)
Payroll and the General Ledger
UltiPro has a General Ledger process so it can produce a file to send to our Finance
Department and post Payroll to the General Ledger.
The basic structure for the Finance General Ledger is Fund.Org.Project.Account.Location Because of this structure, all of the fields are required in UltiPro.
Fund and Org – Enter your department fund and org
Project – Enter your department appropriate project code or 00000000 – 00000000 – No Project
Account – Hard coded in UltiPro based on earnings codes and deductions codes. No entry required.
GL Location – Enter your department appropriate GL Location code or NONE – 000 Location Code
DO NOT USE the “Z” code in Core or UTM.
Larimer County Payroll Last Update: 1/29/2018